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980928 Regular Council Meeting Agendak THE CORPORATION OF THE TOWN OF TILLSONBURG COUNCIL AGENDA MONDAY - September 28th, 1998 - 8:00 P.M. ORDER OF BUSINESS: A. Adoption of Minutes — September 14th, 1998 B. Adoption of Agenda C. Declarations - Municipal Conflict of Interest Act D. 8:00 - Committee of Adjustment 1. A-12/98 — Phil Brown i) Supplementary Planning Comments E. Appointments/Delegations 8:15 1. Mr. Bill Mates, Tillsonburg Schools Parent Council 2. Miss Lucy Gaynor F. Public Hearings G. Reports 1. Corporate Services Committee Minutes of September 23rd, 1998 (enclosed) 2. Fire Committee Minutes of September 21", 1998 nnhrA7 t' lana 1..J 'Os SNR, . 2 V 2- H. Communications County of Oxford RE: Waste Management Committee — Appointment of Staff Representative 2. Royal Canadian Air Cadets RE: Permission to Conduct "Tag Day" October 16"' and 17 , 1998 (Rain Date — October 30'' and 31") 3. Corporation of the Township of Zorra RE: Criminal Code of Canada — Open Court Rule 4. Town of Gravenhurst RE: Ontario Municipal Board Hearings 1. Information I Thames Valley District Health Council RE: Discussion Paper — Current Issues Affecting Rural Physicians in Thames Valley: Physician Perspectives (full report available from Clerk's office) 2. Long Point Region Conservation Authority RE: Forest Management Planning Project �) 71c� S!u ckj 3. Communities in Bloom RE: Invitation to Participate C— � 4. Federation of Canadian Municipalities RE: FCM National Board of Directors Meeting — December 2"a — 5°i, 1998 5. W. Craig Brown RE: Resignation — Tillsonburg Culture Commission 6. Ministry of Municipal Affairs and Housing RE: 1998 Annual Municipal Conference 7. Municipality of Bayham RE: Reconstruction of Bayham Drive 8. Ontario March of Dimes RE: Campaign — January 1999 9. Association of Municipalities of Ontario RE: 1998-1999 AMO Board of Directors 10. Ministry of Finance RE: i) Proposed Legislation Would Benefit Business Property Owners ... 3 ii) Some Property Owners Eligible For Assessment Appeal Refunds iii) Extension of Deadlines for 1998: Assessment Appeals, Reconsiderations of Assessment, and Gross Lease Notices J. Resolutions K. By -Laws 1. By -Law 2864 - Construction, Demolition and Change of Use Permits and Inspections (previously circulated — Council September 10, 1998) 2. By -Law 2867 — To Authorize the Implementation of a Tree Policy (previously circulated — Corporate Services September 23d,1998) L. Notice of Motion September 14th, 1998 MINUTES of the meeting of the Municipal Council of the Town of Tillsonburg held Monday, September 14th, 1998 at 8:00 A.M. in the Council Chambers, Municipal Offices, Tillsonburg, Ontario. PRESENT: Mayor C. McKnight, Deputy Mayor Iry Horton, Councillors: D. Beres, B. Carroll, S. Lamb, G. Leachman, S. Molnar and R. Smith ORDER OF BUSINESS: Closed Session No. 1 Moved by Deputy Mayor Horton Seconded by Councillor Beres AND RESOLVED THAT Town Council move into Closed Session - Executive to consider matters of potential litigation. "Carried" Council moved back into Open Session at 8:30 A.M. A. Adoption of Minutes No. 1 Moved by Deputy Mayor Horton Seconded by Councillor Beres AND RESOLVED THAT the Minutes of Council under date of August 24th, 1998 be adopted as printed and circulated, as amended to include vote on Item 4 of Public Services. "Carried" B. Adoption of Apaenda No. 2 Moved by Deputy Mayor Horton Seconded by Councillor Beres AND RESOLVED THAT the Agenda as prepared for Council Meeting of September 14th, 1998 be adopted as printed, with the addition of: G. Reports I (a) C.J. Demeyere Limited RE: Quarterline Road, Vienna Road, and Bayham Drive (b) Director of Public Services RE: Bayham Drive - Stage 3 - to Base Asphalt. "Carried" C. Declarations - Municipal Conflict of Interest Act None D. Appointments/Delegations E. Committee of Adjustment F. Public Hearings G. Reports 1. Public Services Committee Minutes of September 2nd, 1998 1(a) C.J. Demeyere Limited RE: Quarterline Road, Vienna Road, and Bayham Drive 1(b) Director of Public Services RE: Bayham Drive - Stage 3 - to Base Asphalt 2. Director of Public Services RE: Letter of Intent - TCR Environmental Inc. 3. Development/Culture Committee Minutes of August 31 st, 1998 4. Culture Commission Minutes of June 17th, 1998 5. Clerk -Administrator RE: Residential Working Group - Review of Tillsonburg Zoning By -Law 1994, as amended H. Communications 1. Township of Elizabethtown RE: Resolution - Sulphur in Gasoline a I. Information 1. Ministry of Transportation Re: Transit Capital Assets 2. The Learning Partnership RE: "Take Our Kids to Work" Day - November 4th, 1998 3. Association of Municipalities of Ontario RE: i) AMO's Presentation on Electricity Restructuring to the Resources Development Standing Committee ii) Finance Minister Addresses AMO Conference Discussion Paper Released by the Social Housing Committee 4. Beginnings Counselling & Adoption Services of Ontario Inc. Re: Walk-a-thon - October 3rd, 1998 J. Resolutions No. 4 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Public Services Committee Minutes of September 2nd, 1.998 be received and recommendations contained therein be adopted. "Carried" No. 5 Moved by Councillor Leachman Seconded by Councillor Carroll AND RESOLVED THAT Item 13 - T.C.R. - Letter of Intent - of the Minutes of Public Services dated September 2nd, 1998 be divided and voted on separately. "Carried" No. 6 Moved by Councillor Carroll Seconded by Councillor Leachman AND RESOLVED THAT Item 13 - T.C.R. - Letter of Intent - of the Minutes of Public Services Committee under date of September 2nd, 1998 be referred to Closed Session - Executive of Town Council. "Carried" No. 13 Moved by Councillor Smith Seconded by Councillor Carroll AND RESOLVED THAT the following persons be appointed to serve on the Residential Working Group to review the Town of Tillsonburg's Zoning By -Law 1994, as amended: Council 1. Brenda Carroll 2. Dave Beres 3. Steve Molnar Town Staff - Doug Robertson Tillsonburg & District Real Estate Board - Sharon Robinson Tillsonburg Senior's Centre - Ken Holland Builders & Developers - Kim Husted, Lawrence Beckett, John Gilvesy Residents - Don Millman, Doug Bartlett, Susan Crann. "Carried" No. 14 Moved by Councillor Smith Seconded by Councillor Carroll AND RESOLVED THAT the Council of the Town of Tillsonburg support the Township of Elizabethtown's resolution regarding action to reduce sulphur in gasoline; AND FURTHER THAT the members of Provincial and Federal Parliament; and the Federal and Provincial Minister of the Environment and Transportation be advised of the Town's support. "Carried" No. 15 Moved by Councillor Carroll Seconded by Councillor Smith AND RESOLVED THAT Town Council approve the Walk of the Pregnancy Care Centre on October 3rd, 1998, subject to an alternative route; AND FURTHER THAT the Tillsonburg Police Services be so advised. "Carried" K. By -Laws The following By -Law was tabled (recommendation contained in Public Services Committee Minutes of September 2nd, 1998 - Delegation): 1. By -Law 2864 - Construction, Demolition and Change of Use Permits and Inspections '7 No. 7 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the contract