The URL can be used to link to this page

210913 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg Council Meeting AGENDA Monday, September 13, 2021 5:00 PM Electronic Meeting 1.Call to Order 2.Closed Session (5:00 p.m.) Proposed Resolution #1 Moved By: ________________ Seconded By: ________________ THAT Council move into Closed Session to consider two personal matters about identifiable individuals, including municipal or local board employees. 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; 2.5.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 September 13, 2021, be approved. 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 August 9, 2021, and the minutes of the Special Council meeting held on August 30, be approved. 7.Presentations 7.1.Chris Lockhart, Fleet Consultant at Enterprise Fleet Management (EFM) Re: Fleet Replacement Program Proposed Resolution #4 Moved By: ________________ Seconded By: ________________ THAT Council recieve the presentation by Chris Lockhart, Fleet Consultant from Enterprise Fleet Management (EFM) regarding the fleet replacement program, as information. 8.Public Meetings 9.Planning Reports 10.Delegations 11.Deputation(s) on Committee Reports 12.COVID-19 13.Information Items 13.1.Optometry OHIP Crisis 13.2.Tillsonburg Senior Centre Re: Yearly Update 13.3.Oxford County Council Resolution Re: COVID-19 Workplace Vaccination Policy Page 2 of 261 Proposed Resolution #5 Moved By: ________________ Seconded By: ________________ THAT Council receive the correspondence from local optometrist Emily Manning dated August 10, 2021, and the correspondence from the Tillsonburg Senior Centre dated August 24, 2021, and the Oxford County Council resolution dated September 8, 2021, as information. 14.Quarterly Reports 14.1.FIN 21-24 2021 Second Quarter Consolidated Financial Results Proposed Resolution #6 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 21-24 2021 Second Quarter Consolidated Financial results as information. 14.2.FIN 21-25 2021 Second Quarter Finance and Corporate Services Results 14.3.EDM 21-26 2021 Second Quarter Economic Development and Marketing Results 14.4.FRS 21-08 2021 Second Quarter Fire Services Results 14.5.OPD 21-40 2021Second Quarter Operations and Development Results 14.6.OPD 21-35 2021 Second Quarter Building, Planning, By-Law Services Results 14.7.RCP 21-24 2021 Second Quarter Recreation, Culture and Parks Results Proposed Resolution #7 Moved By: ________________ Seconded By: ________________ THAT Council receives the 2021 Second Quarter Department Results, as information. 15.Staff Reports 15.1.Chief Administrative Officer 15.1.1.CAO 21-11 Community Strategic Plan Rollout Proposed Resolution #8 Moved By: ________________ Page 3 of 261 Seconded By: ________________ THAT report CAO 21-11 Community Strategic Plan Rollout be received by Council for information; AND THAT Council direct staff to bring back a staff report outlining proposed Community Strategic Plan Goals for the upcoming year and defining (lead, project team, anticipated completion, resources required, and any dependencies or pre-requests) and Baseline Measurements. 15.2.Corporate Services 15.2.1.CS 21-23 September 30, 2021 Proposed Resolution #9 Moved By: ________________ Seconded By: ________________ WHEREAS the Truth and Reconciliation Commission released its final report on June 2, 2015, which included 94 Calls to Action to redress the legacy of residential schools and advance the process of Canadian reconciliation; AND WHEREAS the recent discoveries of remains and unmarked graves across Canada have led to increased calls for all levels of government to address the recommendations in the TRC's Calls to Action; AND WHEREAS all Canadians and all orders of government have a role to play in reconciliation; AND WHEREAS Recommendation #80 of the Truth and Reconciliation Commission called upon the federal government, in collaboration with Aboriginal peoples, to establish, as a statutory holiday, a National Day for Truth and Reconciliation to ensure that public commemoration of the history and legacy of residential schools remains a vital component of the reconciliation process; AND WHEREAS the Federal Government has announced September 30th, 2021, as the first National Day for Truth and Reconciliation (National Orange Shirt Day) and a statutory holiday; THEREFORE, BE IT RESOLVED THAT the Council of the Town of Tillsonburg does hereby commit to recognizing September 30, 2021, as the National Day for Truth and Reconciliation (National Orange Shirt Day) by sharing the stories of residential school survivors, their families, and communities. 15.2.2.CS 21-24 Land Acknowledgement Page 4 of 261 Proposed Resolution #10 Moved By: ________________ Seconded By: ________________ THAT the following land acknowledgment be adopted by Council: “Tillsonburg is located on the traditional territories of Indigenous Peoples and is covered by the Between the Lakes Treaty Number 3 of 1792. I/We would like to acknowledge that we are on the traditional land of the Anishinaabek, Haudenosaunee, and Attawandaron peoples.” 15.3.Economic Development 15.4.Finance 15.4.1.FIN 21-26 2021 OILC Debentures Proposed Resolution #11 Moved By: ________________ Seconded By: ________________ THAT Council receives report FIN 21-26 2021 OILC Debentures; AND THAT By-Law’s authorizing the Mayor and Treasurer to enter into financing agreements with the Ontario Infrastructure and Lands Corporation for $805,324 and $182,426, respectively, be brought forward for Council consideration. 15.5.Fire and Emergency Services 15.6.Operations and Development 15.6.1.OPD 21-36 A and W Noise Mitigation Proposed Resolution #12 Moved By: ________________ Seconded By: ________________ THAT report OPD 21-36 A&W Noise Mitigation be received as information. 15.6.2.OPD 21-37 Building Inspector Intern Contract Extension Proposed Resolution #13 Moved By: ________________ Seconded By: ________________ THAT report OPD 21-37 Building Inspector Intern Contract Extension, be received as information; Page 5 of 261 AND THAT Council continues to support the requirements set in the Ontario Building Code Act to ensure adequate staffing are in place to administer the Ontario Building Code; AND THAT Council directs staff to extend the Building Inspector Intern contract until March 15, 2022; AND THAT Council approves the additional 2021 funding for this position in the amount of $8,400 to be funded by the direct increase in permit revenue/surplus; AND THAT Council authorizes the pre-budget approval for 2022 to fund this position in the amount of $14,400 to be supported by the building permit reserve. 15.6.3.OPD 21-38 Tillsonburg Regional Airport Management Services Proposed Resolution #14 Moved By: ________________ Seconded By: ________________ THAT report OPD 21-38 Tillsonburg Regional Airport Management Services, be received as information; AND THAT Council Authorizes the award of a one-year contract to The Loomex Group for the provision Management Services for the Tillsonburg Regional Airport. 15.6.4.OPD 21-39 Utilization of the 2021 Tillsonburg Regional Airport Grant Proposed Resolution #15 Moved By: ________________ Seconded By: ________________ THAT report OPD 21-39 Utilization of the 2021 Tillsonburg Regional Airport Grant Revenue be received as information. 15.7.Recreation, Culture and Parks 15.7.1.RCP 21-23 RCP Semi-Annual Activity Report Proposed Resolution #16 Moved By: ________________ Seconded By: ________________ THAT report RCP 21-23 Semi-Annual Activity Report be received as information. 16.New Business Page 6 of 261 17.Consideration of Committee Minutes 17.1.Committee Minutes Proposed Resolution #17 Moved By: ________________ Seconded By: ________________ THAT Council receive the Tillsonburg Dog Park Advisory Committee minutes dated August 10, 2021, the Cultural, Heritage and Special Awards Advisory Committee minutes dated August 11, 2021, the Parks, Beautification and Cemetery Advisory Committee minutes dated September 2, 2021 and the Tillsonburg Airport Advisory Committee minutes dated September 7, 2021, as information. 17.2.Long Point Region Conservation Authority Board of Directors Minutes Proposed Resolution #18 Moved By: ________________ Seconded By: ________________ THAT the Long Point Region Conservation Authority Board of Directors minutes dated July 7, 2021, be recieved as information. 18.Motions/Notice of Motions Proposed Resolution # Moved By: Councillor Esseltine Seconded By: ________________ THAT new appointees to Committees of Council be recognized by name and that these names be included in both the Committee Appointment Report as well as the resolution to amend the By-Law and its related Schedule. 19.Resolutions/Resolutions Resulting from Closed Session 20.By-Laws 20.1.A By-Law to authorize an agreement with the Province of Ontario (municipal modernization program intake 2) 20.2.A By-Law to authorize an application to Ontario Infrastructure and Lands Corporation (“OILC”) 20.3.A By-Law to authorize an application to Ontario Infrastructure and Lands Corporation (“OILC”) Proposed Resolution #19 Moved By: ________________ Page 7 of 261 Seconded By: ________________ THAT A By-Law to authorize an agreement with the Province of Ontario (municipal modernization program intake 2); and A By-Law to authorize an application to Ontario Infrastructure and Lands Corporation (“OILC”); and A By-Law to authorize an application to Ontario Infrastructure and Lands Corporation (“OILC”), 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.Confirm Proceedings By-law Proposed Resolution #20 Moved By: ________________ Seconded By: ________________ THAT By-Law 2021-096, to Confirm the Proceedings of the Council meeting held on September 13, 2021, 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. 22.Items of Public Interest 23.Adjournment Proposed Resolution #21 Moved By: ________________ Seconded By: ________________ THAT the Council meeting of September 13, 2021 be adjourned at ___ p.m. Page 8 of 261 1 The Corporation of the Town of Tillsonburg Council Meeting MINUTES Monday, August 9, 2021 6:00 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, Director of Corporate Services/Clerk Sheena Pawliwec, Director of Finance/Treasurer Paul Groeneveld, Acting Fire Chief Chris Baird, Director of Recreation, Culture and Parks Carlos Reyes, Director of Operations and Development Cephas Panschow, Development Commissioner Geno Vanhaelewyn, Chief Building Official Amelia Jaggard, Deputy Clerk _____________________________________________________________________ 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Closed Session 3. Adoption of Agenda Page 9 of 261 2 Resolution # 2021-343 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT the Agenda as prepared for the Council meeting of August 9, 2021, with item 14.6.8. Staff Report OPD 21-34, being considered prior to item 8, be approved. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6. Adoption of Council Minutes of Previous Meeting Resolution # 2021-344 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT the minutes of the Council meeting held on July 12, 2021, be approved. Carried 7. Presentations 7.1 Explorer Solutions Re: Tillsonburg Regional Airport Master Plan Christian Perreault was present to provide an overview of the Tillsonburg Regional Airport Master Plan. Opportunity was provided for comments and questions from Council. Mr. Perreault noted that the number one safety concern that needs to be addressed is installing card lock security gates to allow only validated individuals and vehicles to the airside. Resolution # 2021-345 Moved By: Councillor Parker Seconded By: Councillor Esseltine Page 10 of 261 3 THAT Council receives the presentation by Christian Perreault of Explorer Solutions regarding the Tillsonburg Regional Airport Master Plan, as information. Carried 8. Public Meetings 8.1 Application for Zone Change ZN 7-21-06 (Town of Tillsonburg) Eric Gilbert, Senior Planner, Oxford County, appeared before Council to provide an overview of the application. Staff recommend approval of the application. Opportunity was provided for comments and questions from Council. No members of the public appeared before Council either in support or opposition to the application. Resolution # 2021-347 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT Council approve the zone change application submitted by the Corporation of the Town of Tillsonburg, whereby the lands described as Part Lots 1 & 2, Concession 5 NTR, and Parts 1-4 & 13 of 41R-8326 in the Town of Tillsonburg, are to be rezoned from ‘General Industrial Zone (MG)’ and ‘Future Development Zone (FD)’ to ‘Special General Industrial Zone (MG-sp)’ and ‘Passive Use Open Space Zone (OS1)’ to facilitate the development of a draft approved industrial plan of subdivision. Carried 8.2 Application for Zone Change ZN 7-21-08 (VDK Investments Inc.) Eric Gilbert, Senior Planner, Oxford County, appeared before Council to provide an overview of the application. The owner's of 25 Harvey Street and 27 Harvey Street submitted an opposition letter following the publication of the agenda which was circulated to Council via email. Staff recommend the application not be approved. Opportunity was provided for comments and questions from Council. Page 11 of 261 4 Staff noted that there are no records relating to noise at the subject property when it was previously used as a drive-through over ten years ago. Staff provided information on noise studies. William Vandekrol, applicant, was present to provide support for the application. Mr. Vankedrol indicated their willingness to meet the mitigation requirements as identified by a noise study. Mr. Vandekrol noted that the access to Harvey Street would be blocked and that egress would be onto Oxford Street. Mr. Vandekrol noted that he has a letter of intent from Starbucks for a long term lease on the property which is conditional upon receiving approval for a drive-through. The agent, Natalie Catlos, was present to provide support for the application. Jesse Goossens, 11 Morning Glory Drive, who is the owner of properties located at 21 Oxford Street, 33 Oxford Street and a property on Harvey Street, was present to provide support for the application. No other members of the public appeared before Council either in support of or in opposition to the application. Staff confirmed that as part of the site plan approval process the applicant will be required to complete a noise study prior to the issuance of a building permit. Resolution # 2021-348 Moved By: Councillor Gilvesy Seconded By: Councillor Parker That Zone change application ZN 7-21-08 submitted by VDK Investments Inc., described as Lots 1100-1102, plan 500, known municipally as 38 Oxford Street in the Town of Tillsonburg be approved. Councillor Parker called for a recorded vote. Councillor Parker - Yes Councillor Rosehart - Yes Deputy Mayor Beres - Absent Councillor Essletine - Yes Councillor Gilvesy - Yes Page 12 of 261 5 Councillor Luciani - Yes Mayor Molnar - Yes Carried 9. Planning Reports 10. Delegations 10.1 John Armstrong Re: Truck traffic on Broadway/ Bypass John Armstrong appeared before Council to ask that Council recognize the truck traffic issue on Broadway and ask that the Town review this concern. Opportunity was provided for comments and questions from Council. Resolution # 2021-349 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT the delegation of John Armstrong regarding truck traffic on Broadway/bypass be received as information; AND THAT a report be brought forward to Council which could include the utilization of existing infrastructure and partnering with local municipalities; AND THAT the timeline for this report and potential project should strive to achieve the goal as outlined in the newly adopted Community Strategic Plan. Carried 11. Deputation(s) on Committee Reports 12. COVID-19 Deputy Mayor Beres joined the meeting at 8:24 p.m. Staff noted that the current recommendation of SWPH is not to hold in-person meetings. Mayor Molnar provided a local update and shared informational resources. 13. Information Items 13.1 Oxford County Council Resolution Re: Proposed “Southwest Landfill" Page 13 of 261 6 13.2 City of Woodstock Resolution Re: Affordable Housing 13.3 Tillsonburg BIA Resolution Re: Financial stability sustainability of the DTBIA Resolution # 2021-350 Moved By: Councillor Esseltine Seconded By: Councillor Luciani That council receive the correspondence from Oxford County Council dated July 15, 2021, the correspondence from the City of Woodstock dated July 15, 2021 and the correspondence from the Tillsonburg BIA dated July 20, 2021 as information, and that the BIA report back to council detailing the current status of the 2021 Façade Improvement Project as well as the plan for diverting Façade Improvement Funds to other purposes. Carried 14. Staff Reports 14.1 Chief Administrative Officer 14.1.1 CAO 21-08 Establishment of Committee Members for Tillsonburg 150 Sub-Committee Resolution # 2021-351 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Bill Geekie, Aleksandra Webber, Christine Wade, and Joan Weston be appointed to the Tillsonburg 150 Ad Hoc Committee; AND THAT Deputy Mayor Beres be appointed as the Council representative on the Tillsonburg 150 Ad Hoc Committee. Carried 14.1.2 CAO 21-09 Staff Appreciation Day There were concerns noted regarding the closure and the timing of this type of social event with the ongoing pandemic. Resolution # 2021-352 Page 14 of 261 7 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT Council approves an annual Staff Appreciation Day, held in early September after Labour Day that involves an early office closure. Defeated 14.1.3 CAO 21-10 Return to Work – Hybrid Model Pilot Project for Town staff Staff noted that the staff performance assessment process is used to measure productivity. Staff noted that the nature of a position determines whether work from home is an option; working from home would not be compulsory. Staff will be bringing a work from home policy forward prior to the end of the pilot project. Resolution # 2021-353 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT Council approves a 6 month pilot project of a hybrid return to work model for Town of Tillsonburg staff from September 2021 to March 2022, and direct staff to bring back a formal policy for Council consideration regarding a hybrid work model. Carried 14.2 Corporate Services 14.2.1 CS 21-22 Committee Appointments Resolution # 2021-354 Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council appoint Courtney Booth and Jason Pankratz to the Cultural, Heritage and Special Awards Advisory Committee; Page 15 of 261 8 AND THAT Council appoint Dane Willson to the Economic Development Advisory Committee; AND THAT a By-Law to amend By-Law 4247 Schedule A to include these additional appointments be brought forward for Council’s consideration. Carried 14.3 Economic Development 14.3.1 EDM 21-22 Community Improvement Plan Application - 61 Townline Road Resolution # 2021-355 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT Council receives Report EDM 21-22 Community Improvement Plan Application – 61 Townline Road; AND THAT the 61 Townline Road property be approved for the Tax Increment Grant Back Program and the Permit Fee Grant Back Program of the Community Improvement Plan, related to enhancements of the property, at the High Level, which offers the following growth related rebates: Years 1 to 6 - 50% rebate of the incremental tax increase Year 7 - 40% rebate Year 8 - 30% rebate Year 9 - 20% rebate Year 10 - 10% rebate with full property taxes being payable in 2032; and, a 50% rebate of the building permit fees. Carried 14.3.2 EDM 21-23 Community Improvement Plan Application - 141 Broadway Resolution # 2021-356 Moved By: Councillor Gilvesy Seconded By: Councillor Parker Page 16 of 261 9 THAT Council receives Report EDM 21-23 Community Improvement Plan Application – 141 Broadway; AND THAT the 141 Broadway property be approved for the Accessibility Renovation Grant in matching funds to a maximum contribution of $3,000. Carried 14.3.3 EDM 21-24 Circulation of Planning Items to Economic Development Advisory Committee Resolution # 2021-357 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Council receives report EDM 21-24 Circulation of Planning Items to the Economic Development Advisory Committee as information. Carried 14.4 Finance 14.5 Fire and Emergency Services 14.6 Operations and Development 14.6.1 OPD 21-26 Clean Yard By-Law Amendments Resolution # 2021-358 Moved By: Councillor Luciani Seconded By: Councillor Esseltine THAT report OPD 21-26 Clean Yard By-Law Amendments be received as information; AND THAT a By-Law to amend By-Law 3810 being a by-law to establish and maintain clean and clear lands in the Town of Tillsonburg be brought forward for Council’s consideration. Carried 14.6.2 OPD 21-28 Sign Variance - 42 Oxford Street Page 17 of 261 10 Resolution # 2021-359 Moved By: Councillor Parker Seconded By: Councillor Luciani THAT report OPD 21-28, Sign Variance – 42 Oxford Street, be received as information; AND THAT a variance to Sign By-Law 3798 be approved for the construction of a 0.84 m2 (9 ft2) – 0.92 m (36”) x 0.92 m (36”) overhanging sign mounted on the south building face located at 42 Oxford Street (Plan 500, LOT 1161) with the following conditions: (i) a sign permit is obtained; (ii) an encroachment permit and encroachment agreement are obtained for the installation of the sign overhanging the road allowance; (iii) the property owner shall carry adequate liability insurance for the overhanging sign naming the Municipality as an additional insured and (iv) the bottom of the overhanging portion of the sign shall be erected at least 2.5 metres above the established grade or surface of the public sidewalk. Carried 14.6.3 OPD 21-29 Traffic By-Law Amendment - Van Street Resolution # 2021-360 Moved By: Deputy Mayor Beres Seconded By: Councillor Parker THAT report OPD 21-29, Traffic By-Law Amendment – Van Street, be received as information; AND THAT a By-Law to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles within the Town of Tillsonburg, be brought forward for Council’s consideration. Carried 14.6.4 OPD 21-30 Building Inspector Appointment Council recessed at 9:33 p.m. Page 18 of 261 11 Council resumed at 9:40 p.m. Resolution # 2021-361 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT report OPD 21-30 Building Inspector Appointment, be received as information; AND THAT a By-Law to appoint Eric Nemeth as a Building Official, Property Standards Officer and Provincial Offences Officer for the Town of Tillsonburg be brought forward for Council consideration. Carried 14.6.5 OPD 21-31 Plans Review Consulting Services Resolution # 2021-362 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT report OPD 21-31 Plans Review Consulting Services, be received as information; AND THAT Council continues to support the requirements set in the Ontario Building Code Act to ensure adequate staffing are in place to administer the Ontario Building Code; AND THAT Council authorizes the use of increased permit revenue in 2021 and/or building permit reserves to fund a contract with RSM Building Consultants Inc.; AND THAT a By-Law to appoint Gerald Moore and Barbara Mocny as Building Officials for the Town of Tillsonburg be brought forward for Council consideration; AND THAT Council authorizes the Chief Building Official to execute the consulting services agreement with RSM Building Consultants Inc. Carried 14.6.6 OPD 21-32 2021 Fleet Tender Results Resolution # 2021-363 Page 19 of 261 12 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT report OPD 21-32 2021 Fleet Tender Results, be received as information; AND THAT Council awards Quotation RFQ 2021-006 Supply and Delivery of one (1) New Full Size ½ Ton Crew Cab Pickup Truck to Georgian Chevrolet Buick GMC of Barrie, Ontario at a cost of $ $36,708.71 (net HST included) to be funded through debenture as previously approved. Carried 14.6.7 OPD 21-33 As sumption By-Law for Andrews Crossing Subdivision Phase One Resolution # 2021-364 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives Report OPD 21-33, Assumption By-Law for Andrews Crossing Subdivision Phase One; AND THAT Council assumes as public services/right-of-way within the Registered Plan 41M-329, more particularly described in the Subdivision Agreement between The Corporation of the Town of Tillsonburg and Performance Communities Realty Inc. dated August 21, 2017; AND THAT a by-law to assume municipal services in Registered Plan 41M-329 be brought forward. Carried 14.6.8 OPD 21-34 2021 Tillsonburg Regional Airport Master Plan Resolution # 2021-346 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT report OPD 21-24 2021 Tillsonburg Regional Airport Master Plan be received as information; Page 20 of 261 13 AND THAT Council and staff recognize the comments and concerns raised by the members of the Tillsonburg Airport Advisory Committee; AND THAT these comments and concerns should be taken into consideration by staff and Council when determining future expenditures, projects and programs for budget deliberations; AND THAT staff place a priority on reaching out to local neighbouring municipalities and the County of Oxford to forge partnerships and awareness of the Tillsonburg Regional Airport, and also place a priority on ongoing safety concerns as well as infrastructure to facilitate growth. Carried 14.7 Recreation, Culture and Parks 14.7.1 RCP 21-18 Canada Community Revitalization Fund - Grant Application Staff noted that the proposal is to maximize the grant to upgrade the facility to allow for the Town to utilize this facility year round. Resolution # 2021-365 Moved By: Councillor Parker Seconded By: Deputy Mayor Beres THAT Report RCP 21-18, Canada Community Revitalization Fund – Grant Application, be received as information; AND THAT Council supports the proposed application for the reconstruction of the Lake Lisgar Water Park Building, as outlined within this report. Carried 14.7.2 RCP 21-19 Tillsonburg Aquatic Centre Rehabilitation Update Staff noted that there will be opportunity for Council and advisory committees to provide input into the proposed designs. Resolution # 2021-366 Page 21 of 261 14 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT Report RCP 21-19, Tillsonburg Aquatic Centre Rehabilitation Update, be received as information. Carried The Lake Lisgar Waterpark slide is operational. Staff noted that the splash pad project component of the ICIP grant application could go to tender in the late fall. 14.7.3 RCP 21-20 Tillsonburg Community Gardens Expansion Resolution # 2021-367 Moved By: Councillor Esseltine Seconded By: Councillor Luciani THAT Report RCP 21-20 Tillsonburg Community Gardens Expansion be received as information; AND THAT Council endorse the Gardens Group’s proposal to expand the Community Gardens as proposed; AND THAT Council direct staff to consult with the Gardens Group and the Long Point Region Conservation Authority (LPRCA) to further the expansion proposal and LPRCA Permit Application process. Carried 14.7.4 RCP 21-22 Elliott Fairbairn Roof Replacement - Award of Tender Resolution # 2021-368 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT report RCP 21-22 – Elliott Fairbairn Roof Replacement – Award of Tender be received as information; AND THAT Council award the lowest bid to Grand Valley Roofing & Coatings Inc., Cambridge, Ontario for $179,271.00, excluding applicable taxes; Page 22 of 261 15 AND THAT the project expenditure be funded through debenture as proposed in this report. Carried 15. New Business 16. Consideration of Committee Minutes 16.1 Committee Minutes Resolution # 2021-369 Moved By: Councillor Luciani Seconded By: Councillor Parker THAT Council receives Cultural, Heritage and Special Awards Advisory Committee minutes dated June 9, 2021 and July 7, 2021, the Economic Development Advisory Committee minutes dated June 8, 2021, July 13, 2021 and August 5, 2021, Affordable and Attainable Housing Advisory Committee minutes dated June 17, 2021 and July 15, 2021, the Boundary Adjustment Advisory Committee minutes date June 18, 2021, the Parks, Beautification and Cemetery Advisory Committee minutes dated July 8, 2021, the Transit Advisory Committee minutes dated July 13, 2021, and the Airport Advisory Committee minutes dated June 17, 2021, as information. Carried 17. Motions/Notice of Motions Staff noted that there is one complaint on record regarding this PXO. Resolution # 2021-370 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT the Town of Tillsonburg respectfully request the Ministry of Transportation proceed with a review of the PXO (Pedestrian Crossings) that have been designed and constructed in accordance with the Ontario Traffic Manual and the Manual for Uniform Traffic Control Devices; AND THAT the following safety concerns have been identified Page 23 of 261 16 • Positioning of lights creates visibility limitations (overhead lights are much more visible); • Vehicles cannot stop immediately when PXO has been engaged when travelling at posted speeds; and • Lack of delay (walk indicator) which allows traffic to stop and pedestrian to proceed; AND THAT the Town of Tillsonburg forward this resolution accompanied by a letter to the Honorable Minister Mulroney, Minister of Transportation and copied to the local Police Services Board. Councillor Parker called for a recorded vote. Councillor Parker - Yes Councillor Rosehart - Yes Deputy Mayor Beres - No Councillor Essletine - No Councillor Gilvesy - Yes Councillor Luciani - No Mayor Molnar - No Defeated Councillor Esseltine requested that the following notice of motion be included on the September 13, 2021 Council agenda. Moved By: Councillor Esseltine THAT new appointees to Committees of Council be recognized by name and that these names be included in both the Committee Appointment Report as well as the resolution to amend the By-Law and its related Schedule. 18. Resolutions/Resolutions Resulting from Closed Session 19. By-Laws 19.1 By-Law 2021-081, to amend By-Law 3295 (ZN 7-21-04) 19.2 By-Law 2021-082, to amend By-Law 3295 (ZN 7-21-05) 19.3 By-Law 2021-083, to amend By-Law 3295 (ZN 7-21-06) 19.4 By-Law 2021-084, to amend By-Law 4247 Schedule A (Committee Appointments) 19.5 By-Law 2021-085, to amend By-Law 3810 (Clean Yards) Page 24 of 261 17 19.6 By-Law 2021-086, to amend By-Law 3701 (Traffic By-Law) 19.7 By-Law 2021-087, to appoint a Buidling Inspector, Property Standards Officer and Municipal Law Enforcement Officer for the Town of Tillsonburg 19.8 By-Law 2021-088, to appoint Building Inspectors for the Town of Tillsonburg 19.9 By-Law 2021-089, to Assume Municipal Services in Glendale West Subdivision, Registered Plan 41M-329 Resolution # 2021-371 Moved By: Councillor Parker Seconded By: Councillor Gilvesy THAT By-Law 2021-081, to amend By-Law 3295 (ZN 7-21-04); and By-Law 2021-082, to amend By-Law 3295 (ZN 7-21-05); and By-Law 2021-083, to amend By-Law 3295 (ZN 7-21-06); and By-Law 2021-084, to amend By-Law 4247 Schedule A (Committee Appointments); and By-Law 2021-085, to amend By-Law 3810 (Clean Yards); and By-Law 2021-086, to amend By-Law 3701 (Traffic By-Law); and By-Law 2021-087, to appoint a Buidling Inspector, Property Standards Officer and Municipal Law Enforcement Officer for the Town of Tillsonburg; and By-Law 2021-088, to appoint Building Inspectors for the Town of Tillsonburg; and By-Law 2021-089, to Assume Municipal Services in Glendale West Subdivision, Registered Plan 41M-329, 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 Staff noted that the By-Law for application ZN 7-21-08 once prepared will be brought forward for approval, following which the 20 day appeal period comes into effect. 20. Confirm Proceedings By-law Page 25 of 261 18 Resolution # 2021-372 Moved By: Councillor Rosehart Seconded By: Councillor Gilvesy THAT By-Law 2021-080, to Confirm the Proceedings of the Council meeting held on August 9, 2021, 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 21. Items of Public Interest It was noted that individuals seeking relief from the heat should visit buildings open to the public. The Town is currently accepting nominations for the 2021 Citizen of the Year Award; the nomination deadline is August 16, 2021 at 12:00 p.m. 22. Adjournment Resolution # 2021-373 Moved By: Councillor Esseltine Seconded By: Councillor Parker THAT the Council meeting of August 9, 2021 be adjourned at 10:27 p.m. Carried Page 26 of 261 1 The Corporation of the Town of Tillsonburg Special Council Meeting MINUTES Monday, August 30, 2021 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, Director of Corporate Services/Clerk Sheena Pawliwec, Director of Finance/Treasurer Shane Caskanette, Fire Chief Chris Baird, Director of Recreation, Culture and Parks Cephas Panschow, Development Commissioner Ann Wright, Records & Legislative Coordinator _____________________________________________________________________ 1. Call to Order The Meeting was called to order by the Chair, Mayor Molnar at 4:00 p.m. 2. Closed Session None Page 27 of 261 2 3. Adoption of Agenda Resolution # 2021-374 Moved By: Councillor Luciani Seconded By: Deputy Mayor Beres THAT the Agenda as prepared for the Special Council meeting of August 30, 2021, be approved. Carried 4. Disclosures of Pecuniary Interest and the General Nature Thereof None 5. Adoption of Council Planning Minutes of Previous Meeting 6. Staff Reports 7. New Business 8. Motions/Notice of Motions Resolution # 2021-375 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT the Airport Master Plan recently completed by Explorer Solutions be accepted and adopted by Council subject to the following conditions; THAT staff take into consideration the comments and concerns conveyed by the Advisory Committee when determining future expenditures and projects; THAT the drawing depicting the expansion of hangars, taxiways and access road be adopted as it appears in the Master Plan; THAT the staff place a priority on projects that address safety and e xpansion as well as moving towards creating an Airport Fund with municipal partners and the County of Oxford; THAT Staff continue to share information on upcoming projects outlined in the Master Plan with the Advisory Committee for comment and review. Carried Page 28 of 261 3 9. By-Laws 9.1 By-Law 2021-091 - A By-Law to amend By-Law 3295 (ZN 7-21-08) 9.2 By-Law 2021-092 - A By-Law to amend By-Law 3810 (Clean Yards) 9.3 By-Law 2021-093 - A By-Law to authorize an agreement with the Province of Ontario (ICIP Community, Culture and Recreation Stream) 9.4 By-Law 2021-094 - A By-Law to authorize an agreement with the Province of Ontario (ICIP COVID-19 Resilience Infrastructure Stream) 9.5 By-Law 2021-095 - A By-Law to appoint a Fire Chief for the Town of Tillsonburg and to repeal By-Law 2021-038 Resolution # 2021-376 Moved By: Councillor Parker Seconded By: Councillor Esseltine THAT By-Law 2021-091 a By-Law to amend By-Law 3295 (ZN 7-21-08); and By-Law 2021-092 a By-Law to amend By-Law 3810 (Clean Yards); and By-Law 2021-093 a By-Law to authorize an agreement with the Province of Ontario (ICIP Community, Culture and Recreation Stream); and By-Law 2021-094 a By-Law to authorize an agreement with the Province of Ontario (ICIP COVID-19 Resilience Infrastructure Stream); and By-Law 2021-095 a By-Law to appoint a Fire Chief for the Town of Tillsonburg and to repeal By-Law 2021-038, 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 10. Confirm Proceedings By-law Resolution # 2021-377 Moved By: Deputy Mayor Beres Seconded By: Councillor Luciani THAT By-Law 2021-090, to Confirm the Proceedings of the Council meeting held on August 30, 2021, be read for a first, second, third and final reading and that Page 29 of 261 4 the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 11. Adjournment Resolution # 2021-378 Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT the Special Council meeting of August 30, 2021 be adjourned at 4:25 p.m. Carried Page 30 of 261 Enterprise and the ‘e’ logo are registered trademarks of Enterprise Fleet Management, Inc. All other trademarks are the prope rty of their respective owners. © 2020 Enterprise Fleet Management, Inc. 1 PREPARED FOR: FLEET CONSULTANT PHONE EMAIL Chris Lockhart 226 – 339 - 2874 christopher.lockhart@efleets.com Page 31 of 261 Enterprise and the ‘e’ logo are registered trademarks of Enterprise Fleet Management, Inc. All other trademarks are the prope rty of their respective owners. © 2020 Enterprise Fleet Management, Inc. 2 *This program is contractual in nature, but not term binding. Any vehicle sales proceeds above the remaining book balance at time of termination is credited to The Town of Tillsonburg FLEET SYNOPSIS | Town of Tillsonburg THE SITUATION Out of the 26 light duty vehicles analyzed, current fleet age is negatively impacting the overall budget and fleet operations • 23% of the light duty fleet is currently 10 years or older • 58% of fleet built before backup cameras became standard • 5.7 years is the current average age of the fleet • 9-10 years – the time it would take to cycle the entire fleet at current acquisition rates • Older vehicles have higher fuel costs, maintenance costs and tend to be unreliable, causing increased downtime and loss of productivity. THE OBJECTIVES Identify an effective vehicle lifecycle that maximizes potential equity at time of resale creating savings of $273,000 in 10 years • Shorten the current vehicle life cycle from 10 years to 5-2 years (depending on vehicle type, application, and equipment) • Provide a lower sustainable fleet cost that is predictable year over year • Significantly reduce Maintenance spend cycling ½ ton pick-up trucks every 10,000km on average • Reduce the overall fuel spend with more fuel-efficient vehicles • Leverage an open-ended lease to maximize cash flow and recognize equity at the time of vehicle disposal Increase employee safety with newer vehicles • Currently: o 6 vehicles predate Electronic Stability Control standardization (2012) ▪ ESC is the most significant safety invention since the seatbelt o 15 vehicles predate standardization of back up camera (2018) Utilize the Sourcewell / LAS awarded RFP #060618-EFM that addresses the following: • Access to all fleet management services as applicable to the needs of the town • Supports the town’s need for fleet evaluation on a quarterly basis assessing costs and reviewing best practices THE RESULTS By partnering with Enterprise Fleet Management, the Town of Tillsonburg will be able to lower the total cost of ownership on its fleet of vehicles and cycle its fleet more efficiently. Leveraging an open-end lease maximizes cash flow, providing the city the ability to “do more with less,” and recognizes equity from vehicles sold reducing the cost of future replacements. Furthermore, Tillsonburg will leverage Enterprise Fleet Management’s ability to sell vehicles through a public process at an average of 109% above Black Book value. By shifting from reactively replacing inoperable vehicles to proactively planning vehicle purchases, Tillsonburg will be able to replace all its vehicles over the course of 5 years at or below the current estimated fleet budget. Total estimated savings over a 10- year time frame is estimated at $273,000. Page 32 of 261 Enterprise and the ‘e’ logo are registered trademarks of Enterprise Fleet Management, Inc. All other trademarks are the prope rty of their respective owners. © 2020 Enterprise Fleet Management, Inc. 3 FLEET STATISTICS | Town of Tillsonburg FLEET PLANNING ANALYSIS | Town of Tillsonburg Page 33 of 261 Enterprise and the ‘e’ logo are registered trademarks of Enterprise Fleet Management, Inc. All other trademarks are the prope rty of their respective owners. © 2020 Enterprise Fleet Management, Inc. 4 Enterprise included $4,000 in aftermarket to this vehicle to get a good understanding when to cycle even if it were to be fully depreciated. All of Enterprise’s municipal partners reuse aftermarket (back racks, 2-way radio, etc) and for the most part is cycled into new vehicles. Even if the town were not to reuse aftermarket, It is recommended to cycle a 2021 Chevrolet Silverado 1500 LT Double Cab every 2 years. There is not financial gain to hold it past 2 years. 