210414 Town Hall MINThe Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
April 14, 2021
11:30 a.m.
Electronic Meeting MINUTES
Present: Councillor Esseltine, Councillor Luciani, John Veldman, Andrew Gilvesy, Rick
Strouth, Mayor Stephen Molnar, Jess e Goossens
Staff: Laura Pickersgill, Executive Assistant; Kyle Pratt, CAO; Chris Baird, Director of
Recreation, Culture & Parks; Geno Vanhaelewyn, Chief Building Official; Cephas
Panschow, Development Commissioner
Regrets: Sheena Pawliwec, Director of Finance
Guest: Carlos Reyes, Director of Operations & Development
1. Call to Order
The meeting was called to order at 11:35 a.m.
2. Adoption of Agenda
Resolution #1
Moved by: Councillor Esseltine
Seconded by: Councillor Luciani
THAT the agenda as prepared for the Town Hall Steering Committee meeting of
April 14, 2021, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Previous Minutes
Resolution #2
Moved by: Rick Strouth
Seconded by: Councillor Esseltine
THAT the Minutes as prepared for the Town Hall Steering Committee meeting of
March 18, 2021, be adopted.
Carried
5. Closed Session
Resolution #3
Moved by: Andrew Gilvesy
Seconded by: Rick Strouth
THAT the Town Hall Steering Committee moves into closed session to discuss: a
trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a
person, group of persons, or organization.
Carried
6. General Business & Reports
6.1 Space Needs Study- Operations- Car los Reyes
Carlos provided an overview of the space needs study results from the consultant. It
was noted that this would be a four phase project. Phase one is the addition of the
salt facility, phase two is the fleet addition, phase three would be the admin and
roads renovation and phase four 4 would be the hydro, parks and water renovation.
The consultant indicated that by including the proposed additions there would still be
plenty of room to accommodate these staff members and parking needs. The
project would result at an addition of approximately 40,000 square feet of new
construction at a cost of $300 per square foot which results in approximate project
estimate of $10-$12 million.
Carlos noted that the General Manager of Hydro operations was involved in this
process and is agreeable to this proposed layout. It was noted that there is only one
bay and storage area for THI in this concept which has been noted as sufficient by
the General Manager.
Staff would like to have a report to Council in one to two months time to allow
Council to provide direction on how to proceed. The salt facility and fleet addition
phases have already been pre-approved by Council. There should not be any
concerns regarding zoning under the Planning Act that would prevent this concept
from moving forward.
6.2 Employee Survey Results- Kyle Pratt
Kyle provided an overview of the employee survey results and noted that there have
been some additional changes made since the release of these results with
individuals categorized under the wrong section (administrative vs. operational)
Kyle noted that COVID -19 has had a huge impact and has allow ed many staff to
work remotely.
Kyle mentioned that the City of Brantford has announced they are not going forward
with a Town Hall but rather are going to follow a remote work first model with hub
still available for residents to access services in-person. It was noted that the private
sector has been following the remote work model for much longer and the public
sector is just now following suit.
Cephas outlined that based on the survey results and those who indicated they
could work from home that it would roughly reduce the footprint required in office
space by one-third. It was noted that this will result in significant cost savings.
It was suggested that staff keep an eye on manufacturing buildings that come up for
sale that could be used to meet the Town’s operational staff needs rather than
expanding the existing building at 20 Spruce Street.
Staff will move forward with sending these results to the space needs study
consultant to have the existing study updated.
It was cautioned that staff be aware of potential legislation changing in the future
regarding hybrid work models and 40 hours work weeks as well as considering
future growth of the Town and future staffing requirements.
It was suggested that the question about employee productivity be directed to
managers rather than having the staff answer as that may alter the results by staff
answering the question based on their ‘best behaviour’ answer. Kyle noted that
already in this past year while working remotely managers are keeping track of
employees with reduced productivity and have been bringing them back into the
office to work instead.
Mayor Molnar left the meeting at 12:49 p.m.
Staff will have the space needs consultant update the scope of work based on the
survey results. This scope will be circulated by email to this Committee and then
staff will proceed with having the consultant officially update the space needs study
based on these results.
7. Round Table
8. Next Meeting
To be determined
9. Adjournment
Resolution #4
Moved by: Jesse Goossens
Seconded by: Councillor Luciani
THAT the April 14, 2021 Town Hall Steering Committee meeting be adjourned at
1:05 p.m.
Carried