for the reconstruction on Quarterline Road, as outlined in the correspondence from C.J. Demeyere Limited, dated September 11, 1998, be awarded to Autoform Contracting Limited, in the amount of $102,828.80, pending local improvement approval for curb and gutter construction. "Carried" No. 8 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the contract for hot -mix asphalt on Vienna Road - Hwy. 19, as outlined in the correspondence from C.J. Demeyere Limited, dated September 11, 1998, be awarded to Cayuga Materials & Construction Ltd., in the amount of $73,740.00, pending M.T.O. funding. "Carried" No. 9 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the contract for hot -mix asphalt on Bayham Drive, as outlined in the correspondence from C.J. Demeyere Ltd, dated September 11, 1998, be awarded to Cayuga Materials & Construction Ltd., in the amount of $32,199.00, pending approval from the Municipality of Bayharn to proceed with the work. "Carried" No. 10 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the report of the Director of Public Services, under date of September 11 th, 1998, regarding further construction of Bayham Drive be received and recommendations contained therein be adopted. "Carried" No. l 1 Moved by Councillor Carroll Seconded by Councillor Smith AND RESOLVED THAT the Development/Culture Committee Minutes of August 31st, 1998 be received and recommendations contained therein be adopted. "Carried" No. 12 Moved by Councillor Molnar Seconded by Councillor Leachman AND RESOLVED THAT the Culture Commission Minutes of June 17th, 1998 be received. "Carried" The following By -Law received three readings and was finally enacted: 2. By -Law 2865 - To amend Traffic By -Law 2103, as amended The following By -Law received first and second reading: 3. By -Lav 2866 - To Authorize Construction of Curb and Gutter (Quarterline Road) L. Notice of Motion M. Closed Session No. 16 Moved by Councillor Horton Seconded by Councillor Beres AND RESOLVED THAT Town Council move into Closed Session - Executive (following Town Council) to consider a matter of potential litigation. "Carried" N. Open Session Council moved back into Open Session of Town Council and passed the following motion. No. 17 Moved by Councillor Smith Seconded by Councillor Carroll AND RESOLVED THAT Town Council accept the Offer of Purchase and Sale in the amount of $45,000.00 from Mr. & Mrs. Pusztahegyi for vacant lot on Old Vienna Road (Part 2, Plan 41R- 5549, Tillsonburg) deleting clause number 3 from the Offer of Purchase and Sale; AND FURTHER THAT the Mayor and Clerk -Administrator be authorized to sign the Agreement. "Carried" Meeting adjourned at 12:00 noon. Mayor Clerk -Administrator - SECOND NOTICE of Application No. A-12/98 THE COMMITTEE OF ADJUSTMENT FOR THE CORPORATION OF THE TOWN OF TILLSONBURG IN THE MATTER OF Section 45 of the Planning Act, 1990 - and - IN THE MATTER OF an application by Phil Brown as effects Lot 525, Plan 500, known municipally as 48 Frank Street in the Town of Tillsonburg. NOTICE OF PUBLIC HEARING Take notice that an application has been made to the Committee of Adjustment of the Corporation of the Town of Tillsonburg for variance from certain provisions of Town of Tillsonburg Zoning By-law 1994 and amendments thereto by: Phil Brown, 48 Frank Street, Tillsonburg ON N4G 3M1 The purpose of the application is to seek the following variances: 1 Section 6.2.1.1.4 - Lot Coverage - to increase the maximum lot coverage from 30% to 35.6%; The subiect lands are located in a residential (R1) zone. The applied for minor variance would permit the construction_ for a one -storey addition. Other variances required to make legal non -conforming lot enable the construction of the building addition are as follows: Y. Section 6.2.1.1.2 - Lot Depth - to reduce from the required 30 m (98.4 ft) to 18.3 m (60.0 ft); 2 Section 6.2.1. 