10 YEAR ANALYSIS – Town of Tillsonburg Enterprise conducted a proof of concept 10-year analysis across all 26 light duty vehicles in fleet and is estimating $273,000 in projected savings. Page 34 of 261 Enterprise and the ‘e’ logo are registered trademarks of Enterprise Fleet Management, Inc. All other trademarks are the prope rty of their respective owners. © 2020 Enterprise Fleet Management, Inc. 5 CLIENT TESTIMONIAL Page 35 of 261 Enterprise and the ‘e’ logo are registered trademarks of Enterprise Fleet Management, Inc. All other trademarks are the prope rty of their respective owners. © 2020 Enterprise Fleet Management, Inc. 6 PROGRAM RESOURCES | Town of Tillsonburg SAFETY • 25% of all vehicles are older than 10 years of age and may not contain the most up to date safety features, such as electronic stability control, airbag standardization and anti-lock brake control. ACCOUNT MANAGEMENT The Town of Tillsonburg will have a dedicated, local account team to proactively manage and develop the fleet plan while delivering the highest level of customer service to facilitate your day-to-day needs. • Your dedicated Account Manager meets with you 3-4 times a year for both financial and strategic planning. • Your Account Manager will provide on-going analysis – this will include analyzing the most cost-effective vehicle makes/models, cents per km, total cost of ownership, and replacement analysis TECHNOLOGY Enterprise Fleet Management’s website provides vehicle tracking and reporting. Our website can be customized to view a wide range of data so that you have a comprehensive and detailed look at all aspects of your fleet and the services provided. Our Mobile App gives drivers the convenience and functionality they need to locate repair facilities and enter odometer readings. • Consolidated Invoices - Includes lease, maintenance, and any additional ancillaries • Maintenance Utilization - Review the life-to-date maintenance per vehicle • Recall Information - See which units have open recalls • License & Registration - See which plate renewals are being processed by Enterprise and view status • Alerts - Set customizable alerts for oil changes, lease renewals, license renewals, and billing data • Lifecycle Analysis - See data regarding all transactions for the lifecycle of the entire fleet, with drill-down capability to any specific lease or transaction Page 36 of 261 Enterprise and the ‘e’ logo are registered trademarks of Enterprise Fleet Management, Inc. All other trademarks are the prope rty of their respective owners. © 2020 Enterprise Fleet Management, Inc. 7 REFERENCES | Town of Tillsonburg REFERENCES: Below is a list of at least two (3) client references including company name, contact person, and telephone number. 1. City: Municipality of North Grenville Business Phone #: (613) 258-9569 ext. 111 Contact Person: Brad Brookman, Director of Finance 2. City: Algonquin Forestry Authority Business Phone #: (613) 635-0173 ext. 226 Contact Person: Jeff Leavey, General Manager 3. City: Township of Clearview Business Phone #: (705) 428 - 6230 ext. 230 Contact Person: Dan Perreault, Deputy Director of Public Works COOPERATIVES: • LAS & AMO BUSINESS SERVICES • SOURCEWELL • TIPS/TAPS USA Page 37 of 261 Dear Mayor Molnar, As a local optometrist, I am writing to request that the Tillsonburg Town Council call on the Ontario Government to immediately enter into formal negotiations and address the chronic underfunding of eye care. For more than 30 years, previous Ontario governments have ignored our requests for a sustainable funding system. Did you know in 1989 the Ontario government paid $39.15 for OHIP-insured eye exams? Did you know that today, 32 years later, the government only contributes an average of $44.65 per exam? That’s a 14% increase over three decades! With over four million services performed annually under OHIP, this level of funding is not sustainable. If the government doesn't act before September 1st, 2021, millions of Ontarians are at risk of losing their access to eye care. I'm concerned about what this will mean for my patients and my community. We know the ones who will be impacted most are children, seniors and adults withdiabetes or certain eye diseases. Due to this lack of funding, optometrists are also limited in their ability to invest in their practices and access to eye care in rural areas is especially threatened. This is not acceptable. We are fighting for continued access to quality eye care and have two very reasonable requests:  The government commits to a binding, formal negotiation process – the same way they do with other sectors;  And the government commits to reforms that no longer require optometrists to have to pay out of their own pockets to see patients. Although it is the province that needs to fix the issue, the underfunding of eye care affects municipalities too. Optometrists are located in over 200 communities, making us the most accessible primary eye care professionals in the healthcare system. In many of these locations, we are the only providers of comprehensive general eye care.This is why municipalities must stand up for their residents and help protect access to OHIP optometry services. Page 38 of 261 So far, three municipalities (Town of Oakville, Town of Fort Frances, Town of Rainy River) have passed a motion asking that “the Provincial government address the OHIP-insured eye care immediately and enter into legally-binding negotiations with Ontario Optometrists to fund these services at least to the cost of delivery, prior to any job action taking place”. I’m requesting that my municipal council approve a similar motion as soon as possible so that residents can continue to access the quality eye care that they deserve. Should you have any questions, or would like more information, please let me know. My patients and I hope that we can count on your support. Sincerely, Dr. Emily Manning, BSc, OD Page 39 of 261 Update to Tillsonburg Town Council: Senior Centre Reopening August 20, 2021 Dear Mayor Molnar and Members of Council: This letter is to provide a brief update on our reopening here at the Tillsonburg Senior Centre. The Senior Centre reopened to the public starting in late July, and in consultation with Southwestern Public Health and officials from the Town of Tillsonburg, we have been returning programs since then, as appropriate. We are currently offering 12 of our usual 30 programs in-person including art group, BINGO, and chair fitness, and we are continuing with virtual programs via ZOOM for folks who are not comfortable returning in–person just yet. Starting in September, we will be reintroducing yoga classes, indoor carpet bowling and shuffleboard to name a few, all while maintaining Covid safety protocols such as active screening and contact tracing, hand and site sanitizing, masking and social distancing. Guidance from Southwestern Public Health, the Town of Tillsonburg and the Older Adult Centres Association of Ontario (OACAO) has proven invaluable throughout our reopening, and as per provincial requirements, our staff and Board of Directors has used this guidance to complete and approve a Covid Safety Reopening Plan. This plan has been made available to all members via e-mail, on our website, or in hard copy. This document has been revised periodically since the start of the pandemic in 2020, and will continue to be revised and adjusted as restrictions and requirements change. Should you like to see our plan, you will find it on our website at www.tillsonburgseniorcentre.com In terms of our membership, the return to in-person programming has been slow and steady but positive. Many of our classes are not yet operating at capacity, but those who have returned are excited to be back, see their friends, and have the ability to socialize once again. We’re very pleased that our members are understanding of the restrictions under which we’re operating, and have been diligent about self-screening, wearing their masks onsite and observing all protocols we’ve put in place. While there are no doubt some who are frustrated by our inability to return all programs (like cards and choir) because of Covid-related regulations, everyone has been extremely patient and understanding. In mid-August, with guidance from the Town, we were able to open our facility to some small rental groups. As with our in-house programs, after-hours renters must adhere to all our existing Covid protocols such as masking, room capacity limits and contact tracing, and this has been going extremely well. We look forward to a continued and gradual return to a more ‘normal’ style and schedule of programs here at the Centre, and we’d welcome anyone from council for a behind-the-scenes look at how we’re managing on a day-to-day basis. Should you have further questions or concerns, please feel free to reach out to me in person at the Senior Centre, by phone at 518-688-2520 or by email: nboutin@tillsonburgseniorcentre.com Kind regards and continued good health to you, Nancy Puhr, Administrator, Tillsonburg Senior Centre Page 40 of 261 Municipal Council of the County of Oxford Council Meeting - Oxford County Date:Wednesday, September 8, 2021 Moved By:Stephen Molnar Seconded By:Marcus Ryan Whereas the health and safety of our employees and the residents directly served by Oxford County is paramount; and Whereas as an employer we have a legal obligation to provide every reasonable precaution to protect the health and safety of our employees; and Whereas Public Health direction is that the best way to prevent COVID-19 infections, hospitalizations and deaths in Canada is to increase population immunity through vaccination; and Whereas the prevalence of new variants has increased transmissibility and disease severity significantly more than previous COVID-19 virus strains; and Whereas the Province of Ontario has already directed that certain high-risk settings implement COVID-19 vaccination policies. Therefore be it resolved that staff is directed to implement a COVID-19 Workplace Vaccination Policy that requires: All active County staff, contractors, volunteers and members of County Council to provide proof of vaccination status against COVID-19; OR • As an alternative to vaccination in the short term, complete mandatory education and undertake regular antigen testing providing proof of a negative result prior to attending any Oxford County work location; AND • Notwithstanding the above, that all County staff, contractors, essential caregivers, volunteers and visitors to the Woodingford Lodge Long-Term Care facilities must be fully vaccinated as of October 15, 2021; AND • Makes COVID-19 vaccination a condition of employment for all new employees.• All in a manner that complies with applicable privacy and human rights legislation; And that staff are directed to report back to County Council regarding vaccination data; And that this resolution be sent to all area municipalities and each are encouraged to adopt a similar policy given frequent staff interaction amongst the County and area municipalities. ______________________________________Motion Carried Page 41 of 261 Page 1 of 2 Subject: 2021 Second Quarter Consolidated Financial Results Report Number: FIN 21-24 Department: Finance Department Submitted by: Sheena Pawliwec, CPA, CGA, Director of Finance/Treasurer Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT Council receives report FIN 21-24 2021 Second Quarter Consolidated Financial results as information. BACKGROUND To provide Council with the actual January 1, 2021 to June 30, 2021 Town wide consolidated financial results. DISCUSSION The attached data summarizes by department the variances between 2021 actual results for the period ended June 30, 2021 and the 2021 YTD budget. The second quarter results are currently reflecting an overall Town wide consolidated 2021 surplus of $1,509,800 ($381,685 Building, $44,845 Parking & $1,083,270 Town). This remains a preliminary surplus figure and is not a certain indication of what to expect as the year progresses as departmental feedback continues with an expectation of meeting budget. Questions or comments relative to the departmental 2021 second quarter revenues and expenditures should be referred to the applicable members of the Senior Leadership Team for commentary. A summary of the financial support announced by the Province to date for the Town of Tillsonburg is detailed in the following table. Page 42 of 261 FIN 21-24 Page 2 of 2 Table 1 – Summary of 2021 Provincial Pandemic Funding (Town of Tillsonburg) Covid-19 Assistance Funding Status* Value Safe Restart Funding – Phase 2 Municipal Operations Awarded $92,000 COVID-19 Recovery Funding for Municipalities Program Awarded $295,415 Safe Restart Funding – Phase 2 Transit Awarded $1,022 Safe Restart Funding – Phase 3 Transit Awarded $7,357 $395,794 * Eligible = Funds released following specific reporting requirements Awarded = Guaranteed funds; reporting not required (prior to release) ATTACHMENTS Appendix A - 2021 Q2 Consolidated Operating Results Page 43 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Levy, PILS 8,662,960 8,642,557 (20,403) Grants 595,000 882,066 287,066 User Charges 2,613,518 2,876,444 262,926 Other Revenue 47,301 57,933 10,632 Specified Revenue 1,709 1,709 Contribution from Reserves 34,300 236,397 202,097 Total Revenues 11,953,079 12,697,105 744,026 Expenditures Labour 4,925,116 4,446,435 478,681 Purchases 2,281,234 1,886,433 394,801 Contracted Services 2,845,511 2,615,057 230,454 Contribution to Reserves 44,254 365,780 (321,526) Interfunctional Adjustments 222,392 225,021 (2,629) Debt Principal & Interest 946,463 960,471 (14,008) Total Expenditures 11,264,970 10,499,196 765,774 Total Net Levy 688,109 2,197,909 1,509,800 Page 44 of 261 Page 1 of 5 Subject: 2021 Second Quarter Finance & Corporate Services Department Results Report Number: FIN 21-25 2021 Department: Finance Department Submitted by: Sheena Pawliwec, CPA, CGA, Director of Finance/Treasurer Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT Council receives report FIN 21-25 2021 Second Quarter Finance & Corporate Services Department results as information. BACKGROUND To provide Council with the actual January 1, 2021 to June 30, 2021 Finance & Corporate Services Department financial results. DISCUSSION Summary of Operational Results Table 1: 2021 Operations Business Plan Objective Owner Target Date Status Development Charges By-Law Review & Update Finance Q1 Completed Report to Council re: Town’s response to BIA Write-Off Policy request Finance Q1 Completed Expand Electronic Receivables Acceptance Finance Q1 Ongoing Ongoing; enrolling in EFT receipts as received. Page 45 of 261 FIN 21-25 Page 2 of 5 Purchasing Consultant – Document Review Finance Q2 Completed HST Rebate Audit Finance Q3 In progress RFP for Banking Services/Review Banking Arrangements Finance Q3 In progress 2022 Multi Year Budget Finance Q4 Delayed Delayed; prerequisites to completion include completed Asset Management Plan (July 2024) and budgeting system capabilities evaluation. Asset Management Plan Integrated into 2022 Budget Finance Q4 Delayed Physician Recruitment CAO Q4 Ongoing – 2 Physicians recruited in 2021. Strategic Plan CAO Q4 Completed – Adopted by Council on June 28, 2021. Town Hall CAO Q4 In progress - Space Needs Study currently being updated; Modernization monies received to conduct further analysis (RFP Issued). Integration of County Service Plan Items CAO Q4 In progress - Oxford County CAO’s meet regularly to discuss and move items forward. Modernization funding applications submitted and approved by Oxford County (Oxford County and Lower Tiers Joint Road Operations and Maintenance Service Delivery Page 46 of 261 FIN 21-25 Page 3 of 5 Review; Oxford County, Town of Ingersoll and Town of Tillsonburg Joint Feasibility Review of Accounts Payable Digitization Process; Oxford County, Town of Tillsonburg and City of Woodstock Joint Water and Wastewater Service Delivery Review; and Oxford County Roads Management Systems Modernization) and Tillsonburg (Town of Tillsonburg Combined Municipal Space and Operations Studies for IT; Town of Tillsonburg Solid Waste Review; Town of Tillsonburg Citizen Portal Implementation; and Town of Tillsonburg Urban Forestry Modernization). Facilitate discussions, networking and planning to ensure expanded opportunities for Affordable and Attainable Housing alternatives within the community & determine applicable strategies for Council review. CAO Q4 Completed (Ongoing) - CAO report received by Council to establish Committee of Council and Committee is meeting regularly. Accessibility for Ontarians with Disabilities Act (AODA) Website Upgrades Corporate Services Q4 Completed Page 47 of 261 FIN 21-25 Page 4 of 5 Table 2: 2021 Capital Business Plan Objective Owner Target Date Status Server Replacement Corporate Services Q3 In progress- working with Oxford County IT. Annual Computer Replacement Corporate Services Q4 Ongoing In progress Cell Phone Replacements Corporate Services Q4 Ongoing In progress Contribution to IT Reserves from Departmental Charges for future Finance Q4 To be completed Senior Leadership Team to prepare a draft Tillsonburg response to Oxford County Report CAO 2020-01 regarding Housing Corporate Services Q2 Q4 Incorporated within the Strategic Plan BIA boundary request to include the process involved under the Act and also options available for Council consideration. Corporate Services Q3 Completed; Boundary adjustment not supported RFP for Insurance Corporate Services Q4 Not initiated. Central Record Transference (permanent physical documents to electronic format) Corporate Services Q4 In progress Local Government Week Corporate Services Q4 Evaluating options due to Covid-19 Report on updating website and development of Tillsonburg Mobile App Corporate Services Q4 In progress – Received Modernization Funding. Drafting RFP. Proceed with a general planning application to prevent the conversion of commercial space on Broadway to residential on the ground floor. Report on how to preserve commercial space in the downtown area. Corporate Services Q4 Completed Page 48 of 261 FIN 21-25 Page 5 of 5 Computer Hardware Replacements at year-end by Finance. Table 3: 2021 Additional Information Objective Target Date Status 2020 Final Audit Q2 Completed Audited 2020 Financial Statements Q2 Completed 2021 Interim Audit Q4 FINANCIAL IMPACT The 2021 second quarter Finance & Corporate Services Department surplus is $319,180. This is broken down as follows: Department 105 - Finance $186,420 Department 100 – Council 4,851 Department 110 – Corporate Services 116,559 Department 120 - Customer Service 11,350 $ 319,180 Details on major variances can be found in the attached Q2 results appendices. ATTACHMENTS Appendix A - 2021 Q2 Finance & Corporate Services Operating Results Page 49 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 400,950 664,383 263,433 (66%) 1 User Charges 12,000 14,330 2,330 (19%) Other Revenue 30,000 37,411 7,411 (25%) 2 Contribution from Reserves 195,388 195,388 6 Total Revenues 442,950 911,512 468,562 Expenditures Labour 377,477 343,212 34,265 (9%) 3 Purchases 25,350 20,372 4,978 (20%) 4 Contracted Services 1,303 (1,303) Contribution to Reserves 320,091 (320,091) 5 Interfunctional Adjustments (99,548) (99,558) 10 (0%) Total Expenditures 303,279 585,420 (282,141) Total Net Levy 139,671 326,091 186,420 Notes 1 OCIF Formula Funding - $101,700; Cannabis Grant - $5,000; Covid-19 Recovery Grant - $147,700 5 OCIF formula funding contributed to reserves - $110,700; Bank interest earned relating to Reserve account $14,000; 2020 YE surplus $195,400 6 2020 YE surplus 2 Interest Revenue 3 FT labour - Vacancy Purchasing Coordinator 4 Interest/Finance charges under $1,800; Training Expense under $1,500 Page 50 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 0 User Charges 5,225 98,348 93,123 (1,782%) 1 Other Revenue 0 Contribution from Reserves 4,000 10,709 6,709 (168%) 2 Total Revenues 9,225 109,057 99,832 Expenditures Labour 504,391 509,299 (4,908) (1%) 5 Purchases 298,078 314,460 (16,382) (5%) 3 Contracted Services 280,693 230,269 50,424 (18%) 4 Contribution to Reserves Interfunctional Adjustments (219,000) (218,686) (314) (0%) Debt Principal & Interest 12,092 (12,092) Total Expenditures 864,162 847,435 16,727 Total Net Levy (854,937) (738,378) 116,559 Development Charges DC Revenue Collected (64,003) DC Contribution to Reserves 64,003 Notes 1 Vaccine Clinic Revenue - $83,300 (partially offset by expenses in Note 5); Misc Rec - $11,500 Off Set Debt Principal 3 Supplies Exp over $13,400 - Vaccine Clinic $2,900; Training Exp under $5,400; Safety Exp over $3,600; Special Project Exp over -DC Study Update 4 Legal Exp under $22,600; Equipment Maint. Contract Exp under $14,100- IT related timing of invoices 2 DC Reserves to offset DC Study update 5 Total Vaccine Clinic labour $41,600; FT labour under $34,700 - Vacancy Page 51 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges 144,802 135,033 (9,769)(7%) 1 Total Revenues 144,802 135,033 (9,769) Expenditures Labour 133,209 127,087 6,122 (5%) 2 Purchases 46,044 24,117 21,927 (48%) 3 Contracted Services 18,251 25,232 (6,981) (38%) 4 Interfunctional Adjustments (115,696) (115,698) 2 (0%) Debt Principal & Interest 3,635 3,586 49 (1%) Total Expenditures 85,443 64,323.58 21,119 Total Net Levy 59,359 70,709.00 11,350 Notes 1 Licence Fees under $10,100 2 PT labour under $9,300 4 Sub contractor Expense over $ 7,000 3 Supplies Exp under $14,200; Equipment Supplies & Repairs Exp under $3,300; Building Repairs & Maint. Exp under $3,700 Page 52 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Contribution from Reserves Total Revenues Expenditures Labour 95,227 92,634 2,593 (3%) Purchases 85,956 81,398 4,558 (5%) Contracted Services 1,800 3,102 (1,302) (72%) Contribution to Reserves Interfunctional Adjustments 13,200 14,199 (999) (8%) Total Expenditures 196,183 191,332 4,851 Total Net Levy (196,183) (191,332) 4,851 Page 53 of 261 Page 1 of 7 Subject: Second Quarter Economic Development & Marketing Results Report Number: EDM 21-26 Department: Economic Development Department Submitted by: Cephas Panschow Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT Council receives Report EDM 21-26 Second Quarter Economic Development and Marketing Results as information. BACKGROUND Economic Development Activity Q2 2020 (ACTUAL) Q2 2021 (TARGET) Q2 2021 (ACTUAL) Lead Files Opened 28 35 52 Lead Files Closed 14 25 33 Corporate Visits 6 12 4 Client Visits 12 10 12 New Businesses Opened 5 7 11 Businesses Closed 3 N/A 7 Website (All Town Pageviews) * N/A 277,178 Page 54 of 261 EDM 21-26 Page 2 of 7 Website Activity (Main Business Page) 1,044 1,700 1,250 Website Activity (Business Directory) 1,554 3,200 Not Available Website Activity (Available land/buildings) * N/A 1,382 *Note: Due to changes to the town’s website analytics account, some previous data is no longer available New Businesses Quarter Business Name/Address Q1 ReelFlies.ca – 93 Broadway People's Choice Warranty – 107 Broadway Tillsonburg Chiropractic – 10 Brock St E Q2 Capturing Eden – 52 Simcoe St Canadian Mental Health Agency – 41 Broadway Grand Cannabis – 523 Broadway Green Theory Design – 1523 Bell Mill Sideroad Our Creative Touch - 21 Ridout St W QBUD Cannabis – 200 Broadway True North Cannabis – 110 Broadway Two Ladies and a Cheese Shop – 20 Brock St W Closed Businesses Quarter Business Name/Address Q1 Boss Tooling Inc – 131 Townline Rd Eberhard Hardware Manufacturing Ltd – 1523 Bell Mill Side Road Hexacomb Corporation – 101 Cedar St Paper Suitcase Photography – 93 Broadway Rogers Radio – 77 Broadway Q2 Cardinal Muffler – 39 Oxford St Hue Salon – 20 Brock St W The below tables summarize the status of the 2021 Business Plan Operating and Capital Budget objectives. Page 55 of 261 EDM 21-26 Page 3 of 7 Table 1: 2021 Business Plan Objectives Objective Budget Value Target Date Status Community Improvement Plan (Downtown Façade) $31,000 Q4 Funding provided to BIA Community Improvement Plan $20,000 Q4 Two applications approved in Q3 Economic Development Strategy Implementation $10,000 Q4 Undergoing review by Economic Development Advisory Committee prior to bringing to Council for consideration Enhanced Business Processes $10,000 Q4 Subscription to company prospecting tools (IBISWorld) completed. Further enhancements will be considered High Tech Manufacturing Action Plan $2,000 Q4 Implementation in process. June kick-off event delayed until Q4 SOMA Asia Mission $20,000 Q4 Not initiated Van Norman Innovation Park – Clearview Dr Extension & SWM Pond Construction Q4 Servicing contract awarded to Froese Excavating on April 26, Construction started on May 17. Contractor starting on drainage and SWM Pond work and then Clearview Dr servicing. Completion anticipated by September. Van Norman Innovation Park (Certified Sites) $7,000 Q4 Not initiated Engineering Design Services for Rokeby Road Property $265,000 with offsets Q4 In process Chamber Awards – Grant $4,000 Q2 Event deferred to later in year Chamber Awards – Sponsorship $4,000 Q2 Event deferred to later in year Community Video Production $15,000 Q3 Not initiated Page 56 of 261 EDM 21-26 Page 4 of 7 Bridges to Better Business $1,000 Q4 Not initiated Youth Robotics Challenge $1,000 Q4 Not initiated Residential marketing $11,000 Q4 Not initiated Branding – Wayfinding Signage (carry- forward) $30,000 (Reserves) Q3 Update plan in progress. Comments from Public works, Engineering being incorporated into plan. Request for Quotations have been received and are being reviewed. Consultations for Mall Parking Lot Reconfiguration (carry- forward) $0 Q1 - Q2 Not initiated 1101 Highway 3 Property – Explore development opportunities $0 Q4 Not initiated Education Task Force $0 Q4 Initiated Pandemic Business Recovery $0 Q4 In process Town Hall Project Support $0 Q4 In process Continue to facilitate discussions and networking with potential partners to review additional opportunities for Short Line Rail connectivity within the Town of Tillsonburg. $0 Q4 In process Continue to facilitate discussions, networking and planning to ensure adequate Industrial $0 Q4 In process Page 57 of 261 EDM 21-26 Page 5 of 7 Zoned land is available for servicing and development. DISCUSSION Overall, 2021 activity metrics Year to Date (YTD) have been impacted by the pandemic shutdowns. However, some positive areas include very high investment interest with 52 lead files opened YTD and 12 client visits regarding potential investments in the Town. Significant wins for the Town in the second quarter include the sale of 2.5 acres of land to 1677123 Ontario Inc, the sale of 2 acres of land to 2670309 Ontario Inc, and various surplus land transactions. CONSULTATION The reporting of quarterly results helps demonstrate accountability of Senior Leadership, Town Council, and the public. In addition to this, the Economic Development Advisory Committee is provided with a summary of this rep ort at their regular meetings. FINANCIAL IMPACT/FUNDING SOURCE The Economic Development & Marketing Department financial results for the second quarter of 2021 are as follows: Department Variance (Brackets denote over budget) Explanation Economic Development (505) $17,400 Land Rent revenue higher than budgeted Development & Communications (500) ($4) TOTAL $17,396 At this time, there are no anticipated impacts to the budget. ATTACHMENTS Appendix A – Operating and Capital Financial (Cost Code) Summary Page 58 of 261 EDM 21-26 Page 6 of 7 Appendix A – Operating and Capital Financial (Cost Code) Summary 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges Total Revenues Expenditures Purchases 31,000 (31,000) Contribution to Reserves 0 Interfunctional Adjustments 2,348 2,352 (4) Total Expenditures 33,348 33,352 (4) Total Net Levy (33,348)(33,352)(4) Page 59 of 261 EDM 21-26 Page 7 of 7 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 3,000 4,000 1,000 (33%) User Charges 54,000 62,450 8,450 (16%)1 Contribution from Reserves 0 Total Revenues 57,000 66,450 9,450 Expenditures Labour 95,147 93,738 1,409 (1%) Purchases 59,700 56,927 2,773 (5%) Contracted Services 3,381 3,177 204 (6%) Contribution to Reserves 38,000 38,000 0% Interfunctional Adjustments (9,450) (9,450) 0% Debt Principal & Interest 46,188 42,624 3,564 (8%) Total Expenditures 232,966 225,016 7,950 Total Net Levy (175,966)(158,566)17,400 Notes 1 Rent revenue Page 60 of 261 Page 1 of 4 Subject: Fire and Emergency Services Second Quarter Report 2021 Report Number: FRS 21-08 Department: Fire and Emergency Services Submitted by: Shane Caskanette, Fire Chief Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT Report FRS 21-08 Fire and Emergency Service Second Quarter Report 2021 be received for information. BACKGROUND To provide Council with January 1, 2021 to June 30, 2021 Fire and Emergency Services performance results. DISCUSSION SUMMARY OF PERFORMANCE MEASURES 2021 Business Objectives Objective Target Date Status Continuation of multi-year training plan for Firefighters and Officer Development Q1 / Q2 / Q3 / Q4 Ongoing Continue Development of PTSD risk reduction strategy and program. Q1 / Q2 / Q3 / Q4 Ongoing Continue to develop and implement cancer risk reduction strategy and program Q1 / Q2 / Q3 / Q4 Ongoing Update Establishing and Regulating By-law Q2 Ongoing Continue training on Technical Rescue/Ice Water/Fire Ground Operations Q1 / Q2 / Q3 / Q4 Ongoing Continued progress in Mandatory Emergency Management Q1 / Q2 / Q3 / Q4 Ongoing Continued progress in Fire Prevention and Public Education Q1 / Q2 / Q3 / Q4 Ongoing Page 61 of 261 FRS 21-08 Page 2 of 4 Key Performance Indicators On average number of firefighters attending training sessions was twenty-three (23) firefighters. The average attendance at Fire Incidents are as follows:  Platoon Calls (17 Firefighters), 11 firefighters respond  All Calls (32 Firefighters), 13 firefighters respond  Medical calls (32 Firefighters), 9 firefighters respond 2021 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 13 235 Burning Controlled 9 17 Pre Fire Conditions/ No Fire 5 18 False Fire Calls Alarm Activations 40 153 Carbon Monoxide False Calls 11 37 Public Hazard 12 269 Rescue MVC 14 73 Medical/Resuscitator Call 35 59 Other Response 24 253 YTD 163 1,114 2021 Dollar Loss / Loss Prevention Number of Property Fire Incidents Estimated Property Value at Risk Estimated Structure Fire Loss Estimated Content Fire Loss Property Fire Loss Prevented Q1 2 $175,000.00 $45,000.00 $10,000.00 $120,000.00 Q2 1 $520,000.00 $250,000.00 $15,0000.00 0 Q3 Q4 YTD Total 3 $695,000.00 $590,000.00 $25,000.00 $120,000.00 Fire Prevention Inspections 2nd Quarter 2021 Year to Date New Inspections 10 20 Ongoing Inspections 0 22 Legal Action 0 0 Closed 4 8 Public Education Page 62 of 261 FRS 21-08 Page 3 of 4 Types 2021 2nd Quarter 2021 Year to Date Age Groups Served YTD Fire Public Education Presentations and Events 0 0 Under 5 – 16 Ages 16-25 = 10 Ages 26-54 – 2 Ages 55+ - 2 Emergency Management Public Education Presentations and Events 1 1 Emergency Management – Social Media 16 55 Social Media (1 Month Total) – 379,721 Fire Public Education - Social Media 42 55 Fire Communication Report After Hours Town of Tillsonburg Calls 2021 2nd Quarter On Call Called Out 2021 YTD On Call Called Out YTD Town Administration 132 N/A 191 N/A OPP 60 N/A 139 N/A Roads 45 15 77 24 Hydro 238 9 282 53 Water/Waste 27 8 60 16 By-Law Enforcement/Parking 13 3 16 4 Animal Control 12 4 14 4 Garbage Collection/Transfer Station 46 0 63 1 Fleet 6 0 0 0 Community Centre/Parks 0 0 9 0 Facilities 11 0 11 0 Fire Communications (Tillsonburg) 2021 2nd Quarter 2021 YTD Administration Lines 407 938 Fire Incidents 79 163 Fire Communication Services (Customers) 2021 2nd Quarter 2021 YTD Emergency Calls Received 3,557 5,343 Non Emergent Calls Received 3,153 5,121 Actual Fire Incidents Dispatched 1,441 2,528 CONSULTATION N/A Page 63 of 261 FRS 21-08 Page 4 of 4 FINANCIAL IMPACT/FUNDING SOURCE N/A ATTACHMENTS Appendix A – Police & Fire Q2 2021 Quarterly Report Budget vs Actuals Page 64 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 24,500 32,891 8,391 (34%) 1 User Charges 173,409 162,332 (11,077)(6%) 2 Total Revenues 197,909 195,223 (2,686) Expenditures Labour 13,495 11,814 1,681 (12%) Purchases 33,054 16,469 16,585 (50%) 3 Contracted Services 1,784,950 1,791,420 (6,470) (0%) Total Expenditures 1,831,499 1,819,703 11,796 Total Net Levy (1,633,590) (1,624,480) 9,110 Development Charges DC Revenue Collected (8,563) DC Contribution to Reserves 8,563 Notes 1 Provincial Grant revenue - Community Safety 2 Misc. Revenue under $10,900 - POA and Priosner Escorts 3 HLW expense under $8,100; Building Repairs & Maint. Under $4,400 Page 65 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 8,500 8,500 1 User Charges 301,929 304,348 2,419 (1%) Total Revenues 301,929 312,848 10,919 Expenditures Labour 618,953 553,567 65,386 (11%) 2 Purchases 104,646 56,712 47,934 (46%) 3 Contracted Services 105,845 117,234 (11,389) (11%) 4 Contribution to Reserves 0 Interfunctional Adjustments 147,502 148,317 (815) (1%) Debt Principal & Interest 35,490 35,001 489 (1%) Total Expenditures 1,012,436 910,831 101,605 Total Net Levy (710,507) (597,983) 112,524 Development Charges DC Revenue Collected (99,040) DC Contribution to Reserves 99,040 Notes 1 Ontario Fire Safety Grant 2 FT labour under $63,600 - Fire Comm under $33,500 and General under $30,100; PT labour under $6,400 - Fire Suppression under $13,300 and Fire Comm over $6,900 3 Equipment Supplies & Repairs under $8,600; Training Expense under $ 24,500 4 Equipment Maint. Contract over $11,000 Page 66 of 261 Page 1 of 5 Subject: 2021 Second Quarter Operations and Development Results Report Number: OPD 21-40 Department: Operations and Development Department Submitted by: Carlos Reyes, Director of Operations and Development Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT report OPD 21-40 2021 Second Quarter Operations and Development Results be received as information. BACKGROUND To provide Council with the January 1, 2021 to June 30, 2021 Department year to date operational and financial results for the Operations Department. DISCUSSION 2021 Business Objectives and Capital Projects: Table 1: 2021 Operating Business Plan Objective Target Date Q2 Project Status Renegotiations of West Town Line Boundary Road Agreement Q2 Q4 In progress Renegotiations of Urban Road Maintenance Agreement with Oxford County Q2 Q4 In progress Renegotiations of Water Distribution and Wastewater Collection Agreement with Oxford County Q3 In progress Investigate Private Woodlot East of Runway 08-26 Removal Options Q2 Q4 In progress Renegotiations of the Traffic Signal/Streetligths maintenance Agreement Q2 2022 Deferred Page 67 of 261 OPD 21-40 Page 2 of 5 Downtown Sidewalk By-law 2189 Update Q3 Q4 In progress Finalize Engineering Design Criteria & Standard Drawings Q2 Q4 In Progress Frances Street Reconstruction Detailed Design Q2 Q3 In Progress Lindsay Street Reconstruction Detailed Design Q2 Q3 In Progress Airport Website redesign Q2 Q4 In Progress Report to Council with information on the utilization of the 2021 Tillsonburg Regional Airport Grant Q2 Q3 In Progress Table 2: 2021 Capital Business Plan Objective Target Date Q2 Project Status Airport Master Plan Q2 Q3 Completed 2021 OSIM Inspection Q3 Completed Kismen Bridge Upgrade Design Q2 Q3 In progress - Project Awarded to GM Blueplan Facilities Asset Management Q4 Q1 2022 In progress 2021 Asphalt Resurfacing Program Q3 Completed Sidewalk Connectivity Program Implementation Q3 Completed Vienna Road Reconstruction Q3 In Progress – Project Awarded to J-AAR Excavating Ltd Concession St W Reconstruction - Rolph to Charlotte Q3 Q4 In Progress – Project Awarded to Gedco Excavating Ltd. Rolling Meadows Phase 2 of 2 Q3 Q4 In Progress – Project Awarded to Euro Ex Construction General Aviation Access Road Q3 Q1 2022 RATI funding Page 68 of 261 OPD 21-40 Page 3 of 5 2020 CFWD - Quarter Town Line at Stoney Creek Culvert Retaining Wall Rehabilitation Design Q1 Completed 2020 CFWD - Quarter Town Line & Beech Blvd Retaining Wall Replacement Design Q2 Completed 2020 CFWD - Young Street Storm Outlet Class Environmental Assessment (Design) Q3 In progress – Project Awarded to GM Blueplan 2020 CFWD - Stoney Creek Sanitary Trunk Main Repair Q2 Completed 2020 CFWD Rolling Meadows Reconstruction Phase 1 of 2 (Tanager, Falcon) Q2 Q4 In Progress – Project Awarded to Euro Ex Construction 2019 CFWD Public Works Yard & Salt Facility – Concepts Q3 In Progress – Project Awarded to Fabrik Architects Stoney Creek Sanitary Trunk Main - Emergency Repair Q3 In Progress – County Funded Light Duty Vehicles Water Unit #28 – Replace Pickup Truck Q3 Awarded – Delivery by Jan 2022 Fire Unit #38 – Replace SUV Q3 In Progress Building Unit #39 – Replace SUV Q3 Awarded – Delivery by Sep 2021 Hydro Unit #65 – Replace Pickup Truck Q3 Awarded – Delivery by Nov 2021 New Parks/Facilities Unit - Mini Cargo Van Q3 Awarded – Delivery by Apr 2022 Medium Duty Vehicles Fire Unit #37 – Replace Pickup Truck Q4 In Progress Heavy Duty Vehicles 2020 CFWD Roads Unit #60 – Replace Snowplow Truck Q2 2022 Awarded – Delivery by Jun 2022 Off Road Equipment Cemetery Unit #87 – Replace Backhoe Q4 Awarded – Delivery by Nov 2021 Parks Unit #88 - Replace Tractor Q4 Awarded – Delivery by Feb 2022 New Cemetery Unit - Mower Tractor with attachment Q3 Awarded – Delivery by Sep 2021 Page 69 of 261 OPD 21-40 Page 4 of 5 Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, etc. and the associated maintenance level of service. The Towns ability to mitigate the associated incremental costs to maintain the additional infrastructures demonstrates the efficiencies of continuous internal improvement. Table 3: Key Indicators Key Indicators 2020 2019 2018 2017 2016 2015 2014 Roads (Lane km) 238.3 235.4 234.1 233.6 229.4 226.8 226.1 Sidewalks (km) 107.6 98.6 97.4 96.6 94.2 91.6 89.5 GOALS FOR NEXT QUARTER  Complete Construction of Rolling Meadows Reconstruction Phase 1 and 2  Finalize Engineering Design Criteria & Standard Drawings  Continue renegotiation of West Town Line Boundary road agreement  Continue renegotiation of Water Collection and Wastewater Collection  Continue renegotiation of Urban Road Maintenance Agreement with Oxford County CONSULTATION The following staff/resources have been consulted for this report:  Senior Analyst/Deputy Treasurer  Manager of Public Works  Manager of Engineering FINANCIAL IMPACT/FUNDING SOURCE The consolidated 2021 Q2 Operations Services overall variance is summarized in Table 4. Table 4: Second Quarter Budget vs. Actual Variance Summary Department Surplus / (Deficit) Operations Administration (2,947) Engineering Services 32,260 Public Works 134,948 Waste Management 9,306 Municipal Parking 44,845 Airport Operations (3,265) Fleet Services 64,575 Page 70 of 261 OPD 21-40 Page 5 of 5 Transit Services (In-Town) 14,951 Transit Services (Inter-Community) (31,455) Total Variance $263,218 Surplus ATTACHMENTS Appendix A – Operating Summaries Page 71 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Total Revenues Expenditures Labour 119,949 123,480 (3,531) (3%) Purchases 6,498 5,914 584 (9%) Interfunctional Adjustments (12,000) (12,000) 0% Total Expenditures 114,447 117,394 (2,947) Total Net Levy (114,447) (117,394) (2,947) Page 72 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants User Charges 5,087 13,477 8,390 (165%) 1 Total Revenues 5,087 13,477 8,390 Expenditures Labour 270,695 249,116 21,579 (8%) 2 Purchases 7,555 5,292 2,263 (30%) Contracted Services 6,400 6,360 40 (1%) Interfunctional Adjustments (111,006) (110,994) (12) (0%) Total Expenditures 173,644 149,774 23,870 Total Net Levy (168,557) (136,297) 32,260 Notes 1 Additional Site Plan & Sub Division Reviews 2 FT labour under $17,000 ‐ Vacancy; FT OT under $4,500 Page 73 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants Total Revenues Expenditures Labour 549,567 527,009 22,558 (4%) 1 Purchases 346,282 293,881 52,401 (15%) 2 Contracted Services 137,498 75,414 62,084 (45%) 3 Interfunctional Adjustments 240,288 240,552 (264) (0%) Debt Principal & Interest 277,861 279,692 (1,831) (1%) Total Expenditures 1,551,496 1,416,548 134,948 Total Net Levy (1,551,496)(1,416,548) 134,948 Development Charges DC Revenue Collected (826,841) DC Contribution to Reserves 826,841 Notes 1 FT Overtime over $22,400 ‐Winter Maintenance; FT under $46,200 2 Supply Expense under $27,600; HLW under $23,800 3 Net Subcontractor Expenses under $62,100 Page 74 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants User Charges 63,202 27,894 (35,308)(56%) 1 Total Revenues 63,202 27,894 (35,308) Expenditures Labour 19,303 23,860 (4,557) (24%) Purchases 55,004 12,817 42,187 (77%) 1 Contracted Services 53,498 46,521 6,977 (13%) 2 Interfunctional Adjustments 66,404 66,396 8 (0%) Total Expenditures 194,209 149,594 44,615 Total Net Levy (131,007) (121,701) 9,306 Notes 1 Bag Tag sales/inventory purchases 2 Large Item Bins ‐ Transfer Station Page 75 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Levy, PILS 69,578 69,645 67 (0%) Total Revenues 69,578 69,645 67 Expenditures Labour 25,189 3,743 21,446 (85%) 1 Purchases 10,000 1,317 8,683 (87%) 2 Contracted Services 30,000 15,317 14,683 (49%) 3 Contribution to Reserves 0 Interfunctional Adjustments 23,048 23,052 (4) (0%) Debt Principal & Interest 6,580 6,610 (30) (0%) Total Expenditures 94,817 50,039 44,778 Total Net Levy (25,239) 19,606 44,845 Notes 1 Allocation of staff time 2 Supplies Expense under Snow Removal 3 Subcontractor Snow Clearing Expense under Page 76 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 50,000 50,000 0% User Charges 234,129 212,181 (21,948)(9%) 1 Total Revenues 284,129 262,181 (21,948) Expenditures Labour 58,971 56,006 2,965 (5%) Purchases 105,964 92,679 13,285 (13%) 2 Contracted Services 21,502 19,118 2,384 (11%) Interfunctional Adjustments 10,298 10,542 (244) (2%) Debt Principal & Interest 3,059 2,766 293 (10%) Total Expenditures 199,794 181,111 18,683 Total Net Levy 84,335 81,070 (3,265) Notes 1 Fuel Sales under $16,300 2 Fuel Purchases under $7,900; HLW under $5,000 Page 77 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges 751,118 750,420 (698)(0%) Total Revenues 751,118 750,420 (698) Expenditures Labour 159,175 158,113 1,062 (1%) Purchases 351,277 287,590 63,687 (18%) 1 Contracted Services 3,750 443 3,307 (88%) Contribution to Reserves 0 Interfunctional Adjustments 4,102 4,098 4 (0%) Debt Principal & Interest 223,068 225,855 (2,787) (1%) Total Expenditures 741,372 676,099 65,273 Total Net Levy 9,746 74,321 64,575 Development Charges DC Revenue Collected (57) DC Contribution to Reserves 57 Notes 1 Fuel purchases under $12,900; Equipment Supplies & Repairs under $51,300 Page 78 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 76,700 81,240 4,540 (6%) User Charges 5,640 6,987 1,347 (24%) Total Revenues 82,340 88,227 5,887 Expenditures Labour 13,002 2,981 10,021 (77%) 1 Purchases 467 3,832 (3,365) (721%) Contracted Services 91,665 89,261 2,404 (3%) Interfunctional Adjustments 4,252 4,248 4 (0%) Total Expenditures 109,386 100,322 9,064 Total Net Levy (27,046) (12,095) 14,951 Notes 1 FT labour under ‐ vacancy Page 79 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants 99,486 20,281 (79,205) User Charges 14,954 4,051 (10,903) Total Revenues 114,440 24,332 (90,108) Expenditures Labour 30,268 6,955 23,313 Purchases 15,393 15,477 (84) Contracted Services 182,250 146,827 35,423 Total Expenditures 227,911 169,259 58,652 Total Net Levy (113,471) (144,926) (31,455) Notes All expenditures offset from Provincial Grant Page 80 of 261 Page 1 of 6 Subject: 2021 Second Quarter Building, Planning & By-Law Services Results Report Number: OPD 21-35 Department: Operations and Development Department Submitted by: Geno Vanhaelewyn, Chief Building Official Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT report OPD 21-35 - 2021 Second Quarter Building, Planning & By-Law Services Results, be received as information. BACKGROUND This report contains information on activity volumes, trends over time, financials and updates on major initiatives. The statistics provided are inclusive from January 1, 2021 to June 30, 2021. DISCUSSION BUILDING SERVICES Construction activity in the Town of Tillsonburg has continued to remain record setting in terms of overall permits issued and the total value of construction for the second quarter. A slight decrease in industrial, commercial and institutional sectors with the main activity recorded in residential. These activities are noted in the tables below. 