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191028 Town Hall MIN= ATTENDANCE: Mayor Stephen Molnar, Councillor Penny Esseltine, Andrew Gilvesy, Jesse Goossens, Rick Strouth, John Veldman Staff: Ron Shaw, CAO Dave Rushton, Director of Finance/Treasurer Cephas Panschow, Development Commissioner Laurie Kirwin, Purchasing Coordinator 1. Call to Order The meeting was called to order at 12:10 p.m. 2. Adoption of Agenda Resolution #1 Moved by: Rick Strouth Seconded by: Jesse Goossens THAT the Town Hall Project Steering Committee Agenda dated October 28, 2019 be approved. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes Resolution #2 Moved by: Andrew Gilvesy Seconded by: Rick Strouth THAT the Town Hall Project Steering Committee Minutes dated July 8, 2019 be approved. Carried The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE October 28, 2019 12:00 p.m. Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Town Hall Project Steering Committee Minutes – October 28, 2019 - 2 - 4.1 Business Arising from the Minutes 4.1.1. Proponent Scoring Matrix The financial evaluation was outsourced to Josie at Colliers Project Leaders. The evaluation provided helpful details in ranking the financial strength of the proponents. The results will be brought forward at a future meeting for review by the Committee. 5. New Business a) Update- Council Decisions Ron Shaw advised that Council has directed the Committee to the complete the Request for Proposal process, but without full public engagement as that is not a mandate of this Committee. b) Next Steps Public Information Sessions will be held on November 21, 2019 from 10:00 a.m.- 2:00p.m. and on November 24, 20 19. Staff and Councillor Esseltine are to draft a process overview information handout that includes each conceptual exterior drawing and costing breakdown. Staff to draft a comment sheet for the public. Notice of the Information Sessions will be provided through the Tillsonburg newspaper and on the Town website. Key stakeholder groups will be notified of the Information Session. Three Committee members are to host the public information session with one representative at each station to answer questio ns. 6. Next Meeting Wednesday, November 27, 2019 at 12:00 p.m. 7. Adjournment Moved by: Andrew Gilvesy Seconded by: Rick Strouth Town Hall Project Steering Committee Minutes – October 28, 2019 - 3 - THAT the October 28, 2019 Town Hall Project Steering Committee meeting be adjourned at 1:05 p.m. Carried = ATTENDANCE: Councillor Penny Esseltine Andrew Gilvesy Jesse Goossens Rick Strouth John Veldman, Chair Cephas Panschow, Development Commissioner Laurie Kirwin, Purchasing Coordinator Amelia Jaggard, Legislative Services Coordinator REGRETS: Mayor Stephen Molnar Dave Rushton, Director of Finance/Treasurer David Calder, CAO 1. Call to Order The meeting was called to order at 12:20 p.m. 2. Adoption of Agenda Proposed Resolution #1 Moved by: Penny Esseltine Seconded by: Jesse Goossens THAT the Town Hall Project Steering Committee Agenda dated July 8, 2019 be approved. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes Proposed Resolution #2 Moved by: Rick Strouth Seconded by: Jesse Goossens THAT the Town Hall Project Steering Committee Minutes dated June 24, 2019 be approved. Carried. The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE July 8, 2019 12:00 noon Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Committee: Town Hall Project Steering Committee Date: July 8, 2019 - 2 - 5. New Business a) Proposal Review and Evaluations Development Commissioner provided an overview of the combined scoring matrices submitted by committee members. The three bids are close to each other so more analysis is required. One proposal indicated lower construction costs, but the lease rate is higher. There is a variation in per square foot cost between proposals. Need to investigate these differences further in order to ensure value to the tax payer. It was noted that the parking lot next to the building in this proposal would be an added advantage. The next step is to have staff schedule interviews with each of the proponents, who will be asked to present on the material contained in their proposals and in the main areas on which they are being evaluated. Additional questions to be asked: 1. Provide an explanation of per square foot price? How would minor (and major) changes be handled during negotiations and what would the impact be to the lease rate? Staff noted that requests for design changes would be handled as part of the negotiation stage. It was suggested that the question should be along the lines of what the process would look like to make changes happen and how would this be reflected in the costs. It was suggested that sharing a simplified cost breakdown per proposal would be a benefit to the public; provide current rent versus what the Town would be paying for the new building. Staff to set a date(s) for interviews with proponents. b) Public Engagement Process i) Town Public Engagement Policy At the last meeting, there was discussion regarding what the Town had communicated to the proponents with respect to sharing their information as part of the Public Information Sessions. Staff reviewed the RFP document and the schedule provided in that document would appear to take precedence with the Public Information Sessions shown as being scheduled after the Proponent Interviews. On the whole, staff’s opinion is that, while all the designs can be made public for the information sessions, the name of the preferred proponent will be released only after they are selected. This would mean that we would have to remove any identifying information from the designs prior to the sessions. Committee: Town Hall Project Steering Committee Date: July 8, 2019 - 3 - Staff to ask the proponents if they want to remain anonymous or not. If they wish to stay anonymous they must provide new design documents without their logo prior to the public information sessions. Staff to compile financial information per proponent (square foot cost vs. annual cost vs. actuals) for use during the public engagement process. Based on the period for which the proposals are valid (120 days or until October 6, 2019), it was suggested that the public engagement sessions should be held in early September in order to allow for the information to be back to Council by the end of September. In addition to this, staff and Chair will prepare an update report to Council regarding the public consultation sessions at their August 12, 2019 meeting. In terms of the sessions, suggestions were to consider:  Using a room such as the Lion’s Den or the meeting room at the Library  Have feedback sheets for residents to submit  It was suggested to consider having a social event (wine and cheese) to start the public engagement process  Staff to promote the engagement sessions online and to invite the news, Town Advisory Committees, the Chamber of Commerce and the BIA.  Ensure that session information is made available online and through social media It was noted that Level 3 of the Town’s Public Engagement Policy appears to be the most appropriate and the public’s involvement in this committee is actually part of the engagement. 6. Next Meeting 6.1. Scheduling of Proponent Interviews (August 6 – 9) It was suggested to request that John Alley be invited to the proponent interviews. Each interview will be approximately two hours. There will be a 15 to 30 minute break in between interviews. The committee will have a summary session at the end of the day. Staff to see if the proponents would be available either Wednesday, August 14, 2019 or Thursday, August 15, 2019. Committee: Town Hall Project Steering Committee Date: July 8, 2019 - 4 - 7. Adjournment Proposed Resolution #3 Moved by: Rick Strouth Seconded by: Andrew Gilvesy THAT the July 8, 2019 Town Hall Project Steering Committee meeting be adjourned at 1:19 pm. Carried.