1.3 - Lot Area - to reduce from the required 555 sq. m to 306.8 sq. m: 3 Section 6.2.1.1.5 - Front Yard - to reduce from 7.5 m (24.6 ft) to 6.1 m (20.0 ft); 4. Section 6.2.1.1.6 - Rear Yard-- to reduce from the required 12 m (39.3 ft) to 7.3m (23.95 ft); and 5. Section 6.2.1.1.7 - Gross Floor Area - to increase from the required 92 sq. m (990.3 sg ft) to 109.23 sq. m (1175.76 sq. ft). The applied for minor variance was deferred by Committee at their meeting held on July 27, 1998. The Committee of Adjustment may authorize minor variances from the provisions of by-law 1994 in respect to land, buildings or structures or the use thereof as in its opinion is desirable for the appropriate development or use of the land, building or structure provided the general intent and purpose of the by-law and Official Plan are maintained. The Committee, before making its decision, will hold a public hearing to hear all persons who desire to make submissions in support of or in opposition to the application as follows: Date: September 28, 1998 Time: 8:00 P.M. Place: Council Chambers, Municipal Offices, Town Centre Mall, Tillsonburg, Ontario. If you do not attend and are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. Persons taking part in the hearing and wishing a copy of the decision must file a written request for notice of decision with the Secretary - Treasurer. Such decision will be mailed not later than ten days from making of the decision. DATED at Tillsonburg this 14th day of September, 1998 Brad Bartlett, Secretary -Treasurer. V10 N78055'E SECOND STREET F0. DAR 9-T5 *0 OIL o '°° 518 9 519 tai _ of 520 In 1 FO SAR 9-55 ►L $00 N 780 55' E 200.00 D E LE VAN Committee of Adjustme A-12/ 8 - Phil Brown 48 Fr nk Street 0 z Lor AP.EA : &p4. 4r?—" bVirtG 8J6 --2A 521 1Gq}/I 's*l /c.AM�P- -00 --fc7r4t, 1175.7(o 4J Coy"1140, 4. 2' 780 55'E 60- 00' 41�N T e' UL UP Far3 W I I W I sTr. ` o 1 s11� s « FR. " ��MOUft •�to N C I IL N 26 04 Vl Q M% WiL.- o 17.1' � Q N M Q o .0� 34_� 231' WN 2 R AM ELL I a� 1 3. RAGE l' FO 3/ 0 1� 1'•b'O'+• G �tLC N 78055'E 6000' G PoRSIa-i os" 524 6AIZA66 �o ReMa IN In 1 FO SAR 9-55 ►L $00 N 780 55' E 200.00 D E LE VAN Committee of Adjustme A-12/ 8 - Phil Brown 48 Fr nk Street 0 z Lor AP.EA : &p4. 4r?—" bVirtG 8J6 --2A 521 1Gq}/I 's*l /c.AM�P- -00 --fc7r4t, 1175.7(o 4J Coy"1140, 15540 -yoga Q 522 SOUTH FACE OF GARAGE 0.0q TO 1.3* f T. SOUTH OF LINE BETWEEN LOTS 525 AND 524 523 CRESCENT FD.9AR 1. sT PL SOO J NOTE - BEARINGS ARE ASTRONOMIC AND ARE REFERRED TO THE CO.ORDINATE SYSTEM FOR REGISTERED PLAN Na 500 FOR THE TOWN OF TILLSONBURG. - TO BE VALID - EACH COPY OF THIS PLAN MUST BE EMBOSSED WITH THE R�.o �.. E��i .. V - 1.4 - FILE # REFERRED TO LOT 525, REGISTERED PLAN No. 500 It SEP -23-98 1S:S7 FROM=COUNTY OF OXFORD OUR FILE: J% VhL COUNTY OF OXFORD DEPARTMeNT OF PLA N iNo AND DEVELOPMENT P. O. Box 397, Court House, Woodstock ON N4S 7Y3 A-12/98 ID=519 537 3024 MEMORANDUM PAGE Fax: (519) 537-3024 "fieIep-Tione:' fff9)75WM- To: Brad Bartlett, Secretary -Treasurer, Tillsonburg Committee of Adjustment From: Michael Barrett, Oxford County Planning Department Re: SUPPLEMENTARY Planning Comments on Minor Variance A-12/98 Date: September 24, 1998 13ACKGROUND Applicant: Philip Brown Location: 48 Frank Street Official Plan: Low Density Residential Zoning By-law: Residential First Density (R1) Adjacent