2021 – Building Permit Activity Overview – (Jan 1/21 – June 30/21 inclusive) Total Permits Issued 342 Total Construction Value $65,599,879 Total Permit Revenue $768,553 Page 81 of 261 OPD 21-35 Page 2 of 6 VALUE OF CONSTRUCTION COMPARISON Value of Construction Comparisons (Jan 1 – June 30) TYPE 2016 2017 2018 2019 2020 2021 Residential (Value) 10,673,174 12,416,246 17,441,481 27,871,544 20,168,099 63,310,649 Commercial (Value) 1,615,705 1,205,305 6,245,180 1,467,125 1,084,105 911,000 Industrial (Value) 92,000 488,254 708,702 205,900 3,748,800 535,000 Institutional (Value) 13,114 4,000 2,336,665 3,532,040 50,300 843,230 TOTAL 12,393,993 14,113,805 26,732,028 33,076,609 25,051,304 65,599,879 Page 82 of 261 OPD 21-35 Page 3 of 6 Number of Permits Issued (Jan 1 – June 30) TYPE 2016 2017 2018 2019 2020 2021 Single Detached Dwellings 50 48 50 30 53 129 Total Dwelling Units 50 52 78 110 79 205 Total All Permits 202 239 239 204 217 342 Residential Development (Jan 1 – June 30) DEVELOPER NUMBER OF SINGLE DETACHED DWELLINGS Hayhoe Homes 61 Wagler Homes 3 Bamford Homes 1 Oxford Builders 0 Trevalli Homes Ltd 7 Gentrac Homes 1 Riviera Homes 0 Dalm Construction 1 Oxnard Developments 50 Misc. 5 Private 0 Inspection Activity Comparisons (Jan 1 – June 30) Output Measures/Activity 2016 2017 2018 2019 2020 2021 Building Inspections Completed 871 1022 988 843 824 1165 Major Construction/Development Projects:  Northcrest Estates Subdivision – 76 singles & 72 towns - Hayhoe Homes  101 North St E – 59 unit townhouse development – Hayhoe Rentals  61 Vienna – 26 unit townhouse development  Potters Gate Phase 3 – 53 singles & 26 towns – Oxnard Developments Page 83 of 261 OPD 21-35 Page 4 of 6  200 Broadway – Strathallen/Popeye’s Chicken – commercial alteration  200 Broadway – Strathallen/barBurrito – commercial alteration  31 Frances – St. Joseph’s Catholic School – institutional alteration – new unit ventilators  10 Lisgar – Town of Tillsonburg - CSC Façade  32 Clearview –industrial interior fit out.  96 Tillson Ave – Livingston Ctr. – institutional alteration  45 Brock W – Dental Clinic – alteration Building Financial Impact Financial records indicate that Building has a surplus of $381,685 for Q2. The increase in building permit activity is a direct result of the increased revenue found in the attached financial summary to this report. The forecast at this time for year end is to be on budget with an expected contribution to the Building Permit Obligatory Reserve. PLANNING SERVICES 2021 – Planning Activity (Jan 1/21 – June 30/21) Output Measures/Activity 2016 2017 2018 2019 2020 2021 Minor Variance Applications 7 6 13 7 6 14 Zone Change Application 4 8 4 7 8 8 Site Plan Formal Consultations 2 3 0 2 1 2 Site Plan Approvals 2 2 5 6 4 3 Site Plan Applications (in progress) 7 3 9 4 2 7 Subdivision Agreements 2 2 0 2 3 2 Pre-Servicing Agreements 0 0 3 1 2 2 Official Plan Amendments 2 1 0 1 2 3 Plans of Subdivision 0 0 1 1 1 2 Site Plan Applications (in progress)  49 North Street East  500 Broadway  301 Tillson Avenue  14 Glendale  116 Simcoe Street  261 Broadway Page 84 of 261 OPD 21-35 Page 5 of 6  61 Vienna Road  19 Van Street BY-LAW SERVICES Records indicate that by-law and property standard enforcement activities and occurrences are comparable to previous years, however, staff have reported a large increase in general inquiries. Animal licencing is up from previous years and the variance in parking tickets issued is directly related to COVID-19 lockdowns. These activities are noted in the table below. 2021 – By-Law Activity (Jan 1/21 – June 31/21) Output Measures– Quantity 2016 2017 2018 2019 2020 2021 Parking Tickets Issued 573 394 366 382 190 134 Animal Tags Issued Cats 1121 948 848 1129 780 834 Dogs 1842 1973 2254 1909 1696 1902 Enforcement – Complaints and Occurrences Parking, Noise, Garbage, Taxi 62 86 90 - - 78 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 143 152 137 - - 125 Animal Control 179 160 139 - - 122 By-Law Financial Impact Financial records indicate that the Protection/By-Law sector has a surplus of $40,542 for Q2. The increase in animal licencing and reduction in Crossing Guard Labour are a direct result of the surplus found in the attached financial summary to this report. The forecast at this time for year end is to be on budget. DEPARTMENTAL TASKS 2021 Business Plan Objectives Objective Target Project Status Review Amanda Building Permitting Software Solution Mobility Options – Provided via Cloudpermit Q2 Complete Implement Permit Web Portal & Digital Service Delivery Q1 Complete Communicate Building Code Amendments Q4 In Progress Page 85 of 261 OPD 21-35 Page 6 of 6 By-Law Reviews – Building By-Law, Traffic By-law, Garbage/Dumping By-Law, Clean Yard (complete) Q4 In Progress Animal Control Contractor RFQ Q2 Complete Central Area Design Study – Façade Improvement Program Q4 In Progress Central Area Design Study – Public Objectives – Alley Connecting Walkways Proposal Q3 In Progress Review Planning Process & Procedures Q1 Q4 In Progress Review Planning Submission Web Portal Options & Digital Service Delivery Q4 In Progress Review Innovative Options related to MMAH More Homes, More Choice: Ontario’s Housing Supply Action Plan - secondary dwelling units, tiny homes, etc. Q4 Not started CONSULTATION N/A FINANCIAL IMPACT/FUNDING SOURCE See attached financials. ATTACHMENTS Appendix A – 2021 Q2 Budget vs Actual – Building Appendix B – 2021 Q2 Budget vs Actual - Protection Page 86 of 261 2021 2021 Actual %Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges 400,748 805,590 404,842 (101%)1 Total Revenues 400,748 805,590 404,842 Expenditures Labour 226,937 250,580 (23,643) (10%)2 Purchases 32,452 31,962 490 (2%) Contracted Services Contribution to Reserves Interfunctional Adjustments 44,648 44,652 (4) (0%) Total Expenditures 304,037 327,194 (23,157) Total Net Levy 96,711 478,396 381,685 Notes 1 Permit Revenue over 2 FT over $15,400; FT OT over $7,900 Any surplus at year end will be contributed into the Building Department Obligatory Reserve Page 87 of 261 2021 2021 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges 37,148 49,490 12,342 (33%) 1 Total Revenues 37,148 49,490 12,342 Expenditures Labour 113,850 93,755 20,095 (18%) 2 Purchases 16,442 13,427 3,015 (18%) Contracted Services 7,500 2,402 5,098 (68%) 3 Interfunctional Adjustments 14,596 14,604 (8) (0%) Total Expenditures 152,388 124,188 28,200 Total Net Levy (115,240) (74,698) 40,542 Notes 1 Licence fees over - Animal control $11,400 2 Net labour under $20,100 - Crossing Guards Savings resulting from COVID 3 Subcontractor Expense under $5,100 - Animal Control Page 88 of 261 Page 1 of 8 Subject: Second Quarter Recreation, Culture and Parks Results Report Number: RCP 21-24 Department: Recreation, Culture and Parks Department Submitted by: Christopher Baird, Director of Recreation, Culture and Parks Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION That Report RCP 21-24, RCP Q2 Report - January 1 to June 30, 2021 be received as information. BACKGROUND This report provides Council with the mid-year second quarter financial results for the Recreation, Culture & Parks Department from January 1, 2021 to June 30, 2021. This includes a roll-up of activities within each of the various Departmental areas inclu ding; Cemetery, Parks, Recreation Programs, Museum, Community Events, Building Maintenance and Elliott Fairbairn Centre results. DISCUSSION Overall Results for RCP department: Page 89 of 261 RCP 21-24 Page 2 of 8 Overall, the RCP Operating Budget is in good standing. The mid -year results indicate that we have expended 42.2% of the budget that is approximately $407,000 below budget for this time of the year. Staff continue to work a fine balance within the COVID framework as to avoid any significant financial shortfalls by year-end. All above figures in the far right column in brackets show savings below the calculated Q2 budget. In all cases, each respective area of operation is below budget. The only area that is slightly higher than the mid-year comparator is in the Recreation Programming area. This can be specifically attributed to reduced programming activities due to the lockdown. Staff are however very optimistic heading into the final half of 2021. Programming opportunities are opening up and the summer camp programs and Lake Lisgar Water Park revenues will be reflected in the Q3 results. Arena bookings are going very well and should result in positive outcomes overall. Cemetery Results: Page 90 of 261 RCP 21-24 Page 3 of 8 Parks Results: Page 91 of 261 RCP 21-24 Page 4 of 8 Recreation Programs Results: Page 92 of 261 RCP 21-24 Page 5 of 8 Museum Results: Page 93 of 261 RCP 21-24 Page 6 of 8 Community Events: Page 94 of 261 RCP 21-24 Page 7 of 8 Building Maintenance Results: Page 95 of 261 RCP 21-24 Page 8 of 8 Elliot Fairbairn Centre Results: CONSULTATION This report has been completed with input from all respective RCP Managers with support from our Budget Analyst. It has been further reviewed by Finance and the Office of the CAO. FINANCIAL IMPACT/FUNDING SOURCE None. ATTACHMENTS None. Page 96 of 261 Page 1 of 4 Subject: Community Strategic Plan Rollout Report Number: CAO 21-11 Department: Office of the CAO Submitted by: Kyle Pratt, Chief Administrative Officer Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT report CAO 21-11 Community Strategic Plan Rollout be received by Council for information; And that Council direct staff to bring back a staff report outlining proposed Community Strategic Plan Goals for the upcoming year (lead, project team, anticipated completion, resources required, any dependencies or pre-requests) and defining baseline measurements. BACKGROUND At the June 28, 2021 Town of Tillsonburg Council Meeting, Council approved the Town of Tillsonburg Community Strategic Plan 2021-2030 (Appendix A): Resolution # 2021-303 Moved By: Councillor Luciani Seconded By: Councillor Parker THAT the Community Strategic Plan be approved with the additional suggestions adopted by Council and incorporated into it. Since the approval of the Community Strategic Plan, internal and external communications have been sent advising of the adoption of the plan and thanking those who participated in the process. Furthermore, the adoption was announced through the Town’s social media channels and the Town’s Community Strategic Plan website page has been updated. Page 97 of 261 CAO 21-11 Page 2 of 4 In addition to this, both the Senior Leadership Team and Management Team have met to discuss its contents and how we as a staff team can help to move some of Council’s goals forward. DISCUSSION The Town of Tillsonburg Community Strategic Plan is the Town’s main document and needs to be actioned and moved forward. Council has provided clear direction on a vision, mission, values, goals, strategic directions and priority projects, and preliminary feedback on the timing of priority projects. Now the Town must align the Community Strategic Plan with operational business plans and annual operating and capital budgets, identifying where additional or different resources are required. One way to do this is to establish a performance measurement framework for employees, built off the Strategic Plan that can be used to track progress and report to Council and the community. The attached document, Town of Tillsonburg Community Strategic Plan Performance Measurement Framework (Appendix B) provides objective indicators to help the Town define success during the implementation process. This performance measurement framework is intended to assist in the implementation of the Community Strategic Plan by proposing broad indicators for monitoring the Town’s progress toward the five go als in the Community Strategic Plan and providing a framework to align the Community Strategic Plan with annual business plans, budgets and overall performance measurement frameworks. When regularly updated, this tool also provides a corporate snapshot of the Community Strategic Plan implementation efforts and a platform for content when communicating results to Council and the public. There are two ways to measure success during the implementation of the Town of Tillsonburg Community Strategic Plan: 1. Tracking the Town's progress toward organizational and community outcomes - Outcome Indicators; and, 2. Monitoring and reporting on the status of priority projects under the Town of Tillsonburg Community Strategic Plan - Progress Indicators. In order to demonstrate progress on the priority projects defined in the Community Strategic Plan, the first step is to assign a lead, obtain the baseline measurement, assign project teams, determine what resources are required to include as part of the annual budget process, and determine any dependencies or pre-requests. Once these items are established, and approved by Council, the project team can start working towards their defined goal. Page 98 of 261 CAO 21-11 Page 3 of 4 In addition to demonstrating progress on the priority projects listed, it is important to monitor progress based on the outcome indicators in the Performance Measurement Framework and review regularly to determine when adjustments to the Community Strategic Plan are necessary. As such, staff need to provide regular status updates to Council and the community. The proposed reporting to Council and the community via a comprehensive staff report and supporting performance measurement framework is as follows:  Oct/Nov – Annual staff report outlining proposed Community Strategic Plan goals for the upcoming year and defining (lead, project team, anticipated completion, resources required, and any dependencies or pre-requests) (initial report to include Baseline Measurements)  July/Aug – Annual Interim Status Progress Report  Jan/Feb – Annual Progress Report  Progress report prior to the end of each term of Council In addition to reporting, Council and staff should receive community feedback on goals and progress. This can be done at an annual Community Strategic Plan Open House. Next, it is important to organize Council reports and agendas so it is clear when reports relate to the Community Strategic Plan. Staff are proposing a change to the Staff Report format (Appendix C). Rather than the traditional checkbox that identifies what Strategic Goal the staff report relates to, staff are proposing that staff reports should identify what goal(s), strategic direction(s) and priority project(s) the report relates too (provided it does). In the September 13, 2021 Council Agenda, staff report OPD 21-39 Utilization of the 2021 Tillsonburg Regional Airport Grant Revenue is an example of the new format, which includes an expanded section on Corporate Goals. Example: CORPORATE GOALS How does this report support the corporate goals identified in the Community Strategic Plan? ☐ Lifestyle and amenities ☐ Customer service, communication and engagement ☐ Business attraction, retention and expansion ☐ Community growth ☒ Connectivity and transportation ☐ Not Applicable Does this report relate to a specific strategic direction or project identified in the Community Strategic Plan? Please indicate section number and/or any priority projects identified in the plan. Page 99 of 261 CAO 21-11 Page 4 of 4 Goal – Tillsonburg residents and businesses will be connected to each other, regional networks, and the world through effective traditional and digital infrastructure. Strategic Direction – Leverage the municipal airport more effectively to increase access, visibility and business activity in Tillsonburg. Priority Project – Immediate Term - Airport Master Plan and implementation Lastly, to assist with the communication of priorities to employees and to remind employees of the Community Strategic Plan and the important role that every team member plays during implementation, the Town’s Communications Team created a Community Strategic Plan Reference Poster (Appendix D) that highlights the strategic directions outlined in each overarching goal. CONSULTATION Mayor Molnar FINANCIAL IMPACT/FUNDING SOURCE None. ATTACHMENTS: Appendix A – Town of Tillsonburg Community Strategic Plan 2021-2030 Appendix B – Town of Tillsonburg Community Strategic Plan Performance Measurement Framework Appendix C – Staff Report Template Appendix D – Community Strategic Plan Reference Poster Page 100 of 261 Community Strategic Plan 2021 – 2030 Page 101 of 261 This is a Community Strategic Plan and hearing from local residents, businesses, and community groups was essential to develop the priorities identified in this document. Even during challenging times associated with the global pandemic the focus remained on ensuring every opportunity was available for effective and efficient public engagement. I am pleased to report that more than 400 individuals from throughout our community contributed their ideas. Whether you completed our community survey, prepared submissions from your organization, or participated in a focus group, please be assured that every contribution was carefully considered and helped to formulate the eventual roadmap that will guide our community over the next ten years. As we listened to our community, key themes emerged such as ensuring affordable and attainable housing options, enhancing our trails and community amenities, attracting and retaining strong employment opportunities, fostering community partnerships, and maintaining our family-oriented small-town appeal. These needs are addressed within our Community Strategic Plan with tangible priority projects and timelines. Municipal accountability and regular community updates will remain key to delivering on the framework of this living document. The Mission, Vision and Values identified in this comprehensive plan reflect who we are as a community, where we have come from, and importantly focuses on where we are going to enhance and protect the legacy of our unique community. I would like to take this opportunity to thank our Town employees for contributing their ideas during this process. Our team at the Town is proud to serve the people of Tillsonburg and demonstrate their commitment to the community on a daily basis. We are grateful for the contributions and guidance of our community as we continue to strive for local government excellence. I hope you will take the time to review the objectives we’ve presented in this document and the aspirational goals as contributed by our community partners and hold us accountable for results. This Community Strategic Plan, as reinforced by the population of the Town of Tillsonburg, is designed to guide the municipality over the next several years, while remaining flexible to ensure opportunities remain available to succeed and prosper within the overall scope of our shared collective Vision. We look forward to continuing to work with you to build a Tillsonburg that is connected, enriched and inspired. Sincerely, Stephen Molnar, Mayor of Tillsonburg Message from the Mayor On behalf of Municipal Council and the Town of Tillsonburg, I am pleased to present our new Community Strategic Plan. COMMUNITY STRATEGIC PLAN · 2 Page 102 of 261 Mayor Stephen Molnar 519–688–3009 ext. 4050 smolnar@tillsonburg.ca Councillor Pete Luciani 519–688–3009 ext. 4054 pluciani@tillsonburg.ca Councillor Penny Esseltine 519–688–3009 ext. 4052 pesseltine@tillsonburg.ca Councillor Chris Roseheart 519–688–3009 ext. 4056 croseheart@tillsonburg.ca Deputy Mayor Dave Beres 519–688–3009 ext. 4051 dberes@tillsonburg.ca Councillor Christopher Parker 519–688–3009 ext. 4055 cparker@tillsonburg.ca Councillor Deb Gilvesy 519–688–3009 ext. 4053 dgilvesy@tillsonburg.ca Town Council Get to know your 2018–2022 Tillsonburg Town Council COMMUNITY STRATEGIC PLAN · 3 Page 103 of 261 What is a Strategic Plan? The Town of Tillsonburg Community Strategic Plan provides a roadmap for municipal projects, priorities and initiatives by working with residents, businesses, community partners and employees to answer the following five questions: Vision Statement Mission Statement Corporate Values Goals, Strategic Directions, Priority Projects Performance Measurement Framework 12345 What are we working toward as a community? What is the Town of Tillsonburg’s role? Which values are most important in serving Tillsonburg? Where should we focus our energy and attention? How will we know the plan is successful? COMMUNITY STRATEGIC PLAN · 4 Page 104 of 261 “Our vision for Tillsonburg is to grow a vibrant and engaged community built on partnerships and entrepreneurial spirit. The vision includes diverse housing, employment options, modern amenities and sustainable growth that remains true to our culture and heritage and positions the community as a regional centre.” “The Town of Tillsonburg strives for excellence in local government by providing efficient and effective municipal services, facilitating partnerships, attracting and supporting businesses, promoting local heritage and identity, advancing the community as a regional centre and demonstrating results to the community.” Vision What are we working toward as a community? Mission What is the Town of Tillsonburg’s role? COMMUNITY STRATEGIC PLAN · 5 Page 105 of 261 Serving Our Community We have heard from our community that the following values are most important when interacting with Town representatives and employees. • Integrity – Doing what is right and making decisions in the best interest of the community. • Service – Providing exceptional customer experiences and effective municipal services. • Accountability – Demonstrating value for tax dollars and visible progress on municipal initiatives. • Efficiency – Making each tax dollar go as far as possible. • Transparency – An open government that is forthcoming with information and decisions. • Respect – Valuing the role that each resident, business and organization plays in making Tillsonburg a great community. • Communication – Raising awareness for municipal services, initiatives and decisions and offering opportunities for the community to become involved. • Professionalism – Information and services provided by highly knowledgeable and skilled municipal experts. • Consistency – Clear policies and procedures that are applied with fairness for all residents, businesses and community partners. Working as one team To succeed in serving our community, our team prioritizes the following values when working together. • Respect – Valuing the role that each employee, regardless of title or position, plays in making Tillsonburg a great community. • Teamwork – Breaking down silos and working as one team in service to the community. • Service – Providing exceptional customer experiences and effective municipal services. • Accountability – Demonstrating value for tax dollars and visible progress on municipal initiatives. • Integrity – Doing what is right and making decisions in the best interest of the community. • Professionalism – Investing in the growth of employees to deliver value to Tillsonburg. • Communication – Sharing knowledge across the organization to engage employees and meet the needs of customers and partners. • Transparency – An open government that is forthcoming with information and decisions. • Trust – Relying on colleagues for responsive support to meet customer needs and achieve shared goals. Corporate Values Which values are most important in serving Tillsonburg? Values are the behaviours that govern how individuals in an organization interact with each other and their customers. COMMUNITY STRATEGIC PLAN · 6 Page 106 of 261 Corporate Values Where should we focus our energy and attention? The following goals guide the implementation of the Town of Tillsonburg’s Community Strategic Plan: Lifestyle and Amenities Customer Service, Communication and Engagement Business Attraction, Retention and Expansion Community Growth Connectivity and Transportation Within the community Tillsonburg will strive to offer all residents the amenities, services and attractions they require to enjoy balanced lifestyles. The Town of Tillsonburg will strive for excellence and accountability in government, providing effective and efficient services, information, and opportunities to shape municipal initiatives. Through community and regional partnerships, Tillsonburg will attract and retain a diverse range of businesses, creating employment opportunities for residents and a balanced tax base. The Town of Tillsonburg will accommodate and support sustainable growth. Tillsonburg will strive to improve connectivity for residents and businesses through traditional and digital infrastructure. The actions and priorities under each of these goals are described on the following pages. 12345 COMMUNITY STRATEGIC PLAN · 7 Page 107 of 261 Goal: Within the community, Tillsonburg will strive to offer residents the amenities, services and attractions they require to enjoy balanced lifestyles. Strategic Directions: • Work with Oxford County and community partners to ensure an adequate supply of affordable, attainable housing options. • Provide an expanded, accessible network of parks and trails. • Update municipal sports facilities consistent with modern standards. • Develop a robust, long-term asset management plan to inform evidence-based decisions regarding the maintenance, rehabilitation and replacement of community facilities. • Facilitate the enhancement and diversification of retail and dining opportunities in the downtown. • Increase opportunities to enjoy culture, events and leisure activities in Tillsonburg. • Maintain and enhance programs and facilities to support an active, engaged senior population. • Maintain and enhance programs and facilities to support an active, engaged youth population. • Target new programs, services, amenities and attractions that will be a magnet for young families. • Expand community partnerships in the delivery of programs and amenities. • Preserve and naturalize Lake Lisgar and its surroundings as a community attraction. • Community Centre rehabilitation • Enhanced tree planting • Affordable housing collaboration with Oxford County • Partnership for a new splash pad Immediate Term (1–3 year implementation start) • Trail system upgrades • Long-term care advocacy • Secure a new walk-in clinic • Property standards review & enforcement plan • Create additional community events Short Term (3–5 year implementation start) • Feasibility study for increased/enhanced cultural amenities Medium Term (5–10 year implementation start) Lifestyle and Amenities Priority Projects 1 • Physician recruitment program • New playgrounds construction Ongoing Projects COMMUNITY STRATEGIC PLAN · 8 Page 108 of 261 Goal: The Town of Tillsonburg will strive for excellence and accountability in government, providing effective and efficient services, information, and opportunities to shape municipal initiatives. Strategic Directions: • Continue to develop digital service delivery while maintaining counter and telephone channels. • Develop a communications strategy to increase awareness of Council decisions and municipal programs, projects and services. • Increase opportunities and promotion for public engagement in municipal initiatives. • Engage community groups, including advisory committees and service organizations, in shaping municipal initiatives. • Enhance employee engagement and training as the foundation for exceptional customer service. • Explore opportunities for service efficiencies in partnership with adjacent municipalities. • Advocate for community needs with other levels of government. • Position Tillsonburg as a leader in the municipal sector. • Consolidated Town Hall initiative • Navigation improvements on municipal website • Mobile application for reporting and service requests • Employee Engagement Strategy • Volunteer Recognition Program • Youth Engagement Strategy and Youth Advisory Committee • Consolidated customer service counter Immediate Term (1–3 year implementation start) • Continued roll-out of enterprise-wide workflow management • County-wide service delivery study implementation Ongoing Projects • Multi-year budgeting • Financial & Environmental Sustainability Plan • Municipal service review Short Term (3–5 year implementation start) Customer Service, Communication and Engagement Priority Projects 2 COMMUNITY STRATEGIC PLAN · 9 Page 109 of 261 Goal: Through community and regional partnerships, Tillsonburg will attract and retain a diverse range of businesses, creating employment opportunities for residents and a balanced tax base. Strategic Directions: • Continue to streamline and expedite the building approval process. • Instill an “open for business” culture across the corporation that prioritizes economic development and business attraction. • Ensure adequate supply of “shovel ready” land for business attraction and expansion. • Develop a “made in Tillsonburg” approach to education, training and development based on the workforce needs of current and prospective employers. • Support local businesses in post-COVID-19 recovery. • Explore the feasibility of an enhanced tourism product offering in Tillsonburg. • Facilitate attainable housing options for local employees. • Boundary expansion initiative • Economic Development Strategy update • Corporate-wide rapid response approach for new business opportunities Immediate Term (1–3 year implementation start) • Build out of new industrial land purchase Short Term (3–5 year implementation start) Business Attraction, Retention and Expansion Priority Projects 3 • Marketing and build out of Van Norman Innovation Park • Continued roll-out and resourcing for Cloud-based permit application system • Continued promotion and facilitation of COVID-19 business support programs • Continued support for BIA and town-wide businesses during COVID-19 recovery • Increase diversity in manufacturing and other key sectors Ongoing Projects COMMUNITY STRATEGIC PLAN · 10 Page 110 of 261 Goal: The Town of Tillsonburg will accommodate and support sustainable growth. Strategic Directions: • Promote, preserve and enhance the downtown core as the retail centre and community hub for Tillsonburg. • Continue to offer relevant, leading incentives for revitalization and diversification in the downtown and throughout Tillsonburg. • Pursue the acquisition of additional municipal land to accommodate growth. • Plan and develop a long-term financing strategy for new services and infrastructure to support growth. • Work with Oxford County and the development community to proactively plan for a variety of housing options that are affordable and attainable for current and prospective residents. • Boundary expansion initiative • Development Charges Study • Recreation Master Plan • Attainable housing plan • Enhanced development standards that benefit the community (including tree planting, affordable housing, walkability, livability, connectivity) • Identify opportunities for infill development Immediate Term (1–3 year implementation start) • Enhanced public engagement in planning policies and placemaking Short Term (3–5 year implementation start) • Downtown Parking Strategy • Resourcing review to service growth Medium Term (5–10 year implementation start) Community Growth Priority Projects • Replenish and grow municipal reserves Ongoing Projects 4 COMMUNITY STRATEGIC PLAN · 11 Page 111 of 261 Goal: Tillsonburg residents and businesses will be connected to each other, regional networks, and the world through effective traditional and digital infrastructure. Strategic Directions: • Develop a multi-modal transportation network with improved connectivity to the 401 and VIA Rail. • Leverage the municipal airport more effectively to increase access, visibility and business activity in Tillsonburg. • Provide alternatives to automobile travel through active transportation and public transit. • Develop a robust, long-term asset management plan to inform evidence-based decisions on the maintenance, rehabilitation and replacement of municipal infrastructure. • Continue to support and advocate for reliable, affordable and universal access to broadband services. • Airport Master Plan and implementation Immediate Term (1–3 year implementation start) • Transportation Master Plan (includes investigation of truck route and Concession Street extension) • Electric vehicle infrastructure study Short Term (3–5 year implementation start) • Master drainage planning study Medium Term (5–10 year implementation start) Connectivity and Transportation Priority Projects 5 Ongoing Projects • Town participation in regional transit initiative • Asset Management Plan COMMUNITY STRATEGIC PLAN · 12 Page 112 of 261 What gets measured, gets done. In addition to demonstrating progress on the priority projects listed in this document, the Town of Tillsonburg is committed to tracking and reporting the following performance indicators on an annual basis to monitor Tillsonburg’s progress toward community goals. Lifestyle and Amenities • Average percentage of household income spent on housing • Proportion of residents in core housing need • Number of trees planted • Total kilometers of trail network • Total paved kilometers of trail network • Total kilometers of cycling network • Kilometers of trail network per capita • Acres of parkland maintained • Acres of parkland per capita • Average household distance to a municipal park • Average age of play structures • Accessibility – number of compliant play structures • Facilities condition rating • Accessibility – number of compliant facilities • Percentage of downtown storefronts as dining and retail • Number of annual community events • Number of community partnerships • Net new community physicians • Number of recreation program registrations • Waterpark utilization • Number of facility rentals • Prime time facilities utilization rate • Off-peak facilities utilization rate Customer Service • Number of services available online • Number of services available through centralized customer service counter Communication, Engagement • Customer satisfaction rate • Employee engagement rate • Annual local tax increase • Rolling four-year average tax increase • Average time for service resolution • Average number of monthly visits to municipal website • Number of public engagement campaigns Performance Framework How will we know the plan is successful? COMMUNITY STRATEGIC PLAN · 13 Page 113 of 261 Business Attraction, Retention and Expansion • Number of jobs created through new investment • Number of jobs retained • Number of business starts/firm creation growth • Number of net new business starts • Percentage of tax base related to employment • New commercial/industrial assessment • Total acres of employment land • Total acres of employment land available for development • Acres sold/developed in Van Norman Innovation Park • Working age population, 15 to 64 years of age • Employment participation rate • Number of local post-secondary training programs Community Growth • Population growth • Taxable assessment growth • Value of construction activity • Number of building permit applications • Total value of building permits • Downtown vacancy rate • Average fire response times, in minutes • Number of registered heritage properties • Acres of land available for industrial development • Acres of land available for commercial development • Acres of land available for residential development • Number of housing units created as rent geared to income • Number of single-family detached units • Number of semi-detached units • Number of rowhouse units • Number of multi-residential units • Number of secondary units • Rental vacancy rate • Value of funding applications approved through Community Improvement Plan • Average building permit approval time, in days • Number of public input opportunities in planning issues Performance Framework How will we know the plan is successful? COMMUNITY STRATEGIC PLAN · 14 Page 114 of 261 Connectivity and Transportation • Average road condition rating (Pavement Condition Index) • Average bridge condition rating (OSIM) • Number of road lane kilometers maintained • Number of road land kilometers resurfaced or reconstructed • Number of sidewalk kilometers maintained • Number of sidewalk kilometers rehabilitated • Percentage of properties with access to high-speed internet • Number of passenger trips, T:GO in-town • Number of passenger trips, T:GO inter-community • Kilometers of water/wastewater distribution pipes • Kilometers of stormwater collection pipes • Number of stormwater collection ponds • Number of watermain breaks • Number of sewer back-ups • Number of sinkholes • Number of potholes • Aircraft movement • Airport hangar square footage • Total rail volume • Number of companies accessing rail Performance Framework How will we know the plan is successful? COMMUNITY STRATEGIC PLAN · 15 Page 115 of 261 Thank you to the over 400 local residents who participated in the Town of Tillsonburg’s strategic planning process. From improving local amenities such as the Community Centre and trail network, to strengthening community connections, to creating opportunities for youth, every contribution was considered and drove the development of this final Community Strategic Plan. Thank you to local businesses and service clubs who took the time to participate in focus group sessions. Feedback from local leaders was instrumental in determining priorities related to supporting businesses and facilitating community partnerships. Thank you to the many employees who shared their views and ideas. With a steadfast commitment to the people, businesses and organizations in Tillsonburg, employees are important contributors to the community’s success. Thank you to Members of Tillsonburg Town Council for their leadership, guidance and community commitment during the strategic planning process. Together with employees and the community, Council has established a forward-thinking vision for Tillsonburg, a roadmap for moving the community forward, and a commitment to demonstrate results. Acknowledgements COMMUNITY STRATEGIC PLAN · 16 Page 116 of 261 Town of Tillsonburg Community Strategic Plan Performance Measurement Framework Key Performance Indicators (Outcome Indicators) Goal Baseline Measurement 2021 2022 2023 Change over previous year Trend (+, -, neutral)Notes Assigned Staff Lifestyle and Amenities Goal: Within the community, Tillsonburg will strive to offer residents - from children to seniors - the amenities, services and attractions they require to enjoy balanced lifestyles Outcome indicators: Average proportion of household income spent on housing - % Proportion of Tillsonburg households in core housing need - % Trees planted - # Total KM of trail network - # Total KMs within trails network (paved) - # Total KMs within cycling network - # KM of trail network per capita - # Acres of parkland maintained - # Acres of parkland per capita- # Average household distance to a municipal park (in KM) - # Average age of play structures - # AODA compliant parks - % Facilities condition rating AODA compliant facilities - % Proportion of downtown ground floor store fronts as dining and retail - % Community events (both Town and non-Town organized) - # Community partnerships - # Net new physicians - # Recreation program registrants - # Waterpark utilization - % Facility rentals - # Facilities prime time utilization rate - % Facilities off peak utilization rate - % Process/ output indicators: Facility condition assessments completed (rolling 5 year average) - # By-law infractions addressed - # Customer Service, Communication and Engagement Goal: The Town of Tillsonburg will strive for excellence and accountability in government, providing effective and efficient services, information, and opportunities to shape municipal initiatives. Outcome indicators Services available through online channels - # Services available through centralized customer service counter - # Customer satisfaction rate - % Employee engagement rate - % Annual local tax increase - % Tax increase, rolling 4 year average - % Average time for service resolution - # of days Average monthly visits to municipal website Number of public engagement campaigns (Value for money)- see budget surveys Process/ output indicators: Services accessed through digital channels - % Followers on Town social media channels - # Social media engagement rate - % Subscribers to Council highlights and newsletters - # Non-digital Town communications channels - # Intermunicipal service delivery partnerships - # Effectiveness of intermunicipal partnerships After hours service standards (% of services that have after hours standards) Complaints reported - avg # per month Complaints resolved - avg # per month Call volumes - avg # per month Online program registration (recreation) - # Business Attraction, Retention and Expansion Goal: Through community and regional partnerships Tillsonburg will attract and retain a diverse range of businesses, creating employment opportunities for residents and a balanced tax base. Outcome indicators: Jobs created - # Jobs retained - # (through new investment) Business starts/ firm creation growth - # Net new business starts Employment related assessment - % (Commercial/ Industrial) New commercial/ industrial assessment Employment land - # (in acres) Employment land available for commercial development - # (in acres) Employment land available for industrial development - # (in acres) Van Norman Innovation Park, acres sold or developed - # (in acres) Working age population - % Employment participation rate - % Local post secondary training programs - #0 Process/ output indicators: Corporate calls/ site visits completed- # Site selection visits - # Average time, building approval process - # of working days Businesses that accessed COVID support programs - # Funding applications approved through CIP - $ Number of business plan items completed annually (#) Community Growth Goal: The Town of Tillsonburg will accommodate and finance sustainable, responsible growth, welcoming new residents and businesses while retaining the community's unique identity. Outcome indicators: Population growth - % Taxable assessment growth - $ Construction activity - $ Building permit applications - # Total value of building permits - $ Downtown vacancy rate - % Fire response times (in minutes) - # Registered heritage properties - # Land available for industrial development - # (in acres) Land available for commercial development - # (in acres) Land available for residential development - # (in acres) Housing units created as Rent Geared to Income - # Single family detached units - # Semi-detached units - # Rowhouse units - # Multi-residential units - # Secondary units - # Vacancy rate, rental units - # Affordable housing units created Funding applications approved through CIP - $ Public input opportunities in Planning - # Building permit approval time - # of working days Connectivity and Transportation Goal: Tillsonburg residents and businesses will be connected to each other, regional networks and the world through effective traditional and digital infrastructure. Outcome indicators Road condition raiting - PCI average Bridge condition rating - OSIM average Road lane KMs maintained - # Road lane KMs resurfaced/ reconstructued - # Sidewalk KMs maintained - # Sidewalk KMs rehabilitated - # Properties with access to high speed internet - % Average monthly cost, residential internet service - $ T:GO in town transit ridership - # of passenger trips T:GO inter-community ridership - # of passenger trips KM water/ wastewater distribution pipes - # KM stormwater collection pipes - # Stormwater management ponds - # Watermain breaks - # Sewer back ups - # Page 117 of 261 Sinkholes - # Potholes - # Municipal infrastructure funding gap - $ Aircraft movement - # Hangar square footage - # Total rail volume - # Companies acccessing rail - # Page 118 of 261 Town of Tillsonburg Community Strategic Plan Performance Measurement Framework Priority Project Tracking Tool (Progress Indicators) Goal Timeframe* Priority Initiative Status Anticipated Completion Lead Accountability Project Team Project Cost 2021 Budget Allocation Future Years Allocation Staff Resources Dependencies Notes Physician Recruitment Program Construct new playgrounds Community Centre rehabilitation Enhanced tree planting Affordable housing collaboration with Oxford County Partnership for a new splash pad Trail system upgrades Long-term care advocacy Secure a new walk-in clinic Property standards review and enforcement plan Create additional community events Medium-Term Feasibility study for increased/ enhanced cultural amenities Resources subtotal: Continued roll-out of enterprise wide workflow management County-wide service delivery study implementation Consolidated Town Hall initiative Website redevelopment (improved navigation) Mobile application for reporting and services Employee Engagement Strategy Volunteer Recognition Program Youth Engagement Strategy and Youth Advisory Committee Consolidated customer service counter Multi-year budgeting Financial and Environmental Sustainability Plan Municipal service review Resources subtotal: Marketing and build-out of Van Norman Innovation Park Continued roll-out and resourcing for Cloud based permit application system Continued promotion and facilitation of COVID-19 business support programs Continued support for BIA and town-wide businesses during COVID-19 recovery Increase diversity in local manufacturing and other key sectors Boundary expansion initiative Economic Development Strategy Update Corporate-wide rapid response approach for new business opportunities Short-Term Build out of new industrial land purchase Resources subtotal: Ongoing Replenish and grow municipal reserves Boundary expansion initiative Development Charges Study Recreation Master Plan Attainable housing plan Enhanced development standards that benefit the community (incl. tree planting, affordable housing, walkability, livability, connectivity) Identify opportunities for infill development Short-Term Enhanced public engagement in placemaking Downtown Parking Strategy Resourcing review to service growth Resources subtotal: Town participation in regional public transit initiative Asset Management Plan Immediate-Term Airport Master Plan and implementation Transportation Master Plan (includes investigation of truck route and Concession St. extension) Electric vehicle infrastructure study Medium-Term Master Drainage Planning Study Resources subtotal: Resources TOTAL: *Legend: Ongoing = implementation in progress Immediate-Term = 1-3 year implementation start Short-Term = 3-5 year implementation start Medium-Term = 5-10 year implementation start Connectivity and Access: Tillsonburg residents and businesses will be connected to each other, regional networks and the world through effective traditional and digital infrastructure. Ongoing Lifestyle and Amenities: Within the community, Tillsonburg will strive to offer residents - from children to seniors - the amenities, services and attractions they require to enjoy balanced lifestyles Ongoing Immediate-Term Short-Term Ongoing Short-Term Business Attraction, Retention and Expansion: Through community and regional partnerships Tillsonburg will attract and retain a diverse range of businesses, creating employment opportunities for residents and a balanced tax base. Immediate-Term Community Growth: The Town of Tillsonburg will accommodate and finance sustainable, responsible growth, welcoming new residents and businesses while retaining the community's unique identity. Immediate-Term Medium-Term Resources Customer Service, Communication and Engagement: The Town of Tillsonburg will strive for excellence and accountability in government, providing effective and efficient services, information, and opportunities to shape municipal initiatives. Ongoing Immediate-Term Short-Term Page 119 of 261 Page 1 of 2 Subject: Report Number: Choose an item. Click or tap here to enter text. Department: Choose an item. Submitted by: Meeting Type: Council Meeting Meeting Date: Monday, March 8, 2021 RECOMMENDATION BACKGROUND DISCUSSION CONSULTATION FINANCIAL IMPACT/FUNDING SOURCE CORPORATE GOALS How does this report support the corporate goals identified in the Community Strategic Plan? ☐ Lifestyle and amenities ☐ Customer service, communication and engagement ☐ Business attraction, retention and expansion ☐ Community growth Page 120 of 261 Choose an item. Click or tap here to enter text. Page 2 of 2 ☐ Connectivity and transportation ☐ Not Applicable Does this report relate to a specific strategic direction or project identified in the Community Strategic Plan? Please indicate section number and/or any priority projects identified in the plan. ATTACHMENTS Page 121 of 261 COMMUNITY STRATEGIC PLAN | QUICK REFERENCE GUIDE Within the community, Tillsonburg will strive to offer residents the amenities, services and attractions they require to enjoy balanced lifestyles. • Work with Oxford County and community partners to ensure an adequate supply of affordable, attainable housing options. • Provide an expanded, accessible network of parks and trails. • Update municipal sports facilities consistent with modern standards. • Develop a robust, long-term asset management plan to inform evidence- based decisions regarding the maintenance, rehabilitation and replacement of community facilities. • Facilitate the enhancement and diversification of retail and dining opportunities in the downtown. • Increase opportunities to enjoy culture, events and leisure activities in Tillsonburg. • Maintain and enhance programs and facilities to support an active, engaged senior population. • Maintain and enhance programs and facilities to support an active, engaged youth population. • Target new programs, services, amenities and attractions that will be a magnet for young families. • Expand community partnerships in the delivery of programs and amenities. • Preserve and naturalize Lake Lisgar and its surroundings as a community attraction. Lifestyle and Amenities Tillsonburg will strive for excellence and accountability in government, providing effective and efficient services, information and opportunities to shape municipal initiatives. Through community and regional partnerships, Tillsonburg will attract and retain a diverse range of businesses, creating employment opportunities for residents and a balanced tax base. Customer Service, Communication and Engagement • Continue to develop digital service delivery while maintaining counter and telephone channels. • Develop a communications strategy to increase awareness of Council decisions and municipal programs, projects and services. • Increase opportunities and promotion for public engagement in municipal initiatives. • Engage community groups, including advisory committees and service organizations, in shaping municipal initiatives. • Enhance employee engagement and training as the foundation for exceptional customer service. • Explore opportunities for service efficiencies in partnership with adjacent municipalities. • Advocate for community needs with other levels of government. • Position Tillsonburg as a leader in the municipal sector. Business Attraction, Retention and Expansion • Continue to streamline and expedite the building approval process. • Instill an “open for business” culture across the corporation that prioritizes economic development and business attraction. • Ensure adequate supply of “shovel ready” land for business attraction and expansion. • Develop a “made in Tillsonburg” approach to education, training and development based on the workforce needs of current and prospective employers. • Support local businesses in post-COVID-19 recovery. • Explore the feasibility of an enhanced tourism product offering in Tillsonburg. • Facilitate attainable housing options for local employees. Community Growth The Town of Tillsonburg will accommodate and support sustainable growth. • Promote, preserve and enhance the downtown core as the retail centre and community hub for Tillsonburg. • Continue to offer relevant, leading incentives for revitalization and diversification in the downtown and throughout Tillsonburg. • Pursue the acquisition of additional municipal land to accommodate growth. • Plan and develop a long-term financing strategy for new services and infrastructure to support growth. • Work with Oxford County and the development community to proactively plan for a variety of housing options that are affordable and attainable for current and prospective residents. Connectivity and Transportation • Develop a multi-modal transportation network with improved connectivity to the 401 and VIA Rail. • Leverage the municipal airport more effectively to increase access, visibility and business activity in Tillsonburg. • Provide alternatives to automobile travel through active transportation and public transit. • Develop a robust, long-term asset management plan to inform evidence-based decisions on the maintenance, rehabilitation and replacement of municipal infrastructure. • Continue to support and advocate for reliable, affordable and universal access to broadband services. Tillsonburg residents and businesses will be connected to each other, regional networks and the world through effective traditional and digital infrastructure. Page 122 of 261 Page 1 of 2 Subject: September 30, 2021 Report Number: CS 21-23 Department: Corporate Services Department Submitted by: Michelle Smibert, Director of Corporate Services/Clerk Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION WHEREAS the Truth and Reconciliation Commission released its final report on June 2, 2015, which included 94 Calls to Action to redress th e legacy of residential schools and advance the process of Canadian reconciliation; AND WHEREAS the recent discoveries of remains and unmarked graves across Canada have led to increased calls for all levels of government to address the recommendations in the TRC's Calls to Action; AND WHEREAS all Canadians and all orders of government have a role to play in reconciliation; AND WHEREAS Recommendation #80 of the Truth and Reconciliation Commission called upon the federal government, in collaboration with Aboriginal peoples, to establish, as a statutory holiday, a National Day for Truth and Reconciliation to ensure that public commemoration of the history and legacy o f residential schools remains a vital component of the reconciliation process; AND WHEREAS the Federal Government has announced September 30th, 2021, as the first National Day for Truth and Reconciliation (Nationa l Orange Shirt Day) and a statutory holiday; THEREFORE, BE IT RESOLVED THAT the Council of the Town of Tillsonburg does hereby commit to recognizing September 30, 2021, as the National Day for Truth and Reconciliation (National Orange Shirt Day) by sharing the stories of residential school survivors, their families, and communities. Page 123 of 261 CS 21-23 Page 2 of 2 BACKGROUND Recent discoveries of remains and unmarked graves across Western Canada have led to increased calls for all levels of government to immediately address the recommendations in the Truth and Reconciliation Commission's (TRC) Calls to Action. All Canadians and all orders of government have a role to play in reconciliation. The TRC's 94 Calls to Action are addressed primarily to the federal, provincial, and territorial governments but also to municipal governments, the corporate sector, and the broader Canadian society. They cover a wide range of government responsibilities including child welfare, education, language and culture, health, justice, commemoration, museums and archives, training for public servants, and a few specific initiatives related to reconciliation. DISCUSSION The Association of Municipalities of Ontario (AMO) Board of Directors encourages municipal Councils to recognize September 30, 2021 as National Day for Truth and Reconciliation (also known as Orange Shirt Day) with the adoption of the recommendation as proposed in this report. CONSULTATION None. FINANCIAL IMPACT/FUNDING SOURCE None. ATTACHMENTS Appendix A – AMO correspondence Page 124 of 261 Michelle Smibert From: Sent: To: Subject: AMO Communications <Communicate@amo.on.ca> Monday, August 23, 2021 12:29 PM Michelle Smibert AMO Policy Update -Draft Resolution for Municipal Recognition of September 30th as National Day for Truth and Reconciliation, New Municipal Resource Materials CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or on clicking links from unknown senders. AMO Update not displaying correctly? View the online version Add Communicate@amo.on .ca to your safe list AM• Associationof Municipal ities Ontario August 23, 2021 AMO Policy Update -Draft Resolution for Municipal Recognition of September 30th as National Day for Truth and Reconciliation, and New Municipal Resource Materials Recent discoveries of remains and unmarked graves across Western Canada have led to increased calls for all levels of government to immediately address the recommendations in the Truth and Reconciliation Commission's (TRC) Calls to Action. All Canadians and all orders of government have a role to play in reconciliation. The TRC's 94 Calls to Action are addressed primarily to the federal, provincial, and territorial governments but also to municipal governments, the corporate sector, and the broader Canadian s~ciety. They cover a wide range of government responsibilities including child welfare, education, language and culture, health, justice, commemoration, museums and archives, training for public servants, and a few specific initiatives related to reconciliation. At the August 14th Board Meeting, the AMO Board of Directors approved two resource papers to assist municipal councils' efforts to support Truth and Reconciliation. The first resource paper provides an overview of the Truth and Reconciliation C ommission 's (TRC 's) Cal ls to Action that municipal governments can address themselves . 1 Page 125 of 261 The second resource paper provides ideas and options for what municipal leaders , counci ls can do to better support and engage Indigenou s residents and neighbours at this time . These AMO resource papers are meant to be organic and to be revised/updated when appropriate and more municipal resource materials are available. Municipal Recognition of September 30th as National Day for Truth and Reconciliation -Draft Resolution The AMO Board of Directors encourages members to recognize September 30th as National Day for Truth and Reconciliation (also known as Orange Shirt Day with the adoption of the following resolution: WHEREAS the Truth and Reconciliation Commission released its final report on June 2, 2015, which included 94 Calls to Action to redress the legacy of residential schools and advance the process of Canadian reconciliation; AND WHEREAS the recent discoveries of remains and unmarked graves across Canada have led to increased calls for all levels of government to address the recommendations in the TRC's Calls to Action; AND WHEREAS all Canadians and all orders of government have a role to play in reconciliation; AND WHEREAS Recommendation #80 of the Truth and Reconciliation Commission called upon the federal government, in collaboration with Aboriginal peoples, to establish, as a statutory holiday, a National Day for Truth and Reconciliation to ensure that public commemoration of the history and legacy of residential schools remains a vital component of the reconciliation process; AND WHEREAS the Federal Government has announced September 30th , 2021, as the first National Day for Truth and Reconciliation (National Orange Shirt Day) and a s tatutory holiday; THEREFORE, BE IT RESOLVED THAT the Council of the [municipality] of {placename] does hereby commit to recognizing September 30th, 2021, as the National Day for Truth and Reconciliation (National Orange Shirt Day) by sharing the stories of residential school survivors, their families , and communities. AMO's COVID-19 Resources page is being updated continually so you can find critical information in one place. Please send any of your municipally related pandemic questions to covid19@amo.on.ca . *Di sc laimer: The Association of Muni cipaliti es of Ontario (AMO) is unab le t o provid e any warranty r egarding the accuracy or complete ness of third -party submiss ions. Distribution of these items does not imply an en dorsement of th e views, information or services mentioned . 2 Page 126 of 261 Page 1 of 2 Subject: Land Acknowledgement – Town of Tillsonburg Report Number: CS 21-24 Department: Corporate Services Department Submitted by: Michelle Smibert, Director of Corporate Services/Clerk Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT the following land acknowledgment be adopted by Council: “Tillsonburg is located on the traditional territories of Indigenous Peoples and is covered by the Between the Lakes Treaty Number 3 of 1792. I/We would like to acknowledge that we are on the traditional land of the Anishinaabek, Haudenosaunee, and Attawandaron peoples.” BACKGROUND At the meeting held on July 21, 2021, the following resolution was adopted: “THAT staff be directed to prepare a report regarding the development of a Traditional Territory Acknowledgement statement for the Town of Tillsonburg. Said draft Traditional Territory Acknowledgement statement to be included in the report. This acknowledgment would appropriately be incorporated at the beginning of Town and Tillsonburg Council meetings, gatherings, events or presentations, and be printe d on the town’s website. The goal of this statement would be to encourage acknowledgement of the First Peoples who traditional territories we live and work and show recognition and respect for Indigenous people.” DISCUSSION Following this Council direction, Councillor Esseltine provided the Clerk’s Office with information provided by Merley Wheaton on this topic as he is preparing a statement for the Oxford County library. Page 127 of 261 CS 21-24 Page 2 of 2 At the same time, staff at the Museum reached out to the Clerk’s office to advise they have been taking courses and attending seminars regarding how to display/acknowledge Aboriginal artifacts in Community Museum collections. The museum staff is working on a statement for the museum to use p rior to any in-person programming which will be considered/discussed by the Museum Advisory Committee. The Museum Curator has indicated that the statement contained in the recommendation has been confirmed through sources and also discussed with Darin Wynenga, Traditional Knowledge and Land Use Co-ordinator at the Mississaugas of the Credit First Nation. CONSULTATION Darin Wynenga, Traditional Knowledge and Land Use Co -oridinator at the Mississaugas of the Credit First Nation Patty Phelps, Museum Curator Merley Wheaton, Community Librarian, Oxford County Library FINANCIAL IMPACT/FUNDING SOURCE none ATTACHMENTS Appendix A – Map of Oxford County Treaty Areas Page 128 of 261 %&403 %&401 %&401 %&401 %&401 %&401 99119 9953 9936 9922 9920 9959 9954 9918 9951 9935 998 9924 9929 9920 9939929 9959 9959 9922 9959 9955 9919 9914 993 9937 999 9946 992 992 9955 9915 996 9912 9912 998 9913 998 9917 992 992 9926 9920 9918 9932 994 9959 9910 9911 998 9929 9910 99119 9937 9922 9913 996 9924 995 9922 999 9912 9945 9930 994 9933 9917 9936 9916 9928 9916 998 9925 9936 9928 9910 9959 997 9919 9918 9919 999 9959 9940 992995999119 996 99119 9927 996 99119 9927 992 99139946 9915 9947 9923 9934 INGERSOLL WOODSTOCK EASTZORRA-TAVISTOCK BLANDFORD-BLENHEIM ZORRA NORWICH SOUTH-WESTOXFORD TILLSONBURG NORFOLKCOUNTY TOWNSHIPOF NORTHDUMFRIES COUNTYOF BRANT TOWNSHIP OFMALAHIDE MUNICIPALITYOF BAYHAM MUNICIPALITY OFTHAMES CENTRE TOWNSHIPOF WILMOT MUNICIPALITYOF CENTRALELGIN CITY OFSTRATFORDTOWNSHIPOF PERTHSOUTH TOWNSHIP OFPERTH EAST McKeePurchase LondonTownshipPurchase Huron TractPurchase Crown Grant to theSix Nations orHaldimand Tract Betweenthe LakesPurchase Ü06123 Kilometres This map does not reflect actual treaty boundaries and is forillustrative purposes only. The boundaries were createdusing information from Ontario's treaty history and theGovernment of Ontario. Oxford County Treaty Areas Treaty Boundary Between the Lakes Purchase Crown Grant to the Six Nations or Haldimand Tract Huron Tract Purchase London Township Purchase McKee Purchase Oxford County Provincial Highway / Freeway County Road Municipal Road %& 99 Page 129 of 261 Page 1 of 2 Subject: 2021 OILC Debentures Report Number: FIN 21-26 Department: Finance Department Submitted by: Sheena Pawliwec, CPA, CGA, Director of Finance/Treasurer Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT Council receives report FIN 21-26 2021 OILC Debentures; AND THAT Council pass By-Law’s authorizing the Mayor and Treasurer to enter into financing agreements with the Ontario Infrastructure and Lands Corporation for $805,324 & $182,426, respectively, be brought forward for Council consideration. BACKGROUND The Municipal Act requires lower tier governments to arrange capital financing through their upper tier government. A list of our projects that the Town is financing through Oxford County with Ontario Infrastructure and Lands Corporation (OILC) has been submitted. These projects were approved in the 2019 through 2021 fiscal years and will be completed or substantially completed in 202 1. FINANCIAL IMPACT A summary of the capital projects and their respective council approved debt financing are as follows: Page 130 of 261 FIN 21-26 Page 2 of 2 Capital Work Number Approval Year Description of Capital Work Estimated Expenditure Loan Amount 4299 2019 Vehicle - 7400 Plow/wing Truck Unit # 61 $138,113 $138,113 2020-048/060 2020 Fire Communication Equipment 93,589 55,169 2021-062 2021 Vehicle - Building Unit # 39 36,610 36,610 2021-062 2021 Vehicle – Hydro Unit # 65 48,677 48,677 2021-062 2021 Next Generation 911 Equipment 95,000 95,000 2021-068 2021 Radio Communication Towers Equipment 38,397 38,397 2021-062 2021 Vehicle – Parks Unit # 88 93,314 93,314 2021-062 2021 Mower – Cemetery 62,811 62,811 2021-062/080 2021 Vehicle - Water Unit # 28 36,709 36,709 2021-062 2021 Vehicle - Cemetery Unit # 87 164,851 164,851 2021-062 2021 Vehicle - Mini Cargo Van - Facilities 35,673 35,673 TOTAL Application #1642 $843,744 $805,324 2021-080 2021 Elliot Fairburn Roof Replacement $182,426 $182,426 TOTAL Application #1646 $182,426 $182,426 ATTACHMENTS Appendix A – 2021 Borrowing By-Law (A) Appendix B – Sched. B to Borrowing By-Law (A) - OILC 2021 Loan Application No.1642 Appendix C – 2021 Borrowing By-Law (B) Appendix C – Sched. B to Borrowing By-Law (B) - OILC 2021 Loan Application No.1646 Page 131 of 261 The Corporation of the Town of Tillsonburg BY-LAW NUMBER XXXX A BY-LAW TO AUTHORIZE THE SUBMISSION OF AN APPLICATION TO ONTARIO INFRASTRUCTURE AND LANDS CORPORATION (“OILC”) FOR FINANCING CERTAIN ONGOING CAPITAL WORK(S) OF The Corporation of the Town of Tillsonburg (THE “LOWER-TIER MUNICIPALITY”); TO AUTHORIZE TEMPORARY BORROWING FROM OILC TO MEET EXPENDITURES IN CONNECTION WITH SUCH CAPITAL WORK(S); AND TO AUTHORIZE LONG-TERM BORROWING FOR SUCH CAPITAL WORK(S) THROUGH THE ISSUE OF DEBENTURES BY the County of Oxford (THE “UPPER-TIER MUNICIPALITY”) TO OILC WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the “Act”) provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Lower-tier Municipality has passed the by-law(s) enumerated in column (1) of Schedule “A” attached hereto and forming part of this By-law (“Schedule “A”) authorizing the capital work(s) described in column (2) of Schedule “A” (the “Capital Work(s)”) in the amount of the respective estimated expenditure set out in column (3) of Schedule “A”, subject in each case to approval by OILC of the financing for such Capital Work(s) requested by the Lower-tier Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Lower-tier Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the “Regulation”), the Council of the Lower-tier Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the “Updated Limit”), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule “A” (the “Authorized Expenditure” for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, did not cause the Lower-tier Municipality to exceed the Updated Limit, and accordingly the approval of the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Lower-tier Municipality; AND WHEREAS subsection 405(1) of the Act provides, amongst other things, that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of Page 132 of 261 - 2 - debentures if, the municipality is a lower-tier municipality in a regional municipality and it has approved the work and the upper-tier municipality has approved the issue of debentures for the work; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS subsection 401(3) of the Act provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures and accordingly the Lower-tier Municipality intends that the Upper-tier Municipality will issue debentures in respect of the Capital Work(s) and will request that the Upper-tier Municipality do so; AND WHEREAS subsection 403(1) of the Act provides that a by-law of an upper-tier municipality authorizing the issuing of debentures for the purposes or joint purposes of one or more of its lower-tier municipalities may require those lower-tier municipalities to make payments in each year to the upper-tier municipality in the amounts and on the dates specified in the by-law; AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act and subsection 403(7) of the Act provides that all debentures issued under a by-law passed by an upper-tier municipality under section 403 are direct, joint and several obligations of the upper-tier municipality and its lower- tier municipalities; AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining temporary and long-term debt financing in order to meet capital expenditures incurred on or after the year that is five years prior to the year of an application in connection with eligible capital work(s) to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Lower-tier Municipality requested the Upper-tier Municipality to issue debentures for the Capital Work(s) and in this connection the Upper-tier Municipality and the Lower-tier Municipality completed and submitted or is in the process of submitting an application to OILC, as the case may be (the “Application”) to request financing for the Capital Work(s) by way of long -term borrowing pursuant to section 403 of the Act through the issue of debentures by the Upper-tier Municipality to OILC and by way of temporary borrowing by the Lower-tier from OILC pending the issue of such debentures; AND WHEREAS OILC has accepted and has approved or will notify the Lower-tier Municipality only if it accepts and approves the Application , as the case may be; Page 133 of 261 - 3 - AND WHEREAS the Upper-tier Municipality has approved the issue of debentures for the Capital Work(s) to OILC in the maximum aggregate principal amount of $805,324 (the “Debentures”); and OILC has indicated that pending the issue of the Debentures it will provide financing by way of temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); AND WHEREAS the Lower-tier Municipality will enter into a financing agreement with OILC pursuant to the terms of which OILC will provide tempora ry advances to the Lower-tier Municipality in respect of the Capital Work(s); NOW THEREFORE THE COUNCIL OF The Corporation of the Town of Tillsonburg ENACTS AS FOLLOWS: 1. The Council of the Lower-tier Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC, in cooperation with the Upper-tier Municipality, for the financing of the Capital Work(s) by way of temporary borrowing from OILC, pending the issue of the Debentures, in the maximum aggregate principal amount of $805,324 substantially in the form of Schedule “B” hereto and forming part of this By-law, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. 2. The Mayor and the Treasurer are hereby authorized to negotiate and enter into, execute and deliver for and on behalf of the Lower-tier Municipality a financing agreement (a “Financing Agreement”) with OILC that provides for temporary borrowing from OILC under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. 3. The Mayor and the Treasurer are hereby authorized, pending the substantial completion of the Capital Work or of each Capital Work, as the case may be, or as otherwise agreed with OILC, to make temporary borrowings pursuant to section 405 of the Act in respect of the Capital Work or of each Capital Work, as the case may be, on the terms and conditions provided in the Financing Agreement which the Financing Agreement provides that the information contained in the Record, as defined in the Financing Agreement, in respect of such temporary borrowings shall be deemed final, conclusive and binding on the Lower-tier Municipality, and on such other terms and conditions as such authorized officials may agree; and the Treasurer is authorized to sign such certifications as OILC may require in connection with such borrowings in respect of the Capital Work(s); provided that the amount of borrowings allocated to the Capital Work or to each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule “A” in respect of such Capital Work. Page 134 of 261 - 4 - 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Lower-tier Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Lower-tier Municipality, to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Lower-tier Municipality, amounts not exceeding the amounts that the Lower-tier Municipality fails to pay to OILC o n account of any unpaid indebtedness of the Lower-tier Municipality to OILC under any outstanding temporary borrowing and/or the Debentures, as the case may be (the “Obligations”) and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Lower-tier Municipality shall provide for raising in each year as part of the general lower -tier levy the amounts of principal and interest payable in each year under any outstanding temporary borrowing and/or any Debenture outstanding pursuant to the Financing Agreement, to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. (a) The Mayor and the Treasurer are hereby authorized to enter into, execute and deliver the Financing Agreement, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Lower-tier Municipality in order to perform the Obligations of the Lower -tier Municipality under the Financing Agreement, to request and receive any temporary borrowing, and the Treasurer is authorized to affix the Lower-tier Municipality’s municipal seal to any such documents and papers. (b) The money realized in respect of any temporary borrowing for the Capital Work(s) and the Debentures, including any premium, and any earnings derived from the investment of that money after providing for the expenses related to any such temporary borrowing and to the issue of the Debentures by the Upper-tier Municipality, if any, shall be apportioned and applied to the respective Capital Work and to no other purpose except as permitted by the Act. 7. This By-law takes effect on the day of passing. ENACTED AND PASSED this 13th day of September, 2021. ________________________________________ ______________________________________ Stephen Molnar Michelle Smibert MAYOR TOWN CLERK Page 135 of 261 Schedule “A” to By-Law Number XXXX (Ongoing Capital Work(s)) (1) (2) (3) (4) Capital Work Number Description of Capital Work Estimated Expenditure Loan Amount 4299 Vehicle - 7400 Plow/wing Truck Unit # 61 $138,113 $138,113 2020-048/060 Fire Communication Equipment 93,589 55,169 2021-062 Vehicle - Building Unit # 39 36,610 36,610 2021-062 Vehicle – Hydro Unit # 65 48,677 48,677 2021-062 Next Generation 911 Equipment 95,000 95,000 2021-068 Radio Communication Towers Equipment 38,397 38,397 2021-062 Vehicle – Parks Unit # 88 93,314 93,314 2021-062 Mower – Cemetery 62,811 62,811 2021-062/080 Vehicle - Water Unit # 28 36,709 36,709 2021-062 Vehicle - Cemetery Unit # 87 164,851 164,851 2021-062 Vehicle - Mini Cargo Van - Facilities 35,673 35,673 Page 136 of 261 Schedule “B” to By-Law Number XXXX Page 137 of 261 Webloans Loan Application PDF Projects ID SIT Project ID Project Name Construction/Purchase Start Construction/Purchase End Project Cost OILC Loan Amount 1626 1 Vehicle 7400 Plow wing Truck Unit 61 03/01/2020 12/31/2020 $138,113.00 138,113.00 1627 2 Fire Communication Equipment 12/01/2020 12/15/2020 $93,589.00 55,169.00 1628 3 Vehicle Building Unit 39 07/01/2021 08/31/2021 $36,610.00 36,610.00 1629 4 Vehicle Hydro Unit 65 07/01/2021 11/30/2021 $48,677.00 48,677.00 1630 5 Next Generation 911 Equipment 07/01/2021 12/31/2021 $95,000.00 95,000.00 1631 6 Radio Communication Towers Equipment 07/01/2021 12/31/2021 $38,397.00 38,397.00 1632 7 Vehicle Parks Unit 88 07/01/2021 09/30/2021 $93,314.00 93,314.00 1633 8 Mower Cemetery 07/01/2021 11/30/2021 $62,811.00 62,811.00 1634 9 Vehicle Water Unit 28 07/01/2021 01/31/2022 $36,709.00 36,709.00 1635 10 Vehicle Cemetery Unit 87 07/01/2021 02/28/2022 $164,851.00 164,851.00 1636 11 Vehicle Mini Cargo Van Facilities 07/01/2021 04/15/2022 $35,673.00 35,673.00 Details of Project Vehicle 7400 Plow wing Truck Unit 61 FA Number 1642 Application for Tillsonburg, The Corporation of The Town of Project Category Municipal Roads Infrastructure Project Name Vehicle 7400 Plow wing Truck Unit 61 Construction/Purchase Start 03/01/2020 Construction/Purchase End 12/31/2020 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace cab and chassis and re-use body and plow Page 138 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $138,113.00 10 Serial Details of Project Fire Communication Equipment Project Financial Information Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$138,113.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$138,113.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $138,113.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Fire Communication Equipment Construction/Purchase Start 12/01/2020 Construction/Purchase End 12/15/2020 Energy Conservation Project Address 1 80 Concession Street East Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Equipment required to bring on new customers from Shelbourne, Grand Valley, Mimur Melancthon and Fort Erie Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$93,589.00 Page 139 of 261 Required Date Amount Term Type 12/15/2021 $55,169.00 5 Serial Details of Project Vehicle Building Unit 39 Project Financial Information Required Date Amount Term Type 12/15/2021 $36,610.00 5 Serial Other Project Funding / Financing (B): Description Timing Amount Third party contribution Existing $38,420.00 Other Project Funding/Financing Total (B)$38,420.00 OILC Loan Amount (A-B)$55,169.