Uses: Single -detached dwellings (all directions) Proposal: This application was considered by the Tillsonburg Committee of Adjustment at its meeting of July 27, 1998 where it was deferred to permit the applicant to reduce the coverage of the proposed development. The applicant was proposing to construct a 3.9 m (13 ft.) by 4.9 m (16 ft_) addition to an existing single -detached residence on an undersized lot. The applicant has now revised the proposal in order to reduce the size of the addition to 3.7 m (12 ft.) by 4.3 m (14 ft.). • He also intends to remove a section off the front end of the garage which measures 1.8 m (6 ft.) by 3.4 m (11.2 ft-) in order to reduce the lot coverage. The proposed addition will still encroach into the required front and rear yard and will Cause the lot coverage to further exceed the maximum specification. However, the coverage of the revised proposal will be reduced from 38.9% to 35.6 % Requested Relief: 1) Relief from Section 6.2.1.1.4, Lot Coverage, to increase the (REVISED) maximum lot coverage from the existing legal non -conforming coverage of 32.6% to 35.6%; (Note: the Zoning By-law stipulates that the maximum lot coverage for all buildings in the R1 zone is 30%) 2) Relief from Section 6.2.1.1.6, Rear Yard, to reduce the rear yard from the required 12 m (39.3 ft.) to 7.9 m (26 ft.); 3) Relief from Section 6.2.1.1.5, Front Yard, to reduce the front yard from the required 7.5 m (24.6 ft.) to 6.1 m (20 ft.); 4) Relief from Section 6.2.1.1.3, Lot Area, to reduce the lot area from the required 555 m2 (5974 ft.2) to 307 m2 (3300 ft.); 5) Relief from Section 6.2.1.1.2, Lot Depth, to reduce the lot depth from the required 30 m (98.4 ft.) to 18.3 m (60 ft.); 12 1/5 W � F I O 1 1 N CRESCENT 4 T. ` X551 oaf Application for Minor Variance A-12/98 Phil Brown, 48 Frank Street NOTE: THIS IS NOT A PIAN OF SURVEY IIll5U1.00HO -WMRkI I 4 N M I N W fL m N N m M N O 3 n 0 C: z H O 0 x 0 0 0 *13 l 3$ iTJ7QYBU0.0 � ® 1A110 NOkwlkO INFONMNION 6Y4TW OOYNT, OF OXF Q. (n OO W (0 ON:21JUl.1990 SEP -23-9e 15:59 FROM:COUNTY OF OXFORD ID:S19 S37 3024 PACE 3/S A-12/98 (supplementary) Page 2 Notes= (a) Although the existing lot is deficient in terms of the lot area and lot depth requirements, variances are not required to recognize these deficiencies_ Section 5.16 of the Tillsonburg Zoning By-law permits structures to be erected on undersized lots provided all other requirements of the By-law are met. (b) A variance from the gross floor area provision was also listed on the public notice. This variance is not required as the structure will exceed the minimum gross floor area requirements. COMME ITS Intent and Purpose The Official Plan states that a Committee of Adjustment, in its of Official Plan: evaluation of a minor variance application, shall take into account whether alternative designs which would be in conformity with the Zoning By-law are clearly not feasible or appropriate for the site_ it also states that a Committee shall consider whether the constraints of meeting the requirements of the Zoning By-law are due to the physical or inherent conditions of the site. Intent and Purpose in the previous report, our Department indicated that all of the other of the zoning By-law. dwellings in this block of Frank Street have a similar front yard setback_ The proposed addition will be behind this established building line and it is the opinion of this Department that the front yard of the proposed addition would not jeopardize the provisions of the R1 zone. The rear yard of the addition will not be as far back as the rear yard of the existing dwelling. The