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $55,169.00 Project Category Municipal Other Infrastructure Work Type Administration Project Name Vehicle Building Unit 39 Construction/Purchase Start 07/01/2021 Construction/Purchase End 08/31/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of existing vehicle used by staff in building department Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$36,610.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$36,610.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Page 140 of 261 Details of Project Vehicle Hydro Unit 65 Project Financial Information Required Date Amount Term Type 12/15/2021 $48,677.00 5 Serial Details of Project Next Generation 911 Equipment Long-term Borrowing Total $36,610.00 Project Category Municipal Other Infrastructure Work Type Others Other Description hydro Project Name Vehicle Hydro Unit 65 Construction/Purchase Start 07/01/2021 Construction/Purchase End 11/30/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing hydro utility vehicle Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$48,677.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$48,677.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $48,677.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Next Generation 911 Equipment Page 141 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $95,000.00 5 Serial Details of Project Radio Communication Towers Equipment Construction/Purchase Start 07/01/2021 Construction/Purchase End 12/31/2021 Energy Conservation Project Address 1 80 Concession Street East Project Address 2 City / Town Tillsonburg Province ON Postal Code Description 911 softphones for the E9-1-1 transition from BCM to IP office preparation for Next Generation 911 Comments and/or Special Requests Project Life Span (Years)20 Project Cost (A)$95,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$95,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $95,000.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Radio Communication Towers Equipment Construction/Purchase Start 07/01/2021 Construction/Purchase End 12/31/2021 Energy Conservation Project Address 1 80 Concession Street East Project Address 2 City / Town Tillsonburg Page 142 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $38,397.00 15 Serial Details of Project Vehicle Parks Unit 88 Province ON Postal Code Description Replace obsolete radio equipment at radio communications towers located at Tillsonburg water reservoir and Tillsonburg Customer Service Centre Comments and/or Special Requests Project Life Span (Years)15 Project Cost (A)$38,397.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$38,397.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $38,397.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Parks Project Name Vehicle Parks Unit 88 Construction/Purchase Start 07/01/2021 Construction/Purchase End 09/30/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing vehicle used in parks services Comments and/or Special Requests Page 143 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $93,314.00 10 Serial Details of Project Mower Cemetery Project Financial Information Project Life Span (Years)15 Project Cost (A)$93,314.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$93,314.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $93,314.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Cemetery Project Name Mower Cemetery Construction/Purchase Start 07/01/2021 Construction/Purchase End 11/30/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Boom flail mower attachment for Unit #88 Comments and/or Special Requests Project Life Span (Years)15 Project Cost (A)$62,811.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 Page 144 of 261 Required Date Amount Term Type 12/15/2021 $62,811.00 5 Serial Details of Project Vehicle Water Unit 28 Project Financial Information Required Date Amount Term Type 04/15/2022 $36,709.00 5 Serial OILC Loan Amount (A-B)$62,811.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $62,811.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Water services Project Name Vehicle Water Unit 28 Construction/Purchase Start 07/01/2021 Construction/Purchase End 01/31/2022 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing vehicle used in water services Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$36,709.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$36,709.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $36,709.00 Page 145 of 261 Details of Project Vehicle Cemetery Unit 87 Project Financial Information Required Date Amount Term Type 04/15/2022 $164,851.00 10 Serial Details of Project Vehicle Mini Cargo Van Facilities Project Category Municipal Other Infrastructure Work Type Others Other Description Cemetery Project Name Vehicle Cemetery Unit 87 Construction/Purchase Start 07/01/2021 Construction/Purchase End 02/28/2022 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing vehicle used in cemetery services Comments and/or Special Requests Project Life Span (Years)12 Project Cost (A)$164,851.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$164,851.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $164,851.00 Project Category Municipal Other Infrastructure Work Type Administration Project Name Vehicle Mini Cargo Van Facilities Construction/Purchase Start 07/01/2021 Page 146 of 261 Project Financial Information Required Date Amount Term Type 04/15/2022 $35,673.00 5 Serial Debt and Re-payments Summary Non Re-payments of Loans or Debenture OILC Loan Repayment Information Construction/Purchase End 04/15/2022 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description New cargo van vehicle for facilities division carrying tools Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$35,673.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$35,673.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $35,673.00 Has there been any new/undisclosed debt acquired since last FIR was submitted? Yes No Please describe any re-financing plans for any existing "interest only" debt, if applicable. In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. Please indicate the source(s) of revenue you plan to use to repay the OILC Loan Taxation 77.00 Page 147 of 261 Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application. OILC requires originals as noted below to be mailed or couriered. Also, please retain a copy of all documents submitted to OILC for your records. To obtain templates for documents see listed below. Loan Application Signature Page signed and dated by the appropriate individual (original to be submitted) Certificate and sealed copy of OILC template By-law authorizing project borrowing and applying for a loan (original with seal) Certificate of Treasurer Regarding Litigation using the OILC template (original, signed & sealed) Updated Certified Annual Repayment Limit Calculation (original) I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential, subject to any applicable laws or rules of a court or tribunal having jurisdiction. Infrastructure Ontario This site is maintained by Infrastructure Ontario, a Government of Ontario crown agency. Privacy | Important Notices | info@infrastructureontario.ca Copyright © Queen’s Printer for Ontario, 2021 | Accessibility User Fees 23.00 Service Charges 0.00 Development Charges 0.00 Connection Fees 0.00 Repayment Subsidies 0.00 Other Total 100.00% Page 148 of 261 The Corporation of the Town of Tillsonburg BY-LAW NUMBER XXXX A BY-LAW TO AUTHORIZE THE SUBMISSION OF AN APPLICATION TO ONTARIO INFRASTRUCTURE AND LANDS CORPORATION (“OILC”) FOR FINANCING CERTAIN ONGOING CAPITAL WORK(S) OF The Corporation of the Town of Tillsonburg (THE “LOWER-TIER MUNICIPALITY”); TO AUTHORIZE TEMPORARY BORROWING FROM OILC TO MEET EXPENDITURES IN CONNECTION WITH SUCH CAPITAL WORK(S); AND TO AUTHORIZE LONG-TERM BORROWING FOR SUCH CAPITAL WORK(S) THROUGH THE ISSUE OF DEBENTURES BY the County of Oxford (THE “UPPER-TIER MUNICIPALITY”) TO OILC WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the “Act”) provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Lower-tier Municipality has passed the by-law(s) enumerated in column (1) of Schedule “A” attached hereto and forming part of this By-law (“Schedule “A”) authorizing the capital work(s) described in column (2) of Schedule “A” (the “Capital Work(s)”) in the amount of the respective estimated expenditure set out in column (3) of Schedule “A”, subject in each case to approval by OILC of the financing for such Capital Work(s) requested by the Lower-tier Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Lower-tier Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the “Regulation”), the Council of the Lower-tier Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the “Updated Limit”), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule “A” (the “Authorized Expenditure” for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, did not cause the Lower-tier Municipality to exceed the Updated Limit, and accordingly the approval of the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Lower-tier Municipality; AND WHEREAS subsection 405(1) of the Act provides, amongst other things, that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of Page 149 of 261 - 2 - debentures if, the municipality is a lower-tier municipality in a regional municipality and it has approved the work and the upper-tier municipality has approved the issue of debentures for the work; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS subsection 401(3) of the Act provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures and accordingly the Lower-tier Municipality intends that the Upper-tier Municipality will issue debentures in respect of the Capital Work(s) and will request that the Upper-tier Municipality do so; AND WHEREAS subsection 403(1) of the Act provides that a by-law of an upper-tier municipality authorizing the issuing of debentures for the purposes or joint purposes of one or more of its lower-tier municipalities may require those lower-tier municipalities to make payments in each year to the upper-tier municipality in the amounts and on the dates specified in the by-law; AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act and subsection 403(7) of the Act provides that all debentures issued under a by-law passed by an upper-tier municipality under section 403 are direct, joint and several obligations of the upper-tier municipality and its lower- tier municipalities; AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining temporary and long-term debt financing in order to meet capital expenditures incurred on or after the year that is five years prior to the year of an application in connection with eligible capital work(s) to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Lower-tier Municipality requested the Upper-tier Municipality to issue debentures for the Capital Work(s) and in this connection the Upper-tier Municipality and the Lower-tier Municipality completed and submitted or is in the process of submitting an application to OILC, as the case may be (the “Application”) to request financing for the Capital Work(s) by way of long -term borrowing pursuant to section 403 of the Act through the issue of debentures by the Upper-tier Municipality to OILC and by way of temporary borrowing by the Lower-tier from OILC pending the issue of such debentures; AND WHEREAS OILC has accepted and has approved or will notify the Lower-tier Municipality only if it accepts and approves the Application , as the case may be; Page 150 of 261 - 3 - AND WHEREAS the Upper-tier Municipality has approved the issue of debentures for the Capital Work(s) to OILC in the maximum aggregate principal amount of $182,426 (the “Debentures”); and OILC has indicated that pending the issue of the Debentures it will provide financing by way of temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); AND WHEREAS the Lower-tier Municipality will enter into a financing agreement with OILC pursuant to the terms of which OILC will provide tempora ry advances to the Lower-tier Municipality in respect of the Capital Work(s); NOW THEREFORE THE COUNCIL OF The Corporation of the Town of Tillsonburg ENACTS AS FOLLOWS: 1. The Council of the Lower-tier Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC, in cooperation with the Upper-tier Municipality, for the financing of the Capital Work(s) by way of temporary borrowing from OILC, pending the issue of the Debentures, in the maximum aggregate principal amount of $182,426 substantially in the form of Schedule “B” hereto and forming part of this By-law, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. 2. The Mayor and the Treasurer are hereby authorized to negotiate and enter into, execute and deliver for and on behalf of the Lower-tier Municipality a financing agreement (a “Financing Agreement”) with OILC that provides for temporary borrowing from OILC under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. 3. The Mayor and the Treasurer are hereby authorized, pending the substantial completion of the Capital Work or of each Capital Work, as the case may be, or as otherwise agreed with OILC, to make temporary borrowings pursuant to section 405 of the Act in respect of the Capital Work or of each Capital Work, as the case may be, on the terms and conditions provided in the Financing Agreement which the Financing Agreement provides that the information contained in the Record, as defined in the Financing Agreement, in respect of such temporary borrowings shall be deemed final, conclusive and binding on the Lower-tier Municipality, and on such other terms and cond itions as such authorized officials may agree; and the Treasurer is authorized to sign such certifications as OILC may require in connection with such borrowings in respect of the Capital Work(s); provided that the amount of borrowings allocated to the Capital Work or to each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule “A” in respect of such Capital Work. Page 151 of 261 - 4 - 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Lower-tier Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Lower-tier Municipality, to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Lower-tier Municipality, amounts not exceeding the amounts that the Lower-tier Municipality fails to pay to OILC on account of any unpaid indebtedness of the Lower-tier Municipality to OILC under any outstanding temporary borrowing and/or the Debentures, as the case may be (the “Obligations”) and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Lower-tier Municipality shall provide for raising in each year as part of the general lower -tier levy the amounts of principal and interest payable in each year under any outstanding temporary borrowing and/or any Debenture outstanding pursuant to the Financing Agreement, to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. (a) The Mayor and the Treasurer are hereby authorized to enter into, execute and deliver the Financing Agreement, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Lower-tier Municipality in order to perform the Obligations of the Lower -tier Municipality under the Financing Agreement, to request and receive any temporary borrowing, and the Treasurer is authorized to affix the Lower-tier Municipality’s municipal seal to any such documents and papers. (b) The money realized in respect of any temporary borrowing for the Capital Work(s) and the Debentures, including any premium, and any earnings derived from the investment of that money after providing for the expenses related to any such temporary borrowing and to the issue of the Debentures by the Upper-tier Municipality, if any, shall be apportioned and applied to the respective Capital Work and to no other purpose except as permitted by the Act. 7. This By-law takes effect on the day of passing. ENACTED AND PASSED this 13th day of September, 2021. ________________________________________ ______________________________________ Stephen Molnar Michelle Smibert MAYOR TOWN CLERK Page 152 of 261 Schedule “A” to By-Law Number XXXX (Ongoing Capital Work(s)) (1) (2) (3) (4) Capital Work Number Description of Capital Work Estimated Expenditure Loan Amount 2021-080 Elliot Fairburn Roof Replacement $182,426 $182,426 Page 153 of 261 Schedule “B” to By-Law Number XXXX Page 154 of 261 Webloans Loan Application PDF Projects ID SIT Project ID Project Name Construction/Purchase Start Construction/Purchase End Project Cost OILC Loan Amount 1641 1 Elliot Fairburn Roof Replacement 09/01/2021 12/01/2021 $182,426.00 182,426.00 Details of Project Elliot Fairburn Roof Replacement Project Financial Information FA Number 1646 Application for Tillsonburg, The Corporation of The Town of Project Category Municipal Other Infrastructure Work Type Police Project Name Elliot Fairburn Roof Replacement Construction/Purchase Start 09/01/2021 Construction/Purchase End 12/01/2021 Energy Conservation Project Address 1 31 Earle Street Project Address 2 City / Town Tillsonburg Province ON Postal Code N4G 2M3 Description Roof replacement at the Elliot Fairbairn Centre Comments and/or Special Requests Project Life Span (Years)20 Project Cost (A)$182,426.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 Page 155 of 261 Required Date Amount Term Type 12/15/2021 $182,426.00 20 Serial Debt and Re-payments Summary Non Re-payments of Loans or Debenture OILC Loan Repayment Information OILC Loan Amount (A-B)$182,426.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $182,426.00 Has there been any new/undisclosed debt acquired since last FIR was submitted? Yes No Please describe any re-financing plans for any existing "interest only" debt, if applicable. In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. Please indicate the source(s) of revenue you plan to use to repay the OILC Loan Taxation 100.00 User Fees 0.00 Service Charges 0.00 Development Charges 0.00 Connection Fees 0.00 Repayment Subsidies 0.00 Other Total 100.00% Page 156 of 261 Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application. OILC requires originals as noted below to be mailed or couriered. Also, please retain a copy of all documents submitted to OILC for your records. To obtain templates for documents see listed below. Loan Application Signature Page signed and dated by the appropriate individual (original to be submitted) Certificate and sealed copy of OILC template By-law authorizing project borrowing and applying for a loan (original with seal) Certificate of Treasurer Regarding Litigation using the OILC template (original, signed & sealed) Updated Certified Annual Repayment Limit Calculation (original) I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential, subject to any applicable laws or rules of a court or tribunal having jurisdiction. Infrastructure Ontario This site is maintained by Infrastructure Ontario, a Government of Ontario crown agency. Privacy | Important Notices | info@infrastructureontario.ca Copyright © Queen’s Printer for Ontario, 2021 | Accessibility Page 157 of 261 Page 1 of 3 Subject: A&W Noise Mitigation Report Number: OPD 21-36 Department: Operations and Development Department Submitted by: Geno Vanhaelewyn, Chief Building Official Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT report OPD 21-36 A&W Noise Mitigation be received as information. BACKGROUND At the June 14, 2021 meeting of Tillsonburg Town Council, the following resolution was passed: Resolution # 2021-271 Moved By: Councillor Gilvesy Seconded By: Councillor Parker THAT Council receives the delegation Mr. Tom Lamos as information. AND THAT a report be brought forward to Council which includes information on a noise study and any recommendations for noise mitigation in this area such as a sound barrier wall. The following minutes of the June 14, 2021 meeting of Town Council were recorded: “Thomas Lamos appeared before Council to complain about noise created by the A&W restaurant drive thru at 535 Broadway. Mr. Lamos asked that the Town require the A&W restaurant to close the drive thru at 11:00 p.m. under the noise by-law. Mr. Lamos noted that the noise has been an issue since 2013 each evening between 11:00 p.m. to 3:30 a.m. year round. Opportunity was provided for comments and questions from Council. Page 158 of 261 OPD 21-36 Page 2 of 3 The mover indicated the intent of the motion is that staff provide information on noise studies conducted in the past if applicable, whether staff recommend a noise study be conducted and recommendations for noise mitigation. Staff noted that a lack of staff resources after hours inhibits the Town's ability to effectively enforce the noise by-law in this situation. Staff have made the OPP aware of the situation and had asked the delegate to notify the OPP after hours when the issue is of concern.” Attached Council reports DCS 13-77 & DCS 14-13 provide additional background information back to 2013. DISCUSSION Staff reviewed the approved site plan file for A&W in 2013 and confirmed that the site was developed according to the approved plan, which was recommended by the development committee and approved by Council. A noise study was not required at that time but a specific planting strip was required to mitigate noise. The expected cost to retain a consultant to complete a noise study for the existing drive- thru at this time is approximately $4,000.00 + HST. Any mitigation measures/recommendations would be provided in the noise study. Pervious research in 2013/2014 found that the estimated construction of a noise wall could range anywhere from $60,000 – $80,000 +HST. Staff reviewed noise complaints from 2020 to present related to the A&W site and found that the following complaints were made to the Town and OPP on the following dates: - June 10, 2020 - OPP - June 25, 2020 – By-Law - June 26, 2020 – By-Law - July 24, 2020 - OPP - August 28, 2020 - OPP - August 30, 2020 - OPP - January 10, 2021- OPP Based on the registered complaints, staff are not of the opinion that a noise study is warranted. Staff are also not aware of the Town completing post development noise studies in the past for site specific noise complaints and therefore would not recommend this course Page 159 of 261 OPD 21-36 Page 3 of 3 of action as this would set precedence for future noise complaints/inquires particularly where residential uses converge with commercial, industrial and institutional. Staff recommend that excessive noise disturbances continue to be logged when experienced and that staff or OPP investigate, mediate, and enforce as required. Noise By-Law mediation and enforcement will certainly reduce unwarranted disturbance and activity, however, this is not a guarantee as staff and OPP do not have immediate and direct control over public’s activity. Once a noise disturbance has taken place, action can be taken to stop/prevent the noise, however, this does guarantee or prevent any future noise disturbances. By-Law staff are not aware that the enforcement of the Noise By-Law would allow for provisions to prevent hours of operation and are uncertain at this time if there are other potential avenues such as the Business By-Law, etc. CONSULTATION Consultation with By-law staff and OPP were completed. Acoustical consultant firms were contacted to obtain noise study quotations. FINANCIAL IMPACT/FUNDING SOURCE Funding is not available in the 2021 budget for noise studies and/or mitigation. ATTACHMENTS Appendix A – DCS 13-77 Noise By-Law Issues A&W & Allen Street Citizens Appendix B – DCS 14-13-A&W Noise – Sound Barrier and MOE Investigation Appendix C – MOE Correspondence Page 160 of 261 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES Report Title:Noise Issues -A & W and Allen Street Citizens Report No.:DCS 13-77 Author:LISA VANDERWALLEN Meeting Type:COUNCIL MEETING Council Date:OCTOBER 15,2013 Attachments: MINUTES FROM JULY 16 2013 MEETING MINUTES FROM AUGUST 13 2013 MEETING RECOMMENDATION: THAT council receives DCS 13-77 Noise Issues -A & W and Allen Street Citizens report as information. EXECUTIVE SUMMARY Town staff has received various complaints from citizens of Allen Street about noise issues as a result of the recent conversion to 24 -hour drive thru at the Broadway Street A & W restaurant. DCS 13-77 summarizes for council,the results of the complaints and subsequent attempts at resolution. BACKGROUND In the spring of 2013, the A & W restaurant on Broadway Street converted the hours of its drive thru from 7am –11pm to 24 hour operation.Since this transition, citizens living on Allen Street, located behind the restaurant,have complained to Town staff about noise related issues and various concerns for their properties, as they see the 24 Drive Thru as disruptive.Management from A & W, citizens from Allen Street, and Town Staff met on July 16th 2013 and August 13th 2013 to share concerns and have attempted to find solutions. On top of meeting with all involved parties, Town staff has investigated all bylaw complaints made to the office. Noise Bylaw Issues: Brought first to the attention of the municipal bylaw enforcement officer, the first noise bylaw complaints in the spring of 2013 included a few specific issues which warranted investigation.A complaint about the dumpsters being emptied too early on April 26 th 2013 led to an investigation into the waste removal contractor who assured Town officials that the contractor’s GPS-tracked vehicles showed that the dumpster was emptied in error too Page 161 of 261 Page 2 /3 CAO early that day since a new driver was on the route. The contractor assured Town staff that it would never happen again. The residents of Allen Street have complained about disruptive clientele in the late night hours, particularly on weekends and have phoned Oxford County OPP at various times. A call made about an incident on July 12th 2013 resulted in Police visiting the scene, but no charges were laid and the reporting officer informed Town st aff that neither the customers nor the A & W employees were violating any bylaws. Neighbouring citizens have called in with complaints about the volume of the speaker box for ordering food and have also issued complaints about the running of engines. Attempting to find a resolution,the volume of the speaker box was adjusted by A & W to a lower level and the restaurant has committed to posting signage to encourage people to minimize noise. Concerns raised about the enforcement of bylaw violations were ad dressed by Town staff in investigations and presented to stakeholders in the meetings on July 16 th 2013 and August 13th 2013. Residents wanted affirmation that OPP enforce Town bylaws after hours and had questions about follow-up to reports made to the OPP. The Town Bylaw Enforcement Officer clarified that OPP do enforce bylaws after hours and that all calls made to the OPP have not resulted in any arrests or tickets issued. Site Plan and Zoning Issues: Inquiries have been made into the original development of the Site and Town Staff have investigated questions raised by Allen Street citizens. Namely, citizens have had specific concerns about the Site Plan itself, the approval process of this Site Plan, and have questioned the planning decisions vis-à-vis the zoning bylaw.Questions were raised about why the Town allowed for the development of the A & W, over supposedly proposed other developments (citizens suggested that an office building was proposed and rejected by the Town).Under the current zoning bylaw, the site is zoned as Service Commercial which allows for drive thru facilities, and so the restaurant is compliant to the zoning bylaw. Citizens questioned why the call box is so close to their homes, and remembered a meeting with the Town’s previous planner and claimed that the original Site Plan drawings showed a call box located further from their homes, closer to Broadway Street.They also wondered why more shrubs and trees weren’t planted at the rear of the restaurant property. Investigating these questions, the Town’s Chief Building Officials checked the council approved Site Plan. At a meeting on August 13th 2013, the Chief Building Official presented the approved Site Plan and confirmed that the site was developed according to the approved plan, which was recommended by the development committee and approved by council. Property Damage and Devaluation: Citizens have complained that their properties have been damaged by late night customers loitering around the restaurant late and night. Claims have been made about damaged fences and composters. There has also been concerns raised about garbage left around the properties and a general lack of privacy since the drive thru is so close to th eir homes. The citizens have voiced that they believe their property values have dropped considerably since the transition to 24 hour drive thru. Page 162 of 261 Page 3 /3 CAO A & W Restaurant Response: At meetings with Town staff and Allen Street citizens, A & W provided a response to the various concerns. A & W affirmed its commitment to being good neighbours in the community. The transition to 24 hour drive thru occurred in an attempt to generate more business for the restaurant and the company claims that remaining open 24 hours is profitable, and unlikely to change. A & W says that the restaurant sees about 250 cars during the overnight during an average week, the majority of which are shift workers coming in late to get food during their lunch breaks. A & W has conferred with their corporate offices to find solutions and have o ffered to post signs reminding people to be quiet and conscious of the neighbours nearby.The volume of the speaker box has been turned down and A & W has assured Town staff that the staffing at night are mature and have been given additional training for special late night issues which may arise. Proposed Solutions: Looking to find a resolution, meetings in July and August facilitated by Town staff have allowed conversation between complainants and the restaurant. The request for the restaurant to move to original drive thru operating hours (7am –11pm) has been rejected by A & W and 24 hour operation will resume.Proposals for further changes to the call box will likely not be sufficient for resolving the overall problems. A noise barrier fence has been proposed and is currently being investigated by Town staff. A referral has been made to the Minister of the Environment and Oxford County OPP have been involved throughout the entire investigation. APPROVALS Author Name/Signature Lisa VanderWallen Date:September 19,2013 Director Name/Signature David Calder Date: September 27, 2013 Finance Name/Signature Date: Page 163 of 261 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES Report Title: A & W Noise – Sound Barrier and MOE Investigation Report No.: DCS 14-13 Authors: Lisa VanderWallen Geno Vanhaelewyn Meeting Type: COUNCIL MEETING Council Date: APRIL 14, 2014 – DEFERRED FROM COUNICL MARCH 10, 2014 Attachments: DCS 13-77, SOUND BARRIER QUOTATION GUIDELINES, MOE CORRESPONDENCE RECOMMENDATION: THAT council receives “DCS 14-13 A & W Noise – Sound Barrier and MOE Investigation” report as information. EXECUTIVE SUMMARY: As presented to council in report DCS 13-77: in 2013, the A & W restaurant on Broadway Street converted the hours of its drive thru to 24 hour operation, prompting citizens living on Allen Street to complain to Town staff about noise related issues and various concerns for their properties. Proposed solutions in report DCS 13-77, presented to council in October of 2013, suggested that: “a noise barrier fence has been proposed and is currently being investigated by Town staff; and a referral has been made to the Ministry of the Environment (MOE)”. Following up from the October 2013 report, the purpose of this submission is to update council on findings from a noise investigation from the MOE and elaborate on noise barrier fence options. Council also requested that this report include information on revising the noise by-law to determine if an amendment is possible and asked staff to contact the Police Services Board for addressing OPP patrolling of the area. RESULTS FROM MINISTRY OF ENVIRONMENT INVESTIGATION: Requested by the Town By-law enforcement officer, MOE Environmental Officer Pawel Kucharski met with a complainant from Allen Street and conducted an investigation. Admitting that MOE investigations are limited to only dealing with stationary sources and cannot limit the noises from transportation corridors, Mr. Kucharski conducted readings and recorded observations at the A & W site on December 11, 2013. The complainant’s request that the MOE return to do tests in the summer to measure noises from customers in the Page 164 of 261 Page 2 / 3 CAO parking lots was rejected by MOE, since they do not have jurisdiction to regulate noisy people. After conducting a number of tests, Mr. Kucharski came to the conclusion that the only excess of noise levels observed was when loud vehicles drove past on Broadway (18 wheelers, 4x4’s) and when the complainant’s forced air furnace exhaust came on. Readings on vehicles going through the drive thru resulted in noise levels less than 45 dB, which included motors running, the speaker, and the person to person conversation at the window. MOE informed the complainant of the results of their investigation and recommended for the file to be closed. More information can be found in the attachment to this report titled “MOE Correspondence”. NOISE FENCE PROPOSALS: Looking first to the MOE for advice on effective noise barriers, research revealed that a barrier used as a noise control measure must have a height high enough so as to obstruct the sight line between the source of noise and the receiver and must include a surface density of 20 kg/m2. Consultation with different installers of sound walls confirms that a major strategy for noise mitigation includes separating the sight line with a barrier wall. For the application required for A & W, the sound barrier would have to intersect the sight line between the bedroom windows of the Allen Street citizens and the drive through lanes, with emphasis on the call box area. Contacting three different installers of sound barrier fences, estimated prices for this specific noise barrier ranged from $60,000.00 to $78,000.00. More details are found in the report attached, “Sound Barrier Quotation Guidelines”. NOISE BY-LAW REVIEW AND POLICE SERVICES BOARD RESPONSE: By-laws within the Town are subject to periodic review and are updated based on the needs of the Town and to ensure compliance to relevant provincial legislation. The noise by-law is scheduled to be updated and possibly amended in the fall of 2014. The Police Services Board has been contacted to request that the issue is raised with the Tillsonburg detachment of the Ontario Provincial Police to patrol the area more frequently. Additionally, direct contact has been made between Town staff and the OPP Inspector and Staff Sergeant to ensure that OPP continues to respond to noise by-law violations after hours. FINANCIAL IMPACT/FUNDING SOURCE The estimated cost of a sound barrier is $60,000 to $80,000 + HST. Funding for this item is not included in the 2014 approved budget. APPROVALS Author Name/Signature Lisa VanderWallen Date: February 27, 2014 Director Name/Signature David Calder Date: March 3, 2014 Finance Name/Signature Darrell Eddington Date: March 5, 2014 Page 165 of 261 Page 3 / 3 CAO Page 166 of 261 Page 167 of 261 Page 168 of 261 Page 1 of 3 Subject: Building Inspector Intern Contract Extension Report Number: OPD 21-37 Department: Operations and Development Department Submitted by: Geno Vanhaelewyn, Chief Building Official Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT report OPD 21-37 Building Inspector Intern Contract Extension, be received as information; AND THAT Council continues to support the requirements set in the Ontario Building Code Act to ensure adequate staffing are in place to administer the Ontario Building Code; AND THAT Council directs staff to extend the Building Inspector Intern contract until March 15, 2022; AND THAT Council approves the additional 2021 funding for this position in the amount of $8,400 to be funded by the direct increase in permit revenue/surplus; AND THAT Council authorizes the pre-budget approval for 2022 to fund this position in the amount of $14,400 to be supported by the building permit reserve. BACKGROUND In September of 2019 Building Services staff recommended the establishment of an intern inspector position to deal with the increase in building permit activity which was approved by Council. At that time it was uncertain if the increase in activity would continue and thus an interim solution was presented. Page 169 of 261 OPD 21-37 Page 2 of 3 The intern position was initially approved for 18 months and was subsequently extended through budget approvals based on Building Permit Obligatory Reserve funding. The intern position contract is now subject to end on October 31, 2021. DISCUSSION With the continued and ongoing increase in development and permit activities experienced since 2019 the ongoing need for this position is essential. This year Council supported Building Services and development activity in Q1 by approving an additional Building Inspector II position. This position was recently filled at the end of July and will focus on plans examination and inspections. The Building Inspector Intern position provides service related to permit intake/tracking, zoning review, customer service inquiries, deposit returns, plans review for smaller residential projects, etc. In order to avoid service level interruptions, staff recommend that this position’s contract be extended until March 15, 2022 which will provide time to reevaluate Building Services staffing needs during the 2022 budget deliberations. CONSULTATION Builders/developers have advised staff of their concerns rela ted to extended timeframes for permit review and issuance. A review of existing and anticipated planning applications was completed with the County Planner related to expected ongoing activity. FINANCIAL IMPACT/FUNDING SOURCE The proposed extension of the contract for the remainder of 2021 (November 1 – December 31) will result in an increase of $8,400 in part time expenditures that was not accounted for in the approved 2021 budget. The proposed extension of the contract into 2022 (January 1 – March 15) will result in a 2022 pre-budget approval request of $14,400 in part-time labour. 2021 permit revenue at the end of the second quarter in the amount of $768,553 has already surpassed the 2021 annual budgeted figure of $750,000, and the Q2 Budget vs Actual operating plan financials for Building is currently reflecting a $381,685 surplus. The surplus is a direct result of increased building permit activity/permit revenue. Page 170 of 261 OPD 21-37 Page 3 of 3 The proposed contract extension for 2021 will be funded by the direct increase in permit revenue/surplus identified above and the 2022 pre-budget approval can be supported by the building permit reserve that currently has $861,065 available to support any operational requirements, if needed. ATTACHMENTS None Page 171 of 261 Page 1 of 4 Subject: Tillsonburg Regional Airport Management Services Report Number: OPD 21-38 Department: Operations and Development Department Submitted by: Carlos Reyes, Director of Operations and Development Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT report OPD 21-38 Tillsonburg Regional Airport Management Services, be received as information; AND THAT Council Authorizes the award of a one-year contract to The Loomex Group for the provision Management Services for the Tillsonburg Regional Airport. BACKGROUND The Tillsonburg Regional Airport, code name CYTB, is classified as a registered aerodrome owned and operated by the Town of Tillsonburg and governed by Town Council and advised by the Tillsonburg Airport Advisory Committee (TAAC). The airport primarily serves flight training providers, private and corporate aircraft owners and operators, charters and aerial work activities and flying clubs and gliders. Tillsonburg Regional Airport is supported by an air terminal building that houses the airport administration office, a restaurant, boardroom, washrooms and leasable space which is currently occupied by the Tillsonburg Flying School. CYTB is home to 74 aircraft (mainly general aviation piston aircraft) stored in 26 stand-alone hangars and 2 buildings of 10 and 4 T-Hangars. Currently, YTB host six (6) aviation-related businesses and organizations which support General Aviation activity throughout south -central Ontario. Airport operations are overseen by an Airport Administrator and three (3) part-time airport attendants who reports to the Manager of Public Works, who in turn reports to the Town’s Director of Operations and Development. Page 172 of 261 OPD 21-38 Page 2 of 4 On August 18, 2021, the Airport Administrator announced her retirement effective on August 20th, 2021 after 17 years working for the Town. In addition, one of the part -time attendants also provided his resignation effective September 3rd, 2021. DISCUSSION The airport is operated under the umbrella of the Town’s Operations Department and maintenance resources (equipment and personnel) are p rovided to the Airport by the Public Works division. As part of the investigations for the 2021Tillsonburg Regional Airport Master Plan , Staff requested proposals from two companies providing Airport management services in Ontario. A summary of the proposals received is included below: Organization / Company 2021 Approved Budget (Salaries) 2022 Projected Budget Town of Tillsonburg Staff $122,600 $125,665 The Loomex Group $120,000 Phoenix AMG Inc $132,512 The proposal from the Loomex Group includes: • Ensure daily (eight (8) hours a day) operations 361 days a year (four (4) days of civic holiday) • Provide an Airport Manager 40 hours per week (inclusive of statutory holidays) plus emergency call outs. These hours can be flexible to meet airport requirements (more in the summer, less in the winter). • Provide an assistant Airport Manager 16 hours per week (inclusive of statutory holidays) plus emergency call outs. These hours can be flexible to meet airport requirements (more in the summer, less in the winter). • Project Lead 3 hours per week (compliance, customer relations, training). • Access to Additional Resources as Required as Support Staff (vacation replacement, health replacement, extra staff needed during events). • Provide business development support to attract and manage new investment and tenants. The Loomex Group offers over 250 years of combined leadership experience in aviation, emergency management, education and marketing to airports and aviation businesses with over 30 staff members. The Loomex Group specializes in services geared towards the needs of airports with a team consisting of pilots, airport managers, emergency management professionals, health and safety officers, business development professionals, quality assurance and SMS leaders, aircraft maintenance, administrators and marketers. Page 173 of 261 OPD 21-38 Page 3 of 4 As a company that operates several airports, including one of the busiest small airports in Canada, The Loomex Group interacts with regulations, safety manuals and regulatory bodies daily. As the contracted operator of seven (7) municipally run airports, The Loomex Group team demonstrates its familiarity and active awareness of civil aviation daily. In addition, The Loomex Group has time-tracking software for specific jobs that are processed weekly and monitored monthly for airports. Staff recommendation to Council is to award the Loomex Group the provision of one- year Management Services for the Tillsonburg Regional Airport starting September 27, 2021. CONSULTATION As part of developing the 2021 Tillsonburg Regional Airport Master Plan update, an outreach and consultation series was conducted. It targeted airport tenants (private and commercial), local and regional economic leaders, airport users, regional tourism organizations, the Tillsonburg Airport Advisory Committee, Transport Canada and municipal leaders. The following comments and suggestions were received regarding the governan ce structure of the Airport: • Run the airport the same way that Tillsonburg Hydro is run • Need to have an airport commission separated off from the Town • Separate bank account • Separate management • Commission would oversee the management of the airport • Need to ensure that the people who are making decisions have the right experience • Manager would report to the commission At the Tillsonburg Airport Advisory Committee meeting held on September 7, 2021 the Committee considered this staff report and the following recommendation was passed: Moved by: Emily Crombez Seconded by: Dan Cameron THAT the Airport Advisory Committee does not support the recommendation as presented in staff report OPD 21-38 Tillsonburg Regional Airport Management Services. FINANCIAL IMPACT/FUNDING SOURCE The Town’s annual operating budget includes salaries for the staff managing the airport. Staff is recommending the use of this annual funding to cover the costs of the new Management Services Contract. As indicated in the discussion section, staff is anticipating 5% savings by accepting this proposal from the Loomex Group. Page 174 of 261 OPD 21-38 Page 4 of 4 ATTACHMENTS None Page 175 of 261 Page 1 of 4 Subject: Utilization of the 2021 Tillsonburg Regional Airport Grant Revenue Report Number: OPD 21-39 Department: Operations and Development Department Submitted by: Carlos Reyes, Director of Operations and Development Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION THAT report OPD 21-39 Utilization of the 2021 Tillsonburg Regional Airport Grant Revenue be received as information. BACKGROUND During the 2021 budget deliberations Oxford Council passed a motion to increase the fund to support the Tillsonburg Regional Airport by an additional $20,000 for a total of $50,000. This grant was included in the 2021 Town Operating budget for the Tillsonburg Regional Airport. On December 16, 2020, the following resolution was passed during the 2021 Town budget deliberations: Resolution #2020-566 Moved By: Councillor Luciani Seconded By: Councillor Esseltine THAT Staff be directed to prepare an updated report to Council that will provide the County of Oxford information on the utilization of the 2021 Tillsonburg Regional Airport Grant Revenue of $50,000; AND THAT referenced Report be included in the 2021 Business Plan for development in Q2. Page 176 of 261 OPD 21-39 Page 2 of 4 DISCUSSION The Tillsonburg Regional Airport, code name CYTB, primarily serves flight training providers, private and corporate aircraft owners and operators, charters and aerial work activities and flying clubs and gliders. The Airport also supports a wide variety of recreational, government, and corporate users, including, but not limited to the Ontario Provincial Police, Ornge, the Department of National Defence, and the Canadian Coast Guard. The CYTB Airport has a 50 km catchment area which extends southwest beyond St. Thomas to Kingsville; north to London, Ingersoll and Woodstock; and east to Paris, Brantford, Waterford, Simcoe and Port Dover. The catchment is home to approximately 642,161 individuals, with the Township of Southwest Oxford as the regional centre. The Tillsonburg Regional Airport has multiple manuals that are quite comprehensive regarding the Airport and its operations. While these manuals are thorough, several have not been updated in up to five (5) years. Where full manuals do not exist, there are standard operating procedures or guidelines to outline airport operating procedures. The additional $20,000 received from the County will be used for the creation and update of the following manuals:  Airport Operations Manual: This document contains all information that would be required by Transport Canada for a certified airport in the Canadian Aviation Regulations. While comprehensive, the manual is not reviewed and updated on a regular basis and was last reviewed in 2016. To ensure changes are tracked and noted, this manual should be reviewed annually.  Safety Management System Manual (New): The Airport does not have a Safety Management System (SMS) in place currently. W ith the increase in hangar tenants and movements, the airport requires to put policies into place regarding the reporting of safety concerns and how those concerns will be handled.  Emergency Response Plan: This document contains all information that would be required by Transport Canada for a certified airport in the Canadian Aviation Regulations. While comprehensive, the manual is not reviewed and updated on a regular basis and was last reviewed in 2016. To ensure changes are tracked and noted, this manual should be reviewed annually.  Wildlife Sightings and Plan (New): The Airport does not have any plan for wildlife control or procedures for sightings. While a checklist exists in MESH for the use of pyrotechnics, there is no recorded information on wildlife if it is seen and pyrotechnics are not required. There is no form al training provided to staff with respect to ensure the protection of aircraft from wildlife. A lack of plan and lack of complete fencing around the property could cause wildlife issues for aircraft operating at the airport. Page 177 of 261 OPD 21-39 Page 3 of 4  Snow and Ice Control Plan (New): Since the snow clearing operations are contracted to an outside service provider, it is unknown if these priorities are expressed or if snow clearing procedures at an airport have been conveyed. It is recommended that additional information be placed into the plan including sloping of piles and snowbanks and additional information relevant to airport snow clearing procedures. Also recommended is that the snow clearing contractor is training on the plan annually to ensure all standards for snow clearing at the airport are being met, and that the contractor provides records of snow removal to keep on file at the airport or Town.  Airside Vehicle Operating Procedures: This document contains all relevant information for the safe operation of vehicles on airside surfaces at the Airport. Due to ongoing issues with access to private hangars, it is recommended that an application and testing procedure be put into place to ensure those driving in areas on airside understand the rules and regulations that apply to them. With a lack of service road to the hangars, vehicles are quite often on the main apron where it is often quite busy with aircraft. This project will be completed by Q4 2021. The remaining $30,000 will continue to support the day-to-day operations of the Tillsonburg Regional Airport including the salaries of the airport staff. CONSULTATION The following staff and resources have been consulted in preparing this report:  Manager of Public Works FINANCIAL IMPACT/FUNDING SOURCE The 2021 Operating Budget for the Tillsonburg Regional Airport included this grant of $50,000 from Oxford County. CORPORATE GOALS How does this report support the corporate goals identified in the Community Strategic Plan? ☐ Lifestyle and amenities ☐ Customer service, communication and engagement ☐ Business attraction, retention and expansion ☐ Community growth ☒ Connectivity and transportation ☐ Not Applicable Page 178 of 261 OPD 21-39 Page 4 of 4 Goal – Tillsonburg residents and businesses will be connected to each other, regional networks, and the world through effective traditional and digital infrastructure. Strategic Direction – Leverage the municipal airport more effectively to increase access, visibility and business activity in Tillsonburg. Priority Project – Immediate Term - Airport Master Plan and implementation ATTACHMENTS: None Page 179 of 261 Page 1 of 9 Subject: RCP Semi-Annual Activity Report Report Number: RCP 21-23 Department: Recreation, Culture and Parks Department Submitted by: Christopher Baird - Director Meeting Type: Council Meeting Meeting Date: Monday, September 13, 2021 RECOMMENDATION That Report RCP 21-23, Semi-Annual Activity Report, be received as information. BACKGROUND In an effort to keep Council aware of the activities and projects within the Recreation, Culture and Parks Department, we are pleased to present our Semi-Annual Activity Report which covers the period of January 1 to June 30, 2021. DISCUSSION ANNANDALE N ATIONAL HISTORIC SITE: Programs and Exhibitions Review Provincially mandated closure orders necessitated the continuation of online programming and exhibitions for the museum during the first half of 2021. These orders greatly affected museum operations resulting in only being able to be open to the public for a total of 30 days during the period of January 1 to August 1, 2021. A new on-line exhibit highlighting the history of the Tillsonburg Pottery Works was launched in March and well received by the public. Youth programing for the April break was offered on-line with curbside pick-up of kits that augmented the program. A virtual tour program was offered to area schools as an end of year online field trip with 10 classes booking a virtual trip. Adult programming included virtual programs celebrating International Women’s Day, a virtual Lunch and Learn program and very successful Canada Day in the Bag program. Partnering with the local Sobey’s, museum staff created a Canada Day Party in a bag. The contents were based on the most popular booths at Page 180 of 261 RCP 21-23 Page 2 of 9 the museum’s annual Canada Day Fun Fair, which, for a second year in a row, could not be hosted due to public health restrictions. Eight y-six families registered for the Canada Day in the Bag. Grants The Provincial Community Museum Operating Grant (CMOG) was applied for during this period. No communication as to whether or not the grant was successful has been received to date. Collection A major collection storage project was undertaken while the museum was closed to the public. The storage room that houses the museum’s collection of wooden artifacts underwent a significant upgrade. The room was emptied, repainted and equipped with a new compact storage system. This new system ensures that the museum is in keeping with standards for the care of museum collections and is following best practices for museum storage. RECREATION PROGRAMS SERVICES: Administration Software PerfectMind recreation software was fully implemented in June, 2021. The software has allowed for online bookings of timeslots and drop in programs which wasn’t possible with the former software. The implementation was successful and staff have all been trained on the new software program. Program Guide/Registration The program guide has been available to residents online and is designed in -house by the marketing department. Program offerings were greatly reduced due to COVID-19 restrictions and capacities were lowered to meet public health guidelines. The online guide has allowed for flexibility with the changing COVID-19 restrictions. Grants A grant applications for the Canada Summer Jobs and a Summer Camp Lead Hand and Inclusion Coordinator programs were submitted in January requesting funding for summer student positions. Tillsonburg was successful in receiving funding for 1 3 positions. Page 181 of 261 RCP 21-23 Page 3 of 9 Programs & Facilities Arena The Arena was closed at the beginning of the year until February during the first provincial shutdown. A subsequent shutdown closed the arena in April and arenas were unable to open until Step 3 of the Provincial Roadmap to reopen which came into effect in mid-July. TMHI did not return after Christmas with the exception of 2 games per team in March. All other seasonal users returned with reduced schedules and based on the Provincial COVID-19 Framework. Private arena rentals filled many of the gaps in unused time slots. Ball Diamonds Ball Diamond leagues returned in June. Minor Ball is running a modified season this year. Men’s and ladies’ slo-pitch along with the Old Sox, Red Sox and tournaments have returned to play this year. Halls & Meeting Rooms All hall and meeting room rentals were suspended in March, 2020 due to the COVID-19 pandemic. The Tillsonburg Vaccination Clinic has been set up in the Auditorium with a dedicated staff room in the Marwood Lounge since April and is expected to close at the end of August. Regular room bookings will commence after Labour Day as long as they follow established protocols. Aquatics Lake Lisgar Waterpark Lake Lisgar Waterpark opened as scheduled on Father’s Day weekend in June. Staff returned to the aquatics department after being redeployed to the vaccination clinic. Water Fitness programs were offered at Lake Lisgar Waterpark as the indoor pool was closed during Step 1 and 2 of the Provincial COVID-19 Roadmap to reopen. Daily swims were offered as well and f or Step 1 and 2 there were 3 hour timeslots available for booking. The pool was required to reduce capacity to 25% due to public health restrictions so a total of 162 spaces were available per timeslot. With the move to Step 3 on June 30th, the waterpark has been able to increase capacity to 75% and move back to full day bookings with 487 spaces available. Indoor Pool Attendance during the times we were able to offer Programs and Services to our Community was strong. February and March were busy with programs and 3836 aquatic users utilized the programming available. Aylmer Arrows Swim Team as well as an avid Scuba Diving group from London and the Wilmot Aces Swim Team also rented the pool. Page 182 of 261 RCP 21-23 Page 4 of 9 The Indoor Pool continued to run at a reduced capacity with red uced program offerings in order to comply with Provincial COVID-19 restrictions. The following modified programs were offered:  Lane Swims  Adult Swims  Aqua Fit  Deep Water Jogging  Water Cycling  Swimming Lessons  Community Swims Should COVID restrictions be further lifted in the fall the Aquatics team will look to offer specialized programs such as Lifesaving Sport, Artistic Swimming and Parent and Tot programs. Advanced Aquatic Training The need for advanced training programs are at an all time high due to the lack of courses available during lockdowns. The aquatics team is working on a plan to ensure a higher number of courses can be offered to try and meet the needs of those requiring training and recertification. Programs Youth Programs Recreation Programs The Community Centre was closed from the beginning of the year until February 12. Online youth programs were offered during the closure. Modified in-person programs were offered once indoor spaces were able to open. Programs such as dance and gymnastics experienced strong numbers in registrations, many running near capacity. In response to the demand plans were put in place to run an additional night of the programs. A PA Day camp was offered on March 5, the first Day Camp program to run since the first shutdown in March 2020. The Preschool Active Learn, a new program added last year, was successful in running during the winter session and saw an increase in registrations. The Provincial Roadmap to reopen allowed the Summer Day Camp to operate with certain restrictions. Junior Camp, ages 5-8 years old was very popular with all spaces being filled the same day that registration opened. As COVID-19 guidelines were updated, staff were able to work with Southwestern Public Health on putting additional measures in place and camp capacity was able to increase, with Junior Camp allowing 30 participants and Senior Camp allowing 20. Camp staff were all hired and trained prior to camp starting on July 4. Page 183 of 261 RCP 21-23 Page 5 of 9 TVDSB rentals remained on hold for the year due to COVID-19 which meant that youth sports programs were greatly reduced. Adult Programs Volleyball leagues The adult volleyball program was cancelled for the season due to the school rental being cancelled because of COVID-19. Fitness Programs Fitness programs were moved online and conducted via Zoom during the Provincial Shutdown. Fitness classes were run with a schedule similar to what would be run regularly at TCC, with some additions to better suit the new format. During thi s January- February Closure, 275 passes were used for virtual fitness classes. Maintaining engagement and connection with fitness participants proved challenging as we were only able to offer virtual programs for much of the year. Outdoor programs upon reopening have only had moderate success, with the uncertain circumstances of weather playing a role in registration and causing some cancellations to the programs. Health Club The Health Club’s opening and closing caused many difficulties with memberships being frozen and reactivated. The membership transition process from Legend Software to PerfectMind Software began in spring, and has shown promise for an easier process for members moving forward. The Health Club reopened on July 19 with a 6-person capacity per timeslot to maintain physical distancing. As health and safety guidelines allow, capacity will be increased and there will be an ability to increase the accessibility of the Health Club, easing restrictive measures where appropriate. Page 184 of 261 RCP 21-23 Page 6 of 9 PARKS, FACILITES AND CEMETERY New Manager of Parks & Facilities, David Drobitch joined the RCP team in March and became involved in all aspects of the role right away. The Parks, Facilities and Cemetery teams had a busy first half of the year getting ready for re-opening and preparing for warm season activities. Waterpark The slide construction project started in early spring and the waterpark was able to open as scheduled on the Father’s Day weekend with slide construction nearing completion. The slide was completed and approved for opening for the second week of August following the official approval of the TSSA. Parks and Cemeteries Team The Parks and Cemetery team worked together with Knights of Columbus on improvements to the Catholic section of the cem etery and a new garden was installed. 20th Anniversary of Courtland Gardens was celebrated with donation of 20 trees to the Town, the trees were planted on the East side of the Memorial Park, along McLaughlin Walkway. More trees were planted in partnership with TMBA and the Sam Lamb family in recognition of Sam’s contribution to baseball. Snow removal, ball field preparation and seasonal maintenance, beautification, grass cutting, parks and trails maintenance, burials and cemetery maintenance are the routine tasks performed by the team. Two summer staff positions have been hired through the summer grant program. In collaboration with the Clerks department, a new Cemetery By-law, MOU with Tillsonburg Horticultural Society and MOU with Tillsonburg Community Ga rdens were prepared and adopted. Two new playgrounds were installed in the spring: at Glendale Park and at Memorial Park near tennis courts following tender process, and are being well used by the public. In addition, local contracting firm Empire Sealing & Paving graciously donated time, material and equipment to replace the old pathway at the Tennis Court site, at no cost to the Town. Facilities and Operations Team Routine ice operations, removal of ice, maintenance of the Community Centre and other town facilities, responding to MESH requests were effectively managed. With COVID restrictions and closures during the first part of the year, the team has also taken on Page 185 of 261 RCP 21-23 Page 7 of 9 cleaning at Community Centre and the Museum in absence of contract cleaners, which resulted in budgetary savings. Spring cleaning started on time with flower beds and lawn clearing, planting and maintenance continuing through the season. There were two retirements from the Facilities team in early summer, with recruitment anticipated in third quarter. Summer staff were hired through the grant program for the vaccination clinic and marshalling positions at the community centre. The SWPH Vaccination Clinic opened in May, with great deal of support from the Facilities team during set up and staff hiring and scheduling for this operation. The clinic is scheduled to close at the end of the August at which time the Auditorium can again be available for bookings. The outdoor skating rink was converted to basketball and fencing repaired in March. Other projects completed by the team were:  ICIP grant for updating of the Aquatics started, with staff working with the design team.  Memorial parking lot project was finished with support of our Engineering Department.  Domestic hot water heater replacement tender has been awarded.  Station Arts HVAC replacement system tender was awarded .  Application and submissions for the Co-Gen rebate has been completed  Overhead door project was completed.  The team is continuing review of camera system at the Community Centre and town-wide security system. CONSULTATION This report was prepared with input from all team members within RCP and further reviewed by Finance and the CAO’s office. FINANCIAL IMPACT/FUNDING SOURCE N/A ATTACHMENTS Appendix A – Project Status Summary Page 186 of 261 RCP 21-23 Page 8 of 9 Appendix A – Project Status Summary Project Description Status Completion Completion of minor outstanding Capital Projects Ongoing Q4 2023 Develop 10-year RCP Capital Plan Complete Q2 2022 Implement Recommendations in the RCP Departmental Review Complete Q4 2022 Commence ICIP Pool Rehabilitation Project Initiated Q2 2023 Initiate Facility Asset Management Plan Initiated Q4 2023 Implement new Cemetery Bylaw Complete Q2 2021 Complete RCP Staff Recruitment Complete Q4 2022 Implement updated MOU with Tillsonburg BIA Complete Q1 2021 Implementation of New Booking Software Program Complete Q12 2021 Evaluation of Recreation Programs Ongoing Q4 2022 Develop a 10-Year Equipment Replacement Program On Schedule Q4 2021 Annandale Marketing Strategy Complete Q1 2021 Evaluate Programs and Events 2021 & Beyond On Schedule Q2 2022 Develop a Playground Replacement Plan Complete Q2 2021 Develop a Sports Field Rehabilitation Plan On Schedule Q2 2022 Upgrade Cemetery Laneway Phase 1 of 3 On Schedule Q4 2021 Cemetery Upgrades – Building Renovation Initiated Q1 2022 Playground Equipment Replacement Program Complete Q2 2021 Parks & Trails Signage Replacement Initiated Q2 2023 Pathway Upgrades – Rotary & North Street Initiated Q4 2021 Page 187 of 261 RCP 21-23 Page 9 of 9 HVAC & Boiler Repl. (OPP, Museum & Station Arts) Initiated Q4 2021 Dog Park Enhancements – Phase I Initiated Q4 2021 CSC Access Control & Security Camera Replacement On Schedule Q1 2022 Memorial Parking Lot Phase 2 Completion Complete Q2 2021 Arena Hot Water Tank Replacements Complete Q3 2021 Community Centre Spot Repairs Ongoing Q4 2021 Annandale Boiler Replacement Rebudgeted to 2022 Q3 2022 Rotary Park Playground Replacement Complete Q2 2021 Northcrest Parkette On Schedule Q4 2021 Pedestrian Walk – Langrell Avenue - Broadway On Schedule Q4 2023 Customer Service Centre Façade On Schedule Q4 2021 LLWP Slide Replacement Complete Q3 2021 Gas Turbine/ Rebate Project – TCC Complete Q3 2021 Elliott Fairbairn Centre Roof Replacement On Schedule Q4 2021 Trans Canada Trail Paving – ICIP Grant On Schedule Q4 2021 Annual Tree Planting Program On Schedule Q4 2021 Tree Canopy Preservation Program On Schedule Q4 2021 LED Lighting Conversions Complete Q4 2021 Page 188 of 261 The Corporation of the Town of Tillsonburg Tillsonburg Dog Park Advisory Committee August 10, 2021 7:30pm Dog Park MINUTES Attending: Roseanne Filion, Wayne Beard, Pete Luciani, Kelly Luciani, Steve Cluett Regrets: Connie Porter, Marcie Walters-Turcotte, Katie Benko, Karen Clipson Staff: David Drobitch, Margaret Puhr 1. Call to Order 7:34 p.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: W ayne Beard Seconded by: Kelly Luciani THAT the Agenda as prepared for the Tillsonburg Dog Park Advisory committee meeting of August 10, 2021, be adopted. 3. Disclosures of Pecuniary Interest and the General Nature Thereof - none 4. Minutes of the Previous Meeting Proposed Resolution #2 Moved by: Wayne Beard Seconded by: Roseanne Fillion THAT the Tillsonburg Dog Park Advisory Committee Minutes of May 12, 2021, be adopted. 5. Presentations/Deputations - none 6. General Business & Reports – Dave advised that the Accessibility Advisory Committee was consulted on the dog park and that from accessibility point of view there is room for improvement. 6.1. Installation of concrete pads for water outlets, entryways and shelter – Dave advised that the concrete work should be done as one project, and not during freezing weather. The concrete pads at entrance will be done this year. Page 189 of 261 As for water dispensing, leaching type of water basin is more practical, as concrete is prone to cracking with ice 6.2. Size of shelter – there was a discussion about the shelter size, either 12’x12’ or 14’x14’, Wayne stated he would prefer the larger size pad and shelter, however, it depends on the cost of the shelter. Pete will investigate costs of these through some connections at Yardistry and report back at the next meeting. Also discussed were picnic tables for the shelter and possible wind barrier. 6.3. Location and size of perimeter walking path – will be measured and determined whether there is money for this in the 2021 budget. Dave will advise. 6.4. Trees and location of trees – the park was supposed to have more trees planted, this will be coordinated through the Parks team. W ayne would like to be involved in location of the plantings and will canvass members to see if anyone can help. 6.5. Memorial trees update – Dave reported that the department is currently working on ways to use alternate markers for memorial trees, such as wall, kiosk etc., as the current memorial stones can be stolen, damaged, tend to sink and have in general presented some issues. The committee will be kept updated on any decisions. 6.6. Directional signage update – the directional signage is a part of a larger project by the Economic Development department as well as it will now become part of the implementation of the ICIP grant funds into revitalization and improvements at the Community Centre. The signage around the centre will be installed as one of the final parts of that project and will certainly include directions to the Dog Park. General discussion – general discussion included possible extension of the park, either to the West or to the East, which was originally part of the committee’s plans. Staff suggested this be further discussed and results presented and reviewed with the Memorial Park Revitalization committee whose mandate covers the entire Memorial Park area. 7. Next Meeting: Wednesday September 14 at 7:30pm, location TBD 8. Adjournment Proposed Resolution #2 Moved by: Wayne Beard Seconded by: Pete Luciani THAT the August 10, 2021 Tillsonburg Dog Park Advisory Committee meeting be adjourned at 8:15 p.m. Page 190 of 261 The Corporation of the Town of Tillsonburg Culture, Heritage and Special Awards Committee Meeting August 11, 2021 Electronic Meeting MINUTES Present: Collette Takacs, Councillor Penny Esseltine, Jason Pankratz, Courtney Booth, Tabitha Verbuyst Absent with Regrets: Carrie Lewis, Rosemary Dean, Patricia Phelps, Curator/Manager of Culture & Heritage Staff: Lisa Jibson, Acting Executive Assistant 1. Call to Order The meeting was called to order at 4:34 p.m. Chair had the two new members of the Committee introduce themselves, Jason Pankratz and Courtney Booth. Their appointments were passed by council at the August 9th, council meeting. 2. Adoption of Agenda Proposed Resolution #1 Moved by: Tabitha Verbuyst Seconded by: Penny Esseltine THAT the Agenda as prepared for the Culture, Heritage and Special Awards Advisory Committee meeting of August 11, 2021, be adopted. CARRIED 3. Adoption of Previous Minutes The Minutes as prepared for the Culture, Heritage and Special Awards Advisory Committee meeting of July 7, 2021 are for information only as there was no quorum. 4 Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5 Presentations Staff shared that there are background materials and information that will be sent to the new committee members via email following this meeting including the terms of reference, the committee handbook, bylaw policy, Roberts Rules of Order and the code of conduct. Page 191 of 261 6 General Business & Reports 6.1 Culture, Heritage and Special Awards New Committee Members– The Chair welcomed the two new committee members and asked the rest of the committee to go around and introduce themselve s. 6.2 Citizen of the Year- 2021 applications Staff shared that to-date there have been three new applications and the deadline closes at noon on August 16th. Staff shared the names of the applications received so far with the committee. Member of the committee requested that staff go back and review the EA’s files for previous years applications as the nominations that can be considered can go back three years. Staff should circulate the TOR’s for Citizen of the Year to the Committee. . Staff will circulate the nominations once received on August 16 th to all members. 6.3. Tillsonburg 150 Subcommittee members Council approved four community members, and one council liaison for the Tillsonburg 150 Ad Hoc Subcommittee at the August 9th council meeting. The Committee will also have 3 members from the CHSA committee – Collette, Carrie and Rosemary. To update the new members, the Chair shared that the subcommittee is to plan and implement events to celebrate the 150th anniversary of the town’s incorporation. The event will take place at the end of September 2022, with a family orientated day. The historical society and the museum will be involved in the planning. Staff confirmed that there is a budget of $6,000.00 for the event. There was a large list of ideas discussed at the April 2021 CHSA committee. The Tillsonburg 150 Committee is to narrow down ideas and report to CHSA committee, and then make a motion to council to get the activities approved. A member of the committee shared some of the ideas presented at the April meeting: historical walk, ghost walks, parade, fly-over, community cake and ice cream (specialty flavour designed by Shaws), talent show, lip sync contest, front porch decoration contest, beer tent, Victorian high tea at the Museum, Oatmeal cookie recipe contest, baseball game between police and fire, Tug of War contest, costume contest, Citizen of the year, event with local authors. Page 192 of 261 Staff to send a poll to new 150 Committee members to determine best available date and time for initial meeting. 7 Round Table Staff to send Citizen of year nominations so committee can make recommendation to council to name citizen of year at September council meeting. The event should be held in October. Remember these are confidential nominations. 8 Adjournment Resolution #2 Moved by: Tabitha Seconded by: Jason THAT the August 11, 2021 Culture, Heritage and Special Awards Committee meeting be adjourned at 5:17 p.m. Carried 10. Next Meeting The next Culture, Heritage and Special Awards Committee meeting will be held on September 8, 2021 at 4:30 p.m. Page 193 of 261 The Corporation of the Town of Tillsonburg Parks, Beautification and Cemeteries Advisory Committee September 2, 2021 9:00am Hybrid meeting MINUTES Attending: Mike Dean, Christine Nagy, Paul DeCloet, Donna Scanlan, Barb Wareing, Marian Smith Absent/Regrets: Dave Drobitch, Chris Baird, Penny Esseltine, Ken Butcher, Maurice Verhoeve, Bob Marsden, Susan Saelens Staff: Matt Johnson, Margaret Puhr 1. Call to Order 9:05am 2. Adoption of Agenda Resolution #1 Moved by: Marian Smith Seconded by: Mike Dean THAT the Agenda as prepared for the Parks, Beautification and Cemeteries Advisory committee meeting of August 2, 2021, be adopted. 3. Minutes of the Previous Meeting Resolution #2 Moved by: Paul DeCloet Seconded by: Donna Scanlan THAT the Parks, Beautification and Cemeteries Advisory Committee Minutes of April 1, 2021, be adopted. 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. General Business & Reports 5.1. “Explore Tillsonburg 2021”: ideas, planning, chairperson, captains of activities – October 16 was chosen as the date for the event, focus on trees, at Coronation Park. There are still Covid restrictions and there aren’t many who wanted to sign up to participate when Christine polled organizations recently. In addition there is the construction on Vienna Road limiting access to Coronation Park. Matt indicated that the parks and trails are full of people, therefore outdoor participation should not be problematic. Paul expressed that the current Page 194 of 261 uncertainties of Covid and the difficulty for the committee to get together and organize this very quickly lead to doubting that this event can be organized under the circumstances. Barb also indicated that the lack of enthusiasm and barriers can make it difficult, Mike felt that people are still a bit reluctant to participate. Marian would like even a small event to show that somethings are still happening. Participation of Scout organizations is questionable if there is a 4th wave. Resolution #3 Moved by: Donna Scanlan Seconded by: Mike Dean THAT the Explore Tillsonburg event originally planned for fall 2021 be postponed until spring 2022 due to COVID concerns and extended construction at accessing the site. Carried 5.2. Trail beautification discussion – this item will be postponed to the next meeting General discussion – a new section of the Great Trail was recently paved, Paul wanted to congratulate staff on doing great work. Another trail connecting Lisgar to Hardy around the tennis courts was paved as a donation, which is great. Matt added that there will be more paving and trail connections next year. 6. Next Meeting: October 7 at 9:00am, hybrid format unless able to meet in person. 7. Adjournment Resolution #4 Moved by: Paul DeCloet Seconded by: Donna Scanlan THAT the August 2, 2021 Parks, Beautification and Cemeteries Advisory Committee meeting be adjourned at 9:24 a.m. Page 195 of 261 Page 1 of 4 The Corporation of the Town of Tillsonburg Tillsonburg Airport Advisory Committee September 7, 2021 5:00 p.m. Electronic Meeting MINUTES Present: David Brandon, Dan Cameron, Emily Crombez, Valerie Durston, Councillor Deb Gilvesy, Jeff Miller and Mark Renaud. Absent with Regrets: Euclid Benoit and Jeff Dean. Also Present: Carlos Reyes, Director of Operations and Development Richard Sparham, Manager of Public Works Amelia Jaggard, Deputy Clerk 1. Call to Order The meeting was called to order at 5:00 p.m. 2. Adoption of Agenda Resolution #1 Moved by: Jeff Miller Seconded by: Emily Crombez THAT the Agenda as prepared for the Tillsonburg Airport Advisory Committee meeting of September 7, 2021, be adopted. Carried 3. Minutes of the Previous Meeting Jeff Miller to be marked as present in previous minutes. Page 196 of 261 Page 2 of 4 Resolution #2 Moved by: Councillor Deb Gilvesy Seconded by: Emily Crombez THAT the Minutes of the Tillsonburg Airport Advisory Committee meeting dated June 17, 2021, as amended be approved. 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5. New Manager of Public Works Introduction Carlos Reyes introduced new Manager of Public Works Richard Sparham. 6. Tillsonburg Regional Airport Management Services Staff provided an overview of the report. There was discussion regarding the contents of the report. Staff have not contacted other airports currently managed by the proposed company at this time but made note to do so. It was suggested that the proposed new management structure is not needed at this time and that the Town should continue to manage the airport. Staff explained that any identified issues or concerns raised by the proposed new management would be processed through the Town’s work management system MESH. Social media and website responsibility would remain with the Town as proposed in the contract. Staff noted that the Town’s Transit Coordinator will be assisting with promoting the Airport. It was suggested that if approved the Town should conduct a survey with the airport community to ask for feedback on the new management structure. Staff explained the proposed reporting relationship between the proposed company and the Town, noting the requirement for a monthly operations report to be submitted to the Town. Staff noted that the proposed company would select a manager and the Town would approve. There was discussion regarding the airports currently managed by the proposed company and how they compare to Tillsonburg. Page 197 of 261 Page 3 of 4 Resolution #3 Moved by: Councillor Deb Gilvesy Seconded by: Valerie Durston THAT the Airport Advisory Committee support the recommendation as contained in staff report OPD 21-38 Tillsonburg Regional Airport Management Services. Councillor Deb Gilvesy called for a recorded vote. Councillor Deb Gilvesy – No Euclid Benoit – Absent David Brandon – No Dan Cameron – No Emily Crombez – No Jeff Dean - Absent Valerie Durston – Yes Jeff Miller – No Mark Renaud – Yes Defeated. Resolution #4 Moved by: Emily Crombez Seconded by: Dan Cameron THAT the Airport Advisory Committee does not support the recommendation as presented in staff report OPD 21-38 Tillsonburg Regional Airport Management Services. Carried. 7. General Business and Reports 7.1. Hangar Updates – Staff Staff provided an update. 7.2. Safety Spreadsheet – Staff Staff provided an update. It was suggested that tenants be notified regarding fuel shortages. 7.3. End of Runway Trees – Staff Page 198 of 261 Page 4 of 4 No updates at this time, staff are working on it. It was asked if the stumps will need to be removed. Other trees of concern were noted. 7.4. Master Plan brief update – Staff The Master Plan was approved in principal and staff will proceed with projects as identified in plan. RATI Funding update and ramp expansion discussed. It was recommended to consider future relocation of fuel tanks. 7.5. Update on the Hydro issue – Staff In progress, staff to provide an update. 7.6. RATI Funding update – Staff Discussed under 7.4. 7.7. Fuel Sales and Airport Movement – Staff 2021 fuel sales by type to be circulated following the meeting. Staff to clarify what each classification includes. There was discussion regarding Ornge utilization of the airport. It was asked if staff can ask Ornge for details on their utilization of the airport. 8. Next Meeting October 21, 2021 at 5:30 p.m. 9. Adjournment Resolution #3 Moved by: Emily Crombez Seconded by: Dan Cameron THAT the September 7, 2021 Tillsonburg Airport Advisory Committee meeting be adjourned at 6:42 p.m. Carried Page 199 of 261 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 1 - LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Virtual Meeting Minutes of July 7, 2021 Approved September 1, 2021 The Board of Directors Meeting was held via videoconference, on Wednesday, July 7, 2021 pursuant to section C.9, of the LPRCA’s Administrative By-Law. Members in attendance: Michael Columbus, Chair Norfolk County John Scholten, Vice-Chair Township of Norwich Dave Beres Town of Tillsonburg Robert Chambers County of Brant Kristal Chopp Norfolk County Valerie Donnell Municipality of Bayham/Township of Malahide Tom Masschaele Norfolk County Stewart Patterson Haldimand County Peter Ypma Township of South-West Oxford Regrets: Ken Hewitt Haldimand County Ian Rabbitts Norfolk County Staff in attendance: Judy Maxwell, General Manager Aaron LeDuc, Manager of Corporate Services Matt Churly, Water Resources Analyst Zachary Cox, Marketing Coordinator Dana McLachlan, Administrative Assistant *T. Masschaele joined the meeting at 6:45 p.m. 1. Welcome and Call to Order The chair called the meeting to order at 6:30 p.m., Wednesday, July 7, 2021. 2. Additional Agenda Items A-76/21 Moved by J. Scholten Seconded by V. Donnell That the Board of Directors adds item 10. c) “Personal matters about an identifiable individual, including employees of the Authority” under the Closed Session to the July 7, 2021 agenda. CARRIED Page 200 of 261 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 2 - 3. Declaration of Conflicts of Interest None were declared. 4. Minutes of the Previous Meeting a) Board of Directors Meeting June 2, 2021 There were no questions or comments. A-77/21 Moved by D. Beres Seconded by R. Chambers That the minutes of the LPRCA Board of Directors Meeting held June 2, 2021 be adopted as circulated. CARRIED b) Board of Directors Meeting June 23, 2021 There were no questions or comments. A-78/21 Moved by P. Ypma Seconded by V. Donnell That the minutes of the LPRCA Board of Directors Meeting held June 23, 2021 be adopted as circulated. CARRIED 5. Business Arising There was no business arising from the previous minutes 6. Review of Committee Minutes a) Backus Museum Committee Meeting December 10, 2019 There were no questions or comments. b) Backus Museum Committee Meeting May 4, 2021 There were no questions or comments. Page 201 of 261 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 3 - A-79/21 Moved by D. Beres Seconded by S. Patterson That the minutes of the Backus Museum Committee meetings of December 10, 2019 and May 4, 2021 be approved as circulated. CARRIED 7. Correspondence a) Conservation Ontario Media Release Re: Conservation Authorities Act Regulatory Proposals b) Conservation Ontario’s Final Comments to the Provincial Regulatory Proposals There were no questions or comments with respect to the correspondence. A-80/21 Moved by J. Scholten Seconded by P. Ypma That the correspondence outlined in the Board of Directors Agenda of July 7, 2021 be received as information. CARRIED 8. Development Applications a) Staff Approved applications Twenty-four applications were approved through the General Manager’s delegated authority in the past month. LPRCA-99/21, LPRCA-124/21, LPRCA-125/21, LPRCA- 123/21, LPRCA-129/21, LPRCA-130/21, LPRCA-131/21, LPRCA-133/21, LPRCA- 134/21, LPRCA-135/21, LPRCA-13621, LPRCA-137/21, LPRCA-138/21, LPRCA- 139/21, LPRCA-140/21, LPRCA-141/21, LPRCA-143/21, LPRCA-145/21, LPRCA- 147/21, LPRCA-148/21, LPRCA-149/21, LPRCA-150/21, LPRCA-151/21and LPRCA- 152/21. All of the staff approved applications met the requirements as set out in Section 28 of the Conservation Authorities Act. A-81/21 Moved by D. Beres Seconded by V. Donnell Page 202 of 261 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 4 - That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information. CARRIED b) New applications The Planning Department staff recommended three applications for approval. The applications consisted of three residential structures. A-82/21 Moved by R. Chambers Seconded by V. Donnell THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), LPRCA-132/21 LPRCA-153/21 LPRCA-154/21 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED 9. New Business a) General Manager’s Report The General Manager provided an overview of operations. There are 383 seasonal campers this year compared to an average of 305 over the past three years. Overnight camping opened June 14th and the response has been very good. The transformer for the final hydro upgrades at Waterford North CA is on backorder. Once the transformer is installed there will be an additional 52 available sites. The pool deck at Backus Heritage CA has been replaced and is now open to the public with capacity restrictions. The Planning department has processed 161 permits to date compared to 130 to this time in 2020. Page 203 of 261 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 5 - A-83/21 Moved by J. Scholten Seconded by D. Beres That the LPRCA Board of Directors receives the General Manager’s Report for June 2021 as information. CARRIED Tom Masschaele joined the meeting. b) Christmas Operating Schedule In the past, LPRCA has closed down operations (except for emergency response) over the Christmas-New Year period. Staff proposed a similar process for 2021, shutting down between December 29 and December 31, reopening Tuesday, January 4, 2022. The Board has traditionally granted a complimentary day off with pay for those staff working that time of year and LPRCA staff will be required to utilize two vacation days for this shutdown period or take time off without pay. A-84/21 Moved by J. Scholten Seconded by D. Beres THAT the LPRCA Board of Directors closes operations from December 29th to December 31st, 2021 (except for emergency response); And, That staff working be granted one complimentary day off with pay; And, THAT staff are required to utilize two (2) vacation days during the period or take unpaid leave. CARRIED c) Communications Update The new website was launched at the end of 2020 and the statistics show an increase in web traffic and longer session duration, which means the new layout is working well. Online donations through Canada Helps was recently launched on the website. Donations may be made online to the Memorial Forest, the Education Centre Revitalization Project at Backus Heritage Conservation Area, or to LPRCA in general. Page 204 of 261 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 6 - Staff are participating in the Amazing Places video series to be posted to the Long Point World Biosphere Reserve’s new website to promote destinations throughout the region. A-85/21 Moved by V. Donnell Seconded by P. Ypma THAT the LPRCA Board of Directors receives the Communications Update – June 2021 report as information. CARRIED d) Port Rowan Lake Erie Gauge and Norfolk Flood Hub In partnership with Norfolk County, a new gauge was installed at Port Rowan to measure real-time lake levels, wind speed and wind direction to support and enhance LPRCA’s Flood Forecasting and Warning program. The data is available to the public on the LPRCA website. The Flood Hub is an information webpage for Norfolk County residents developed by Norfolk County Fire and Norfolk Communication staff with support from LPRCA. The page provides useful information to landowners before, during and after a flood event. The flood mapping tool, created by LPRCA staff, shows 6 different stages of flooding. The flood stage associated with a flood event will now be included in LPRCA flood messaging. A-86/21 Moved by T. Masschaele Seconded by D. Beres THAT the LPRCA Board of Directors receives the Port Rowan Lake Erie Gauge and Norfolk Flood Hub report as information. . CARRIED e) Lake Erie Water levels Flood Forecasting Update Lake Erie has had the some of the highest water levels on record over the last two years. Forecasts have suggested water levels will decrease over the next six months. If the Environment Canada August forecast is in line with the July forecast, LPRCA will terminate the long-standing flood outlook and return to normal conditions. A-87/21 Moved by J. Scholten Seconded by S. Patterson Page 205 of 261 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 7 - THAT the LPRCA Board of Directors receives the Lake Erie Water Levels Flood Forecasting report as information. CARRIED 10. Closed Session A-88/21 Moved by D. Beres Seconded by P. Ypma  Personal matters about an identifiable individual, including employees of the Authority  Litigation or potential litigation, including matters before administrative tribunals (e.g. Local Planning Appeal Tribunal), affecting the Authority; CARRIED The board convened in closed session and the livestream was stopped. A-89/21 Moved by T. Masschaele Seconded by S. Patterson That the LPRCA Board of Directors does now adjourn from the closed session. CARRIED The board reconvened in open session. 11. Adjournment The Chair adjourned the meeting at 8:15 p.m. Michael Columbus Dana McLachlan Chair Administrative Assistant Page 206 of 261 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2021-___ A BY-LAW to authorize an agreement between Her Majesty the Queen in right of the Province of Ontario, as represented by the Minister of Municipal Affairs and Housing (the "Province") and the Corporation of the Town of Tillsonburg, for the purpose of receiving funds from the Municipal Modernization Program Intake 2. WHEREAS The Town of Tillsonburg is desirous of entering into the Municipal Modernization Program Intake 2 Transfer Payment Agreement with Her Majesty the Queen in right of the Province of Ontario, as represented by the Minister of Municipal Affairs and Housing for the Province of Ontario. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. That the agreement attached hereto as Schedule "A" forms part of this By-Law; 2. That the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg; 3. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 13th day of SEPTEMBER, 2021. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of SEPTEMBER, 2021. ___________________________ MAYOR – Stephen Molnar _____________________________ CLERK – Michelle Smibert Page 207 of 261 1 ONTARIO TRANSFER PAYMENT AGREEMENT THE AGREEMENT is effective as of the ______ day of ____________, 20___ B E T W E E N : Her Majesty the Queen in right of Ontario as represented by the Minister of Municipal Affairs and Housing (the “Province”) - and - The Corporation of the Town of Tillsonburg (the “Recipient”) CONSIDERATION In consideration of the mutual covenants and agreements contained in the Agreement and for other good and valuable consideration, the receipt and sufficiency of which are expressly acknowledged, the Province and the Recipient agree as follows: 1.0 ENTIRE AGREEMENT 1.1 Schedules to the Agreement. The following schedules form part of the Agreement: Schedule “A” - General Terms and Conditions Schedule “B” - Project Specific Information and Additional Provisions Schedule “C” - Project Schedule “D” - Budget Schedule “E” - Payment Plan Schedule “F” - Reports. 1.2 Entire Agreement. The Agreement constitutes the entire agreement between the Parties with respect to the subject matter contained in the Agreement and supersedes all prior oral or written representations and agreements. Page 208 of 261 2 2.0 CONFLICT OR INCONSISTENCY 2.1 Conflict or Inconsistency. In the event of a conflict or inconsistency between the Additional Provisions and the provisions in Schedule “A”, the following rules will apply: (a) the Parties will interpret any Additional Provisions in so far as possible, in a way that preserves the intention of the Parties as expressed in Schedule “A”; and (b) where it is not possible to interpret the Additional Provisions in a way that is consistent with the provisions in Schedule “A”, the Additional Provisions will prevail over the provisions in Schedule “A” to the extent of the inconsistency. 3.0 COUNTERPARTS 3.1 One and the Same Agreement. The Agreement may be executed in any number of counterparts, each of which will be deemed an original, but all of which together will constitute one and the same instrument. 4.0 AMENDING THE AGREEMENT 4.1 Amending the Agreement. The Agreement may only be amended by a written agreement duly executed by the Parties. 5.0 ACKNOWLEDGEMENT 5.1 Acknowledgement. The Recipient acknowledges that: (a) the Funds are to assist the Recipient to carry out the Project and not to provide goods or services to the Province; (b) the Province is not responsible for carrying out the Project; and (c) the Province is bound by the Freedom of Information and Protection of Privacy Act (Ontario) and that any information provided to the Province in connection with the Project or otherwise in connection with the Agreement may be subject to disclosure in accordance with that Act. - SIGNATURE PAGE FOLLOWS - Page 209 of 261 3 The Parties have executed the Agreement on the dates set out below. HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of Municipal Affairs and Housing _________________ ____________________________________ Date Name: Title: The Corporation of the Town of Tillsonburg _________________ ____________________________________ Date Name: Title: I have authority to bind the Recipient. _________________ ____________________________________ Date Name: Title: I have authority to bind the Recipient. Page 210 of 261 4 SCHEDULE “A” GENERAL TERMS AND CONDITIONS A1.0 INTERPRETATION AND DEFINITIONS A1.1 Interpretation. For the purposes of interpretation: (a) words in the singular include the plural and vice-versa; (b) words in one gender include all genders; (c) the headings do not form part of the Agreement; they are for reference only and will not affect the interpretation of the Agreement; (d) any reference to dollars or currency will be in Canadian dollars and currency; and (e) “include”, “includes” and “including” denote that the subsequent list is not exhaustive. A1.2 Definitions. In the Agreement, the following terms will have the following meanings: “Additional Provisions” means the terms and conditions set out in Schedule “B”. “Agreement” means this agreement entered into between the Province and the Recipient, all of the schedules listed in section 1.1, and any amending agreement entered into pursuant to section 4.1. “Budget” means the budget attached to the Agreement as Schedule “D”. “Business Day” means any working day, Monday to Friday inclusive, excluding statutory and other holidays, namely: New Year’s Day; Family Day; Good Friday; Easter Monday; Victoria Day; Canada Day; Civic Holiday; Labour Day; Thanksgiving Day; Remembrance Day; Christmas Day; Boxing Day and any other day on which the Province has elected to be closed for business. “Effective Date” means the date set out at the top of the Agreement. “Event of Default” has the meaning ascribed to it in section A12.1. “Expiry Date” means the expiry date set out in Schedule “B”. “Funding Year” means: (a) in the case of the first Funding Year, the period commencing on the Page 211 of 261 5 Effective Date and ending on the following March 31; and (b) in the case of Funding Years subsequent to the first Funding Year, the period commencing on April 1 following the end of the previous Funding Year and ending on the following March 31 or the Expiry Date, whichever is first. “Funds” means the money the Province provides to the Recipient pursuant to the Agreement. “Indemnified Parties” means Her Majesty the Queen in right of Ontario, and includes Her ministers, agents, appointees, and employees. “Loss” means any cause of action, liability, loss, cost, damage, or expense (including legal, expert and consultant fees) that anyone incurs or sustains as a result of or in connection with the Project or any other part of the Agreement. “Maximum Funds” means the maximum set out in Schedule “B”. “Notice” means any communication given or required to be given pursuant to the Agreement. “Notice Period” means the period of time within which the Recipient is required to remedy an Event of Default pursuant to section A12.3(b), and includes any such period or periods of time by which the Province extends that time in accordance with section A12.4. “Parties” means the Province and the Recipient. “Party” means either the Province or the Recipient. “Proceeding” means any action, claim, demand, lawsuit, or other proceeding that that anyone makes, brings or prosecutes as a result of or in connection with the Project or with any other part of the Agreement. “Project” means the undertaking described in Schedule “C”. “Records Review” means any assessment the Province conducts pursuant to section A7.4. “Reports” means the reports described in Schedule “F”. A2.0 REPRESENTATIONS, WARRANTIES, AND COVENANTS A2.1 General. The Recipient represents, warrants, and covenants that: Page 212 of 261 6 (a) it has, and will continue to have, the experience and expertise necessary to carry out the Project; (b) it is in compliance with, and will continue to comply with, all federal and provincial laws and regulations, all municipal by-laws, and any other orders, rules, and by-laws related to any aspect of the Project, the Funds, or both; and (c) unless otherwise provided for in the Agreement, any information the Recipient provided to the Province in support of its request for funds (including information relating to any eligibility requirements) was true and complete at the time the Recipient provided it and will continue to be true and complete. A2.2 Execution of Agreement. The Recipient represents and warrants that it has: (a) the full power and authority to enter into the Agreement; and (b) taken all necessary actions to authorize the execution of the Agreement, including passing a municipal by-law authorizing the Recipient to enter into the Agreement. A2.3 Governance. The Recipient represents, warrants, and covenants that it has, will maintain in writing, and will follow: (a) procedures to enable the Recipient to manage Funds prudently and effectively; (b) procedures to enable the Recipient to complete the Project successfully; (c) procedures to enable the Recipient to identify risks to the completion of the Project and strategies to address the identified risks, all in a timely manner; (d) procedures to enable the preparation and submission of all Reports required pursuant to Article A7.0; and (e) procedures to enable the Recipient to address such other matters as the Recipient considers necessary to enable the Recipient to carry out its obligations under the Agreement. A2.4 Supporting Proof. Upon the request of the Province, the Recipient will provide the Province with proof of the matters referred to in Article A2.0. Page 213 of 261 7 A3.0 TERM OF THE AGREEMENT A3.1 Term. The term of the Agreement will commence on the Effective Date and will expire on the Expiry Date unless terminated earlier pursuant to Article A11.0 or Article A12.0. A4.0 FUNDS AND CARRYING OUT THE PROJECT A4.1 Funds Provided. The Province will: (a) provide the Recipient up to the Maximum Funds for the purpose of carrying out the Project; (b) provide the Funds to the Recipient in accordance with the payment plan attached to the Agreement as Schedule “E”; and (c) deposit the Funds into an account the Recipient designates provided that the account: (i) resides at a Canadian financial institution; and (ii) is in the name of the Recipient. A4.2 Limitation on Payment of Funds. Despite section A4.1: (a) the Province is not obligated to provide any Funds to the Recipient until the Recipient provides evidence satisfactory to the Province that the Recipient’s council has authorized the execution of this Agreement by the Recipient by municipal by-law; (b) the Province is not obligated to provide any Funds to the Recipient until the Recipient provides the certificates of insurance or other proof as the Province may request pursuant to section A10.2; (c) the Province is not obligated to provide instalments of Funds until it is satisfied with the progress of the Project; and (d) the Province may adjust the amount of Funds it provides to the Recipient in any Funding Year based upon the Province’s assessment of the information the Recipient provides to the Province pursuant to section A7.2. A4.3 Use of Funds and Carry Out the Project. The Recipient will do all of the following: (a) carry out the Project in accordance with the Agreement; Page 214 of 261 8 (b) use the Funds only for the purpose of carrying out the Project; (c) spend the Funds only in accordance with the Budget; and (d) not use the Funds to crossover any cost that has or will be funded or reimbursed by one or more of any third party, ministry, agency, or organization of the Government of Ontario. A4.4 Interest Bearing Account. If the Province provides Funds before the Recipient’s immediate need for the Funds, the Recipient will place the Funds in an interest bearing account in the name of the Recipient at a Canadian financial institution. A4.5 Interest. If the Recipient earns any interest on the Funds, the Province may do either or both of the following: (a) deduct an amount equal to the interest from any further instalments of Funds; (b) demand from the Recipient the payment of an amount equal to the interest. A4.6 Rebates, Credits, and Refunds. The Province will calculate Funds based on the actual costs to the Recipient to carry out the Project, less any costs (including taxes) for which the Recipient has received, will receive, or is eligible to receive, a rebate, credit, or refund. A5.0 RECIPIENT’S ACQUISITION OF GOODS OR SERVICES, AND DISPOSAL OF ASSETS A5.1 Acquisition. If the Recipient acquires goods, services, or both with the Funds, it will do so through a process that promotes the best value for money. A5.2 Disposal. The Recipient will not, without the Province’s prior consent, sell, lease, or otherwise dispose of any asset purchased or created with the Funds or for which Funds were provided, the cost of which exceeded the amount as provided for in Schedule “B” at the time of purchase. A6.0 CONFLICT OF INTEREST A6.1 Conflict of Interest Includes. For the purposes of Article A6.0, a conflict of interest includes any circumstances where: (a) the Recipient; or (b) any person who has the capacity to influence the Recipient’s decisions, Page 215 of 261 9 has outside commitments, relationships, or financial interests that could, or could be seen by a reasonable person to, interfere with the Recipient’s objective, unbiased, and impartial judgment relating to the Project, the use of the Funds, or both. A6.2 No Conflict of Interest. The Recipient will carry out the Project and use the Funds without an actual, potential, or perceived conflict of interest unless: (a) the Recipient: (i) provides Notice to the Province disclosing the details of the actual, potential, or perceived conflict of interest; (ii) requests the consent of the Province to carry out the Project with an actual, potential, or perceived conflict of interest; (b) the Province provides its consent to the Recipient carrying out the Project with an actual, potential, or perceived conflict of interest; and (c) the Recipient complies with any terms and conditions the Province may prescribe in its consent. A7.0 REPORTS, ACCOUNTING, AND REVIEW A7.1 Province Includes. For the purposes of sections A7.4, A7.5 and A7.6, “Province” includes any auditor or representative the Province may identify. A7.2 Preparation and Submission. The Recipient will: (a) submit to the Province at the address referred to in section A17.1: (i) all Reports in accordance with the timelines and content requirements as provided for in Schedule “F”; (ii) any other reports in accordance with any timelines and content requirements the Province may specify from time to time; (b) ensure that all Reports and other reports are: (i) completed to the satisfaction of the Province; and (i) signed by an authorized signing officer of the Recipient. A7.3 Record Maintenance. The Recipient will keep and maintain for a period of seven years from their creation: Page 216 of 261 10 (a) all financial records (including invoices and evidence of payment) relating to the Funds or otherwise to the Project in a manner consistent with either international financial reporting standards or generally accepted accounting principles or any other accounting principles that apply to the Recipient; and (b) all non-financial records and documents relating to the Funds or otherwise to the Project. A7.4 Records Review. The Province may, at its own expense, upon twenty-four hours’ Notice to the Recipient and during normal business hours enter upon the Recipient’s premises to conduct an audit or investigation of the Recipient regarding the Recipient’s compliance with the Agreement, including assessing any of the following: (a) the truth of any of the Recipient’s representations and warranties; (b) the progress of the Project; (c) the Recipient’s allocation and expenditure of the Funds. A7.5 Inspection and Removal. For the purposes of any Records Review, the Province may take one or more of the following actions: (a) inspect and copy any records and documents referred to in section A7.3; and (b) remove any copies the Province makes pursuant to section A7.5(a). A7.6 Cooperation. To assist the Province in respect of its rights provided for in section A7.5, the Recipient will cooperate with the Province by: (a) ensuring that the Province has access to the records and documents wherever they are located; (b) assisting the Province to copy records and documents; (c) providing to the Province, in the form the Province specifies, any information the Province identifies; and (d) carrying out any other activities the Province requests. A7.7 No Control of Records. No provision of the Agreement will be construed so as to give the Province any control whatsoever over the Recipient’s records. A7.8 Auditor General. The Province’s rights under Article A7.0 are in addition to Page 217 of 261 11 any rights provided to the Auditor General pursuant to section 9.2 of the Auditor General Act (Ontario). A8.0 COMMUNICATIONS REQUIREMENTS A8.1 Acknowledge Support. Unless the Province directs the Recipient to do otherwise, the Recipient will in each of its Project-related publications, whether written, oral, or visual: (a) acknowledge the support of the Province for the Project; (b) ensure that any acknowledgement is in a form and manner as the Province directs; and (c) indicate that the views expressed in the publication are the views of the Recipient and do not necessarily reflect those of the Province. A9.0 INDEMNITY A9.1 Indemnification. The Recipient will indemnify and hold harmless the Indemnified Parties from and against any Loss and any Proceeding, unless solely caused by the negligence or wilful misconduct of the Indemnified Parties. A10.0 INSURANCE A10.1 Recipient’s Insurance. The Recipient represents, warrants, and covenants that it has, and will maintain, at its own cost and expense, with insurers having a secure A.M. Best rating of B+ or greater, or the equivalent, all the necessary and appropriate insurance that a prudent person carrying out a project similar to the Project would maintain, including commercial general liability insurance on an occurrence basis for third party bodily injury, personal injury, and property damage, to an inclusive limit of not less than the amount provided for in Schedule “B” per occurrence, which commercial general liability insurance policy will include the following: (a) the Indemnified Parties as additional insureds with respect to liability arising in the course of performance of the Recipient’s obligations under, or otherwise in connection with, the Agreement; (b) a cross-liability clause; (c) contractual liability coverage; and (d) a 30-day written notice of cancellation. A10.2 Proof of Insurance. The Recipient will: Page 218 of 261 12 (a) provide to the Province, either: (i) certificates of insurance that confirm the insurance coverage as provided for in section A10.1; or (ii) other proof that confirms the insurance coverage as provided for in section A10.1; and (b) in the event of a Proceeding, and upon the Province’s request, the Recipient will provide to the Province a copy of any of the Recipient’s insurance policies that relate to the Project or otherwise to the Agreement, or both. A11.0 TERMINATION ON NOTICE A11.1 Termination on Notice. The Province may terminate the Agreement at any time without liability, penalty, or costs upon giving 30 days’ Notice to the Recipient. A11.2 Consequences of Termination on Notice by the Province. If the Province terminates the Agreement pursuant to section A11.1, the Province may take one or more of the following actions: (a) cancel further instalments of Funds; (b) demand from the Recipient the payment of any Funds remaining in the possession or under the control of the Recipient; and (c) determine the reasonable costs for the Recipient to wind down the Project, and do either or both of the following: (i) permit the Recipient to offset such costs against the amount the Recipient owes pursuant to section A11.2(b); and (ii) subject to section A4.1(a), provide Funds to the Recipient to cover such costs. A12.0 EVENT OF DEFAULT, CORRECTIVE ACTION, AND TERMINATION FOR DEFAULT A12.1 Events of Default. It will constitute an Event of Default if, in the opinion of the Province, the Recipient breaches any representation, warranty, covenant, or other material term of the Agreement, including failing to do any of the following in accordance with the terms and conditions of the Agreement: (i) carry out the Project; Page 219 of 261 13 (ii) use or spend Funds; or (iii) provide, in accordance with section A7.2, Reports or such other reports as the Province may have requested pursuant to section A7.2(a)(ii). A12.2 Consequences of Events of Default and Corrective Action. If an Event of Default occurs, the Province may, at any time, take one or more of the following actions: (a) initiate any action the Province considers necessary in order to facilitate the successful continuation or completion of the Project; (b) provide the Recipient with an opportunity to remedy the Event of Default; (c) suspend the payment of Funds for such period as the Province determines appropriate; (d) reduce the amount of the Funds; (e) cancel further instalments of Funds; (f) demand from the Recipient the payment of any Funds remaining in the possession or under the control of the Recipient; (g) demand from the Recipient the payment of an amount equal to any Funds the Recipient used, but did not use in accordance with the Agreement; (h) demand from the Recipient the payment of an amount equal to any Funds the Province provided to the Recipient; (i) demand from the Recipient an amount equal to the costs the Province incurred or incurs to enforce its rights under the Agreement, including the costs of any Record Review and the costs it incurs to collect any amounts the Recipient owes to the Province; and (j) terminate the Agreement at any time, including immediately, without liability, penalty or costs to the Province upon giving Notice to the Recipient. A12.3 Opportunity to Remedy. If, in accordance with section A12.2(b), the Province provides the Recipient with an opportunity to remedy the Event of Default, the Province will give Notice to the Recipient of: (a) the particulars of the Event of Default; and Page 220 of 261 14 (b) the Notice Period. A12.4 Recipient not Remedying. If the Province provided the Recipient with an opportunity to remedy the Event of Default pursuant to section A12.2(b), and: (a) the Recipient does not remedy the Event of Default within the Notice Period; (b) it becomes apparent to the Province that the Recipient cannot completely remedy the Event of Default within the Notice Period; or (c) the Recipient is not proceeding to remedy the Event of Default in a way that is satisfactory to the Province, the Province may extend the Notice Period, or initiate any one or more of the actions provided for in sections A12.2(a), (c), (d), (e), (f), (g), (h), and (i). A12.5 When Termination Effective. Termination under Article A12.0 will take effect as provided for in the Notice. A13.0 FUNDS AT THE END OF A FUNDING YEAR A13.1 Funds at the End of a Funding Year. Without limiting any rights of the Province under Article A12.0, if the Recipient has not spent all of the Funds allocated for the Funding Year as provided for in the Budget, the Province may take one or both of the following actions: (a) demand from the Recipient payment of the unspent Funds; and (b) adjust the amount of any further instalments of Funds accordingly. A14.0 FUNDS UPON EXPIRY A14.1 Funds Upon Expiry. The Recipient will, upon expiry of the Agreement, pay to the Province any Funds remaining in its possession, under its control, or both. A15.0 DEBT DUE AND PAYMENT A15.1 Payment of Overpayment. If at any time the Province provides Funds in excess of the amount to which the Recipient is entitled under the Agreement, the Province may: (a) deduct an amount equal to the excess Funds from any further instalments of Funds; or (b) demand that the Recipient pay to the Province an amount equal to the Page 221 of 261 15 excess Funds. A15.2 Debt Due. If, pursuant to the Agreement: (a) the Province demands from the Recipient the payment of any Funds or an amount equal to any Funds; or (b) the Recipient owes any Funds or an amount equal to any Funds to the Province, whether or not the Province has demanded their payment, such amounts will be deemed to be debts due and owing to the Province by the Recipient, and the Recipient will pay the amounts to the Province immediately, unless the Province directs otherwise. A15.3 Interest Rate. The Province may charge the Recipient interest on any money owing to the Province by the Recipient under the Agreement at the then current interest rate charged by the Province of Ontario on accounts receivable. A15.4 Payment of Money to Province. The Recipient will pay any money owing to the Province by cheque payable to the “Ontario Minister of Finance” and delivered to the Province as provided for in Schedule “B". A15.5 Fails to Pay. Without limiting the application of section 43 of the Financial Administration Act (Ontario), if the Recipient fails to pay any amount owing under the Agreement, Her Majesty the Queen in right of Ontario may deduct any unpaid amount from any money payable to the Recipient by Her Majesty the Queen in right of Ontario. A16.0 NOTICE A16.1 Notice in Writing and Addressed. Notice will be: (a) in writing; (b) delivered by email, postage-prepaid mail, personal delivery, courier or fax; and (c) addressed to the Province or the Recipient as set out in Schedule “B”, or as either Party later designates to the other by Notice. A16.2 Notice Given. Notice will be deemed to have been given: (a) in the case of postage-prepaid mail, five Business Days after the Notice is mailed; or (b) in the case of fax, one Business Day after the Notice is delivered; and Page 222 of 261 16 (c) in the case of email, personal delivery or courier on the date on which the Notice is delivered. A16.3 Postal Disruption. Despite section A16.2(a), in the event of a postal disruption: (a) Notice by postage-prepaid mail will not be deemed to be given; and (b) the Party giving Notice will give Notice by email, personal delivery, courier or fax. A17.0 CONSENT BY PROVINCE AND COMPLIANCE BY RECIPIENT A17.1 Consent. When the Province provides its consent pursuant to the Agreement: (a) it will do so by Notice; (b) it may attach any terms and conditions to the consent; and (c) the Recipient may rely on the consent only if the Recipient complies with any terms and conditions the Province may have attached to the consent. A18.0 SEVERABILITY OF PROVISIONS A18.1 Invalidity or Unenforceability of Any Provision. The invalidity or unenforceability of any provision of the Agreement will not affect the validity or enforceability of any other provision of the Agreement. A19.0 WAIVER A19.1 Waiver Request. Either Party may, by Notice, ask the other Party to waive an obligation under the Agreement. A19.2 Waiver Applies. If in response to a request made pursuant to section A19.1 a Party consents to a waiver, the waiver will: (a) be valid only if the Party that consents to the waiver provides the consent by Notice; and (b) apply only to the specific obligation referred to in the waiver. A20.0 INDEPENDENT PARTIES A20.1 Parties Independent. The Recipient is not an agent, joint venturer, partner, or employee of the Province, and the Recipient will not represent itself in any way that might be taken by a reasonable person to suggest that it is, or take any Page 223 of 261 17 actions that could establish or imply such a relationship. A21.0 ASSIGNMENT OF AGREEMENT OR FUNDS A21.1 No Assignment. The Recipient will not, without the prior written consent of the Province, assign any of its rights or obligations under the Agreement. A21.2 Agreement Binding. All rights and obligations contained in the Agreement will extend to and be binding on: (a) the Recipient’s successors, and permitted assigns; and (b) the successors to Her Majesty the Queen in right of Ontario. A22.0 GOVERNING LAW A22.1 Governing Law. The Agreement and the rights, obligations, and relations of the Parties will be governed by and construed in accordance with the laws of the Province of Ontario and the applicable federal laws of Canada. Any actions or proceedings arising in connection with the Agreement will be conducted in the courts of Ontario, which will have exclusive jurisdiction over such proceedings. A23.0 FURTHER ASSURANCES A23.1 Agreement into Effect. The Recipient will: (a) provide such further assurances as the Province may request from time to time with respect to any matter to which the Agreement pertains; and (b) do or cause to be done all acts or things necessary to implement and carry into effect the terms and conditions of the Agreement to their full extent. A24.0 JOINT AND SEVERAL LIABILITY A24.1 Joint and Several Liability. Where the Recipient comprises of more than one entity, all such entities will be jointly and severally liable to the Province for the fulfillment of the obligations of the Recipient under the Agreement. A25.0 RIGHTS AND REMEDIES CUMULATIVE A25.1 Rights and Remedies Cumulative. The rights and remedies of the Province under the Agreement are cumulative and are in addition to, and not in substitution for, any of its rights and remedies provided by law or in equity. Page 224 of 261 18 A26.0 FAILURE TO COMPLY WITH OTHER AGREEMENTS A26.1 Other Agreements. If the Recipient: (a) has failed to comply with any term, condition, or obligation under any other agreement with Her Majesty the Queen in right of Ontario or one of Her agencies (a “Failure”); (b) has been provided with notice of such Failure in accordance with the requirements of such other agreement; (c) has, if applicable, failed to rectify such Failure in accordance with the requirements of such other agreement; and (d) such Failure is continuing, the Province may suspend the payment of Funds for such period as the Province determines appropriate. A27.0 SURVIVAL A27.1 Survival. The following Articles and sections, and all applicable cross- referenced Articles, sections and schedules, will continue in full force and effect for a period of seven years from the date of expiry or termination of the Agreement: Article 1.0, Article 2.0, Article A1.0 and any other applicable definitions, section A2.1(a), sections A4.4, A4.5, A4.6, section A5.2, section A7.1, A7.2 (to the extent that the Recipient has not provided the Reports or other reports as the Province may have requested and to the satisfaction of the Province), sections A7.3, A7.4, A7.5, A7.6, A7.7, A7.8, Article A8.0, Article A9.0, section A11.2, sections A12.1, sections A12.2(d), (e), (f), (g), (h), (i), and (j), Article A13.0, ArticleA14.0, Article A15.0, Article A16.0, Article A18.0, , section A21.2, Article A22.0, Article A24.0, Article A25.0 and Article A27.0. - END OF GENERAL TERMS AND CONDITIONS - Page 225 of 261 19 SCHEDULE “B” PROJECT SPECIFIC INFORMATION AND ADDITIONAL PROVISIONS Maximum Funds Up to $150,000 Expiry Date March 31, 2022 Amount for the purposes of section A5.2 (Disposal) of Schedule “A” $5,000.00 Insurance $ 2,000,000 Contact information for the purposes of Notice to the Province Name: Brenda Vloet Position: Manager, Municipal Programs and Outreach Unit Address: 777 Bay Street, Toronto, Ontario M7A 2J3, 16th Floor Email: Brenda.Vloet@ontario.ca Contact information for the purposes of Notice to the Recipient Name: Position: Address: Fax: Email: Contact information for the senior financial person in the Recipient organization (e.g., CFO, CAO) – to respond as required to requests from the Province related to the Agreement Name: Position: Address: Fax: Email: Page 226 of 261 20 Additional Provisions: B1 Section 4.3 of Schedule "A" is amended by adding the following subsection: (e) use the Funds only for the purpose of reimbursement for the actual amount paid to the independent third-party reviewer in accordance with the Project; and, (f) Not use the Funds for the purpose of paying the salaries of the Recipient's employees. Page 227 of 261 21 SCHEDULE “C” PROJECT Project Title Town of Tillsonburg Combined Municipal Space and Operations Studies for IT and Solid Waste Objectives The objective of the Project is to review the Recipient’s municipal spaces, information technology services, and solid waste management, with the goal of identifying opportunities to streamline operations find efficiencies. Description The Recipient will retain an independent third-party reviewer to conduct a tripartite study, of the following: • Space Needs Study: This first review will comprise a needs analysis of both administrative and operational spaces, with a focus on merging these facilities to generate cost-efficiencies and modernization. The review will provide the Recipient’s Town Hall Steering Committee with recommendations for moving forward with a new and/or updated Town Hall that has appropriate space and information technology (IT) services for employees and residents. • IT Needs Study: The second review will comprise an IT Analysis of the Recipient’s IT infrastructure and services, with a focus on leveraging virtual Town Hall services to serve residents more efficiently and accessibly. It will also recommend other digital solutions for integrating the Recipient’s existing IT applications and licenses, as well as modernizing customer service. • Solid Waste Study: The third review will assess the Recipient’s solid waste management system to identify opportunities to modernize service delivery and provide collection efficiencies. The review will recommend methods to integrate identified improvements to the Recipient’s large article collection program and the curbside leaf collection program. Independent Third-Party Reviewer’s Report The Recipient will retain the independent third-party reviewer to compile the findings and recommendations in the Independent Third-Party Reviewer’s Report. The Recipient will submit the report to the Province and publish the report on the Recipient’s publicly accessible website by January 31, 2022. Page 228 of 261 22 The report will summarize the reviewer’s findings and identify specific, actionable recommendations based on the analysis and findings that aim to identify cost savings and improved efficiencies. Page 229 of 261 23 SCHEDULE “D” BUDGET Item Amount Reimbursement for payments to independent third-party reviewer. Up to $150,000 Page 230 of 261 24 SCHEDULE “E” PAYMENT PLAN Milestone Scheduled Payment • Execution of Agreement Initial payment of $52,500 made to Recipient no more than thirty (30) days after the execution of the Agreement • Submission of Interim Progress Report Back to the Province • Submission of Independent Third- Party Reviewer’s Report to the Province • Publishing of Independent Third-Party Reviewer’s Report • Submission of Final Report Back to the Province Final payment of up to $97,500 made to the Recipient no more than thirty (30) days after the Province’s approval of the Final Report Back Page 231 of 261 25 SCHEDULE “F” REPORTS Name of Report Reporting Due Date 1. Interim Progress Report Back October 31, 2021 2. Final Report Back and Invoices January 31, 2022 Report Details 1. Interim Progress Report Back The Recipient will submit an Interim Progress Report Back to the Province by October 31, 2021 using the reporting template provided by the Province. The Interim Progress Report will include: • A statement indicating whether the Recipient has retained an independent third- party reviewer, and • An update on the estimated cost of the Project. 2. Final Report Back and Invoices The Recipient will submit a Final Report Back to the Province by January 31, 2022 using the reporting template provided by the Province. The Final Report will include: • A hyperlink to the Independent Third-Party Reviewer's final report on the Recipient's publicly accessible website, • A 250-word abstract of the Project and its findings, • The actual amount paid by the Recipient to the independent third-party reviewer in accordance with the Project with supporting documentation, such as invoices or receipts, showing actual costs incurred, and • A statement indicating the percentage of the total amount of service delivery expenditures reviewed that are identified as potential cost savings in the Independent Third-Party Reviewer's Report, which will be the performance measure for the Project. Page 232 of 261 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2021-___ A BY-LAW TO AUTHORIZE THE SUBMISSION OF AN APPLICATION TO ONTARIO INFRASTRUCTURE AND LANDS CORPORATION (“OILC”) FOR FINANCING CERTAIN ONGOING CAPITAL WORK(S) OF The Corporation of the Town of Tillsonburg (THE “LOWER-TIER MUNICIPALITY”); TO AUTHORIZE TEMPORARY BORROWING FROM OILC TO MEET EXPENDITURES IN CONNECTION WITH SUCH CAPITAL WORK(S); AND TO AUTHORIZE LONG- TERM BORROWING FOR SUCH CAPITAL WORK(S) THROUGH THE ISSUE OF DEBENTURES BY the County of Oxford (THE “UPPER-TIER MUNICIPALITY”) TO OILC. WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the “Act”) provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Lower-tier Municipality has passed the by-law(s) enumerated in column (1) of Schedule “A” attached hereto and forming part of this By- law (“Schedule “A”) authorizing the capital work(s) described in column (2) of Schedule “A” (the “Capital Work(s)”) in the amount of the respective estimated expenditure set out in column (3) of Schedule “A”, subject in each case to approval by OILC of the financing for such Capital Work(s) requested by the Lower-tier Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Lower-tier Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the “Regulation”), the Council of the Lower-tier Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the “Updated Limit”), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule “A” (the “Authorized Expenditure” for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in Page 233 of 261 Page 2 of 6 respect of the Capital Work or each Capital Work, as the case may be, did not cause the Lower-tier Municipality to exceed the Updated Limit, and accordingly the approval of the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Lower -tier Municipality; AND WHEREAS subsection 405(1) of the Act provides, amongst other things, that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of debentures if, the municipality is a lower-tier municipality in a regional municipality and it has approved the work and the upper-tier municipality has approved the issue of debentures for the work; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS subsection 401(3) of the Act provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures and accordingly the Lower-tier Municipality intends that the Upper-tier Municipality will issue debentures in respect of the Capital Work(s) and will request that the Upper-tier Municipality do so; AND WHEREAS subsection 403(1) of the Act provides that a by-law of an upper-tier municipality authorizing the issuing of debentures for the purposes or joint purposes of one or more of its lower-tier municipalities may require those lower-tier municipalities to make payments in each year to the upper-tier municipality in the amounts and on the dates specified in the by-law; AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act and subsection 403(7) of the Act provides that all debentures issued under a by-law passed by an upper-tier municipality under section 403 are direct, joint and several obligations of the upper-tier municipality and its lower-tier municipalities; AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining temporary and long-term debt financing in order to meet capital expenditures incurred on or after the year that is five years prior to the year of an application in connection Page 234 of 261 Page 3 of 6 with eligible capital work(s) to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Lower-tier Municipality requested the Upper-tier Municipality to issue debentures for the Capital Work(s) and in this connection the Upper -tier Municipality and the Lower-tier Municipality completed and submitted or is in the process of submitting an application to OILC, as the case may be (the “Application”) to request financing for the Capital Work(s) by way of long-term borrowing pursuant to section 403 of the Act through the issue of debentures by the Upper-tier Municipality to OILC and by way of temporary borrowing by the Lower-tier from OILC pending the issue of such debentures; AND WHEREAS OILC has accepted and has approved or will notify the Lower-tier Municipality only if it accepts and approves the Application, as the case may be; AND WHEREAS the Upper-tier Municipality has approved the issue of debentures for the Capital Work(s) to OILC in the maximum aggregate principal amount of $805,324 (the “Debentures”); and OILC has indicated that pending the issue of the Debentures it will provide financing by way of temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); AND WHEREAS the Lower-tier Municipality will enter into a financing agreement with OILC pursuant to the terms of which OILC will provide temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Council of the Lower-tier Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC, in cooperation with the Upper-tier Municipality, for the financing of the Capital Work(s) by way of temporary borrowing from OILC, pending the issue of the Debentures, in the maximum aggregate principal amount of $805,324 substantially in the form of Schedule “B” hereto and forming part of this By-law, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. Page 235 of 261 Page 4 of 6 2. The Mayor and the Treasurer are hereby authorized to negotiate and enter into, execute and deliver for and on behalf of the Lower-tier Municipality a financing agreement (a “Financing Agreement”) with OILC that provides for temporary borrowing from OILC under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. 3. The Mayor and the Treasurer are hereby authorized, pending the substantial completion of the Capital Work or of each Capital Work, as the case may be, or as otherwise agreed with OILC, to make temporary borrowings pursuant to section 405 of the Act in respect of the Capital Work or of each Capital Work, as the case may be, on the terms and conditions provided in the Financing Agreement which the Financing Agreement provides that the information contained in the Record, as defined in the Financing Agreement, in respect of such temporary borrowings shall be deemed final, conclusive and binding on the Lower-tier Municipality, and on such other terms and conditions as such authorized officials may agree; and the Treasurer is authorized to sign such certifications as OILC may require in connection with such borrowings in respect of the Capital Work(s); provided that the amount of borrowings allocated to the Capital Work or to each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule “A” in respect of such Capital Work. 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Lower-tier Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Lower-tier Municipality, to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Lower-tier Municipality, amounts not exceeding the amounts that the Lower-tier Municipality fails to pay to OILC on account of any unpaid indebtedness of the Lower-tier Municipality to OILC under any outstanding temporary borrowing and/or the Debentures, as the case may be (the Page 236 of 261 Page 5 of 6 “Obligations”) and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Lower-tier Municipality shall provide for raising in each year as part of the general lower-tier levy the amounts of principal and interest payable in each year under any outstanding temporary borrowing and/or any Debenture outstanding pursuant to the Financing Agreement, to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. (a) The Mayor and the Treasurer are hereby authorized to enter into, execute and deliver the Financing Agreement, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Lower-tier Municipality in order to perform the Obligations of the Lower-tier Municipality under the Financing Agreement, to request and receive any temporary borrowing, and the Treasurer is authorized to affix the Lower-tier Municipality’s municipal seal to any such documents and papers. (b) The money realized in respect of any temporary borrowing for the Capital Work(s) and the Debentures, including any premium, and any earnings derived from the investment of that money after providing for the expenses related to any such temporary borrowing and to the issue of the Debentures by the Upper-tier Municipality, if any, shall be apportioned and applied to the respective Capital Work and to no other purpose except as permitted by the Act. Page 237 of 261 Page 6 of 6 7. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 13th day of SEPTEMBER, 2021. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of SEPTEMBER, 2021. ___________________________ MAYOR – Stephen Molnar _____________________________ CLERK – Michelle Smibert Page 238 of 261 By-Law 2021-___ Schedule A (Ongoing Capital Work(s)) (1) (2) (3) (4) Capital Work Number Description of Capital Work Estimated Expenditure Loan Amount 4299 Vehicle - 7400 Plow/wing Truck Unit # 61 $138,113 $138,113 2020-048/060 Fire Communication Equipment 93,589 55,169 2021-062 Vehicle - Building Unit # 39 36,610 36,610 2021-062 Vehicle – Hydro Unit # 65 48,677 48,677 2021-062 Next Generation 911 Equipment 95,000 95,000 2021-068 Radio Communication Towers Equipment 38,397 38,397 2021-062 Vehicle – Parks Unit # 88 93,314 93,314 2021-062 Mower – Cemetery 62,811 62,811 2021-062/080 Vehicle - Water Unit # 28 36,709 36,709 2021-062 Vehicle - Cemetery Unit # 87 164,851 164,851 2021-062 Vehicle - Mini Cargo Van - Facilities 35,673 35,673 Page 239 of 261 Webloans Loan Application PDF Projects ID SIT Project ID Project Name Construction/Purchase Start Construction/Purchase End Project Cost OILC Loan Amount 1626 1 Vehicle 7400 Plow wing Truck Unit 61 03/01/2020 12/31/2020 $138,113.00 138,113.00 1627 2 Fire Communication Equipment 12/01/2020 12/15/2020 $93,589.00 55,169.00 1628 3 Vehicle Building Unit 39 07/01/2021 08/31/2021 $36,610.00 36,610.00 1629 4 Vehicle Hydro Unit 65 07/01/2021 11/30/2021 $48,677.00 48,677.00 1630 5 Next Generation 911 Equipment 07/01/2021 12/31/2021 $95,000.00 95,000.00 1631 6 Radio Communication Towers Equipment 07/01/2021 12/31/2021 $38,397.00 38,397.00 1632 7 Vehicle Parks Unit 88 07/01/2021 09/30/2021 $93,314.00 93,314.00 1633 8 Mower Cemetery 07/01/2021 11/30/2021 $62,811.00 62,811.00 1634 9 Vehicle Water Unit 28 07/01/2021 01/31/2022 $36,709.00 36,709.00 1635 10 Vehicle Cemetery Unit 87 07/01/2021 02/28/2022 $164,851.00 164,851.00 1636 11 Vehicle Mini Cargo Van Facilities 07/01/2021 04/15/2022 $35,673.00 35,673.00 Details of Project Vehicle 7400 Plow wing Truck Unit 61 FA Number 1642 Application for Tillsonburg, The Corporation of The Town of Project Category Municipal Roads Infrastructure Project Name Vehicle 7400 Plow wing Truck Unit 61 Construction/Purchase Start 03/01/2020 Construction/Purchase End 12/31/2020 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace cab and chassis and re-use body and plow Page 240 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $138,113.00 10 Serial Details of Project Fire Communication Equipment Project Financial Information Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$138,113.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$138,113.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $138,113.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Fire Communication Equipment Construction/Purchase Start 12/01/2020 Construction/Purchase End 12/15/2020 Energy Conservation Project Address 1 80 Concession Street East Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Equipment required to bring on new customers from Shelbourne, Grand Valley, Mimur Melancthon and Fort Erie Comments and/or Special Requests Project Life Span (Years)10 Project Cost (A)$93,589.00 Page 241 of 261 Required Date Amount Term Type 12/15/2021 $55,169.00 5 Serial Details of Project Vehicle Building Unit 39 Project Financial Information Required Date Amount Term Type 12/15/2021 $36,610.00 5 Serial Other Project Funding / Financing (B): Description Timing Amount Third party contribution Existing $38,420.00 Other Project Funding/Financing Total (B)$38,420.00 OILC Loan Amount (A-B)$55,169.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $55,169.00 Project Category Municipal Other Infrastructure Work Type Administration Project Name Vehicle Building Unit 39 Construction/Purchase Start 07/01/2021 Construction/Purchase End 08/31/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replacement of existing vehicle used by staff in building department Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$36,610.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$36,610.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Page 242 of 261 Details of Project Vehicle Hydro Unit 65 Project Financial Information Required Date Amount Term Type 12/15/2021 $48,677.00 5 Serial Details of Project Next Generation 911 Equipment Long-term Borrowing Total $36,610.00 Project Category Municipal Other Infrastructure Work Type Others Other Description hydro Project Name Vehicle Hydro Unit 65 Construction/Purchase Start 07/01/2021 Construction/Purchase End 11/30/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing hydro utility vehicle Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$48,677.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$48,677.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $48,677.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Next Generation 911 Equipment Page 243 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $95,000.00 5 Serial Details of Project Radio Communication Towers Equipment Construction/Purchase Start 07/01/2021 Construction/Purchase End 12/31/2021 Energy Conservation Project Address 1 80 Concession Street East Project Address 2 City / Town Tillsonburg Province ON Postal Code Description 911 softphones for the E9-1-1 transition from BCM to IP office preparation for Next Generation 911 Comments and/or Special Requests Project Life Span (Years)20 Project Cost (A)$95,000.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$95,000.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $95,000.00 Project Category Municipal Other Infrastructure Work Type Fire Project Name Radio Communication Towers Equipment Construction/Purchase Start 07/01/2021 Construction/Purchase End 12/31/2021 Energy Conservation Project Address 1 80 Concession Street East Project Address 2 City / Town Tillsonburg Page 244 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $38,397.00 15 Serial Details of Project Vehicle Parks Unit 88 Province ON Postal Code Description Replace obsolete radio equipment at radio communications towers located at Tillsonburg water reservoir and Tillsonburg Customer Service Centre Comments and/or Special Requests Project Life Span (Years)15 Project Cost (A)$38,397.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$38,397.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $38,397.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Parks Project Name Vehicle Parks Unit 88 Construction/Purchase Start 07/01/2021 Construction/Purchase End 09/30/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing vehicle used in parks services Comments and/or Special Requests Page 245 of 261 Project Financial Information Required Date Amount Term Type 12/15/2021 $93,314.00 10 Serial Details of Project Mower Cemetery Project Financial Information Project Life Span (Years)15 Project Cost (A)$93,314.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$93,314.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $93,314.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Cemetery Project Name Mower Cemetery Construction/Purchase Start 07/01/2021 Construction/Purchase End 11/30/2021 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Boom flail mower attachment for Unit #88 Comments and/or Special Requests Project Life Span (Years)15 Project Cost (A)$62,811.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 Page 246 of 261 Required Date Amount Term Type 12/15/2021 $62,811.00 5 Serial Details of Project Vehicle Water Unit 28 Project Financial Information Required Date Amount Term Type 04/15/2022 $36,709.00 5 Serial OILC Loan Amount (A-B)$62,811.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $62,811.00 Project Category Municipal Other Infrastructure Work Type Others Other Description Water services Project Name Vehicle Water Unit 28 Construction/Purchase Start 07/01/2021 Construction/Purchase End 01/31/2022 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing vehicle used in water services Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$36,709.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$36,709.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $36,709.00 Page 247 of 261 Details of Project Vehicle Cemetery Unit 87 Project Financial Information Required Date Amount Term Type 04/15/2022 $164,851.00 10 Serial Details of Project Vehicle Mini Cargo Van Facilities Project Category Municipal Other Infrastructure Work Type Others Other Description Cemetery Project Name Vehicle Cemetery Unit 87 Construction/Purchase Start 07/01/2021 Construction/Purchase End 02/28/2022 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description Replace existing vehicle used in cemetery services Comments and/or Special Requests Project Life Span (Years)12 Project Cost (A)$164,851.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$164,851.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $164,851.00 Project Category Municipal Other Infrastructure Work Type Administration Project Name Vehicle Mini Cargo Van Facilities Construction/Purchase Start 07/01/2021 Page 248 of 261 Project Financial Information Required Date Amount Term Type 04/15/2022 $35,673.00 5 Serial Debt and Re-payments Summary Non Re-payments of Loans or Debenture OILC Loan Repayment Information Construction/Purchase End 04/15/2022 Energy Conservation Project Address 1 20 Spruce Street Project Address 2 City / Town Tillsonburg Province ON Postal Code Description New cargo van vehicle for facilities division carrying tools Comments and/or Special Requests Project Life Span (Years)8 Project Cost (A)$35,673.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 OILC Loan Amount (A-B)$35,673.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $35,673.00 Has there been any new/undisclosed debt acquired since last FIR was submitted? Yes No Please describe any re-financing plans for any existing "interest only" debt, if applicable. In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. Please indicate the source(s) of revenue you plan to use to repay the OILC Loan Taxation 77.00 Page 249 of 261 Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application. OILC requires originals as noted below to be mailed or couriered. Also, please retain a copy of all documents submitted to OILC for your records. To obtain templates for documents see listed below. Loan Application Signature Page signed and dated by the appropriate individual (original to be submitted) Certificate and sealed copy of OILC template By-law authorizing project borrowing and applying for a loan (original with seal) Certificate of Treasurer Regarding Litigation using the OILC template (original, signed & sealed) Updated Certified Annual Repayment Limit Calculation (original) I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential, subject to any applicable laws or rules of a court or tribunal having jurisdiction. Infrastructure Ontario This site is maintained by Infrastructure Ontario, a Government of Ontario crown agency. Privacy | Important Notices | info@infrastructureontario.ca Copyright © Queen’s Printer for Ontario, 2021 | Accessibility User Fees 23.00 Service Charges 0.00 Development Charges 0.00 Connection Fees 0.00 Repayment Subsidies 0.00 Other Total 100.00% Page 250 of 261 The Corporation of the Town of Tillsonburg BY-LAW NUMBER XXXX A BY-LAW TO AUTHORIZE THE SUBMISSION OF AN APPLICATION TO ONTARIO INFRASTRUCTURE AND LANDS CORPORATION (“OILC”) FOR FINANCING CERTAIN ONGOING CAPITAL WORK(S) OF The Corporation of the Town of Tillsonburg (THE “LOWER-TIER MUNICIPALITY”); TO AUTHORIZE TEMPORARY BORROWING FROM OILC TO MEET EXPENDITURES IN CONNECTION WITH SUCH CAPITAL WORK(S); AND TO AUTHORIZE LONG- TERM BORROWING FOR SUCH CAPITAL WORK(S) THROUGH THE ISSUE OF DEBENTURES BY the County of Oxford (THE “UPPER-TIER MUNICIPALITY”) TO OILC. WHEREAS the Municipal Act, 2001 (Ontario), as amended, (the “Act”) provides that a municipal power shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS the Council of the Lower-tier Municipality has passed the by-law(s) enumerated in column (1) of Schedule “A” attached hereto and forming part of this By- law (“Schedule “A”) authorizing the capital work(s) described in column (2) of Schedule “A” (the “Capital Work(s)”) in the amount of the respective estimated expenditure set out in column (3) of Schedule “A”, subject in each case to approval by OILC of the financing for such Capital Work(s) requested by the Lower-tier Municipality in the Application as hereinafter defined; AND WHEREAS before the Council of the Lower-tier Municipality approved the Capital Work(s) in accordance with section 4 of Ontario Regulation 403/02 (the “Regulation”), the Council of the Lower-tier Municipality had its Treasurer calculate an updated limit in respect of its then most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing (as so updated, the “Updated Limit”), and, on the basis of the authorized estimated expenditure for the Capital Work or each Capital Work, as the case may be, as set out in column (3) of Schedule “A” (the “Authorized Expenditure” for any such Capital Work), the Treasurer calculated the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, and determined that the estimated annual amount payable in respect of the Capital Work or each Capital Work, as the case may be, did not cause the Lower-tier Municipality to exceed the Updated Limit, and accordingly the approval of Page 251 of 261 Page 2 of 6 the Local Planning Appeal Tribunal pursuant to the Regulation, was not required before any such Capital Work was authorized by the Council of the Lower -tier Municipality; AND WHEREAS subsection 405(1) of the Act provides, amongst other things, that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of debenture s if, the municipality is a lower-tier municipality in a regional municipality and it has approved the work and the upper-tier municipality has approved the issue of debentures for the work; AND WHEREAS subsection 401(1) of the Act provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt; AND WHEREAS subsection 401(3) of the Act provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures and accordingly the Lower-tier Municipality intends that the Upper-tier Municipality will issue debentures in respect of the Capital Work(s) and will request that the Upper-tier Municipality do so; AND WHEREAS subsection 403(1) of the Act provides that a by-law of an upper-tier municipality authorizing the issuing of debentures for the purposes or joint purposes of one or more of its lower-tier municipalities may require those lower-tier municipalities to make payments in each year to the upper-tier municipality in the amounts and on the dates specified in the by-law; AND WHEREAS the Act also provides that a municipality shall authorize long-term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act and subsection 403(7) of the Act provides that all debentures issued under a by-law passed by an upper-tier municipality under section 403 are direct, joint and several obligations of the upper-tier municipality and its lower-tier municipalities; AND WHEREAS OILC has invited Ontario municipalities desirous of obtaining temporary and long-term debt financing in order to meet capital expenditu res incurred on or after the year that is five years prior to the year of an application in connection with eligible capital work(s) to make application to OILC for such financing by completing and submitting an application in the form provided by OILC; AND WHEREAS the Lower-tier Municipality requested the Upper-tier Municipality to issue debentures for the Capital Work(s) and in this connection the Upper -tier Page 252 of 261 Page 3 of 6 Municipality and the Lower-tier Municipality completed and submitted or is in the process of submitting an application to OILC, as the case may be (the “Application”) to request financing for the Capital Work(s) by way of long-term borrowing pursuant to section 403 of the Act through the issue of debentures by the Upper-tier Municipality to OILC and by way of temporary borrowing by the Lower-tier from OILC pending the issue of such debentures; AND WHEREAS OILC has accepted and has approved or will notify the Lower-tier Municipality only if it accepts and approves the Application, as the case may be; AND WHEREAS the Upper-tier Municipality has approved the issue of debentures for the Capital Work(s) to OILC in the maximum aggregate principal amount of $182,426 (the “Debentures”); and OILC has indicated that pending the issue of the Debentures it will provide financing by way of temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); AND WHEREAS the Lower-tier Municipality will enter into a financing agreement with OILC pursuant to the terms of which OILC will provide temporary advances to the Lower-tier Municipality in respect of the Capital Work(s); BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. The Council of the Lower-tier Municipality hereby confirms, ratifies and approves the execution by the Treasurer of the Application and the submission by such authorized official of the Application, duly executed by such authorized official, to OILC, in cooperation with the Upper-tier Municipality, for the financing of the Capital Work(s) by way of temporary borrowing from OILC, pending the issue of the Debentures, in the maximum aggregate principal amount of $182,426 substantially in the form of Schedule “B” hereto and forming part of this By-law, with such changes thereon as such authorized official may hereafter approve, such execution and delivery to be conclusive evidence of such approval. 2. The Mayor and the Treasurer are hereby authorized to negotiate and enter into, execute and deliver for and on behalf of the Lower-tier Municipality a financing agreement (a “Financing Agreement”) with OILC that provides for temporary borrowing from OILC under the authority of this By-law in respect of the Capital Work(s) on such terms and conditions as such authorized officials may approve, such execution and delivery to be conclusive evidence of such approval. Page 253 of 261 Page 4 of 6 3. The Mayor and the Treasurer are hereby authorized, pending the substantial completion of the Capital Work or of each Capital Work, as the case may be, or as otherwise agreed with OILC, to make temporary borrowings pursuant to section 405 of the Act in respect of the Capital Work or of each Capital Work, as the case may be, on the terms and conditions provided in the Financing Agreement which the Financing Agreement provides that the information contained in the Record, as defined in the Financing Agreement, in respect of such temporary borrowings shall be deemed final, conclusive and binding on the Lower-tier Municipality, and on such other terms and conditions as such authorized officials may agree; and the Treasurer is authorized to sign such certifications as OILC may require in connection with such borrowings in respect of the Capital Work(s); provided that the amount of borrowings allocated to the Capital Work or to each Capital Work, as the case may be, does not exceed the Authorized Expenditure for such Capital Work and does not exceed the related loan amount set out in column (4) of Schedule “A” in respect of such Capital Work. 4. In accordance with the provisions of section 25 of the Ontario Infrastructure and Lands Corporation Act, 2011, as amended from time to time hereafter, the Lower-tier Municipality is hereby authorized to agree in writing with OILC that the Minister of Finance is entitled, without notice to the Lower-tier Municipality, to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Lower-tier Municipality, amounts not exceeding the amounts that the Lower-tier Municipality fails to pay to OILC on account of any unpaid indebtedness of the Lower-tier Municipality to OILC under any outstanding temporary borrowing and/or the Debentures, as the case may be (the “Obligations”) and to pay such amounts to OILC from the Consolidated Revenue Fund. 5. For the purposes of meeting the Obligations, the Lower-tier Municipality shall provide for raising in each year as part of the general lower-tier levy the amounts of principal and interest payable in each year under any outstanding temporary borrowing and/or any Debenture outstanding pursuant to the Financing Agreement, to the extent that the amounts have not been provided for by any Page 254 of 261 Page 5 of 6 other available source including other taxes or fees or charges imposed on persons or property by a by-law of any municipality. 6. (a) The Mayor and the Treasurer are hereby authorized to enter into, execute and deliver the Financing Agreement, one or more of the Clerk and the Treasurer are hereby authorized to generally do all things and to execute all other documents and papers in the name of the Lower-tier Municipality in order to perform the Obligations of the Lower-tier Municipality under the Financing Agreement, to request and receive any temporary borrowing, and the Treasurer is authorized to affix the Lower-tier Municipality’s municipal seal to any such documents and papers. (b) The money realized in respect of any temporary borrowing for the Capital Work(s) and the Debentures, including any premium, and any earnings derived from the investment of that money after providing for the expenses related to any such temporary borrowing and to the issue of the Debentures by the Upper-tier Municipality, if any, shall be apportioned and applied to the respective Capital Work and to no other purpose except as permitted by the Act. Page 255 of 261 Page 6 of 6 7. That this by-law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 13th day of SEPTEMBER, 2021. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of SEPTEMBER, 2021. ___________________________ MAYOR – Stephen Molnar _____________________________ CLERK – Michelle Smibert Page 256 of 261 By-Law 2021-___ Schedule A (Ongoing Capital Work(s)) (1) (2) (3) (4) Capital Work Number Description of Capital Work Estimated Expenditure Loan Amount 2021-080 Elliot Fairburn Roof Replacement $182,426 $182,426 Page 257 of 261 Webloans Loan Application PDF Projects ID SIT Project ID Project Name Construction/Purchase Start Construction/Purchase End Project Cost OILC Loan Amount 1641 1 Elliot Fairburn Roof Replacement 09/01/2021 12/01/2021 $182,426.00 182,426.00 Details of Project Elliot Fairburn Roof Replacement Project Financial Information FA Number 1646 Application for Tillsonburg, The Corporation of The Town of Project Category Municipal Other Infrastructure Work Type Police Project Name Elliot Fairburn Roof Replacement Construction/Purchase Start 09/01/2021 Construction/Purchase End 12/01/2021 Energy Conservation Project Address 1 31 Earle Street Project Address 2 City / Town Tillsonburg Province ON Postal Code N4G 2M3 Description Roof replacement at the Elliot Fairbairn Centre Comments and/or Special Requests Project Life Span (Years)20 Project Cost (A)$182,426.00 Other Project Funding / Financing (B): Other Project Funding/Financing Total (B)$0.00 Page 258 of 261 Required Date Amount Term Type 12/15/2021 $182,426.00 20 Serial Debt and Re-payments Summary Non Re-payments of Loans or Debenture OILC Loan Repayment Information OILC Loan Amount (A-B)$182,426.00 Only include long-term borrowing in this section. If you anticipate that you will require short-term financing during the construction phase of the project, the information will be gathered as part of the Financing Agreement. Long-term Borrowing Total $182,426.00 Has there been any new/undisclosed debt acquired since last FIR was submitted? Yes No Please describe any re-financing plans for any existing "interest only" debt, if applicable. In the last 10 years, has the borrower ever failed to make a loan payment or debenture repayment on time to any lender, including the Provincial Government? If yes, please provide details. Please indicate the source(s) of revenue you plan to use to repay the OILC Loan Taxation 100.00 User Fees 0.00 Service Charges 0.00 Development Charges 0.00 Connection Fees 0.00 Repayment Subsidies 0.00 Other Total 100.00% Page 259 of 261 Documentation and Acknowledgements Please ensure all required documents are submitted with the signed application. OILC requires originals as noted below to be mailed or couriered. Also, please retain a copy of all documents submitted to OILC for your records. To obtain templates for documents see listed below. Loan Application Signature Page signed and dated by the appropriate individual (original to be submitted) Certificate and sealed copy of OILC template By-law authorizing project borrowing and applying for a loan (original with seal) Certificate of Treasurer Regarding Litigation using the OILC template (original, signed & sealed) Updated Certified Annual Repayment Limit Calculation (original) I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OILC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario. Please note: OILC retains the right to request and review any additional information or documents at its discretion. Confidential Information OILC is an institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies. Information and supporting documents submitted by the Borrower to process the loan application will be kept secure and confidential, subject to any applicable laws or rules of a court or tribunal having jurisdiction. Infrastructure Ontario This site is maintained by Infrastructure Ontario, a Government of Ontario crown agency. Privacy | Important Notices | info@infrastructureontario.ca Copyright © Queen’s Printer for Ontario, 2021 | Accessibility Page 260 of 261 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW 2021-096 A BY-LAW to confirm the proceedings of Council at its meeting held on September 13, 2021. 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 September 13, 2021, 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. That this By-Law shall come into force and take effect on the date it is passed. READ A FIRST AND SECOND TIME THIS 13th DAY OF SEPTEMBER, 2021. READ A THIRD AND FINAL TIME AND PASSED THIS 13th DAY OF SEPTEMBER, 2021. ________________________________ MAYOR – Stephen Molnar _______________________________ CLERK – Michelle Smibert Page 261 of 261