purpose of the lot coverage provision in a residential zone is to ensure adequate area for open space and amenity area and to ensure the "massing" of buildings on a property is similar to other properties in the same zone. The subject property is already undersized and the existing dwelling and garage exceed the required lot coverage_ The proposed addition will result in a further increase beyond the maximum lot coverage permitted. Coupled with the requested reduction in rear yard, the amount of open space and amenity area will be reduced significantly_ However, the revision of the application assists in providing the maximum amount of amenity area on the property_ Extent of Variance: The variances are minor Desirable Use or This area is characterized by lots of varying size and shape. The subject Development property is one of the smaller lots in this area and the amount of development permitted on this site is subsequently restricted_ However, it is the opinion of this Department that the requested variances would not be out of character for this neighbourhood. Summary: The subject property is relatively small which results in a number of variances being required to permit the construction of the addition_ However, the applicant has reduced the size of the addition and is willing 14 SEP -23-98 IS=SA FROM=COUN'TY OF OXFORD ID=SIS S37 3024 PACE 4/5 A-12198 (supplementary) Page 3 to reduce the size of the garage. Although the structures on the lot will still exceed the maximum lot coverage, it will only be 3% greater than existing coverage. Our Department believes that this variance can be supported without jeopardizing the lot coverage provision or the character of the surrounding development. Recommendation: That the Tllsonburg Committee of Adjustment approve application A-12198 for 48 Frank Street, subject to the following conditions: 1) That a building permit be issued within one year of the date of the Committee's decision or the approval shall lapse. 2) That a 1.8 m (6 ft.) by 3.4 m (11.2 ft_) section be removed from the garage to the satisfaction of the Town Chief Building Official_ 15 iP-23-98 15:58 FROM:COUNTY OF OXFORD 1\ f J J J L V � � � � — � • IrIF0. (AR 0-75 i PL- Ivo 518 o ?L� 519 40 P �e. a� 520 0 /Q OAR 9-56 PL- 500 N 78° 55' !E 200.00, ID:519 S37 3024 PAGE S/S el WTAtfA : l 9t•,R;I . AeEA • Lj_V1,46 to 521 J� 6 �0 `0. O� .k.� e 0 Q 482' � 9 4.• �, ,�► Q N�6o 55'E 50.00 rOs• %4 17-5, Iv� z W 11 r w t STY. FR. fA 1 &` p t K iMORtSI: h tl p fA o R cn 0 1 s_z;,la a 17.1' 26 z' b a s cra¢�( At7Rk 0 25 � iv+ �o fa !° 171 0 o 0 ♦ O O` 34'� Z3 -i 2 ARE j r0 $/4"! 1 P. N 713055'E 6000, QfjDwtor.t . ! fay 524 SAGE Yo oma tot 0 /Q OAR 9-56 PL- 500 N 78° 55' !E 200.00, ID:519 S37 3024 PAGE S/S el WTAtfA : S370 -f:- 9t•,R;I . AeEA • Lj_V1,46 G716' -2A 521 IQ `"T t��L I � `7� •'1� W Q 522 souTK FACE 01 GARAGE 0.8* TO 1.3* FT. SOUTH OF LINE 13E'TwE6H LOTS 525 ANO 524 523 DELEVAN CRESCENT rp SAR 9- 57 FL SOC NOTE - BEARINGS ARE ASTRONOMIC AND ARE REFERRED TO THE CO.ORDINATE SYSTEM I FOR REGISTERED PLAN N0. 500 FOR THE TOWN OF TILLS ON6URG_ V CA - TO BE VALID - EACH CORY OF THIS PLAN MUST BE E MOOSSED ITH THE KE C =m II V E SEP - 8 1998 Pte, REFERRED TOFILE # --LOT 52 5, REGISTERED Ria o. 500 09-18-98 MISS LUCY P GAYNOR POBOX 294 TILLSONBURG ONTARIO CANADA N4G 4H8 Tillsonburg Municipal Offices 200 Broadway, Tillsenburg, On. N4G 5A7 Att. Mr. D. Morris, Town Clerk Dear Sir, Please be advised that I will be attending the Council meeting September 28 time 8.00 pa, The purpose of my attendance Is a fellow up of my letter to the Mayor of August 30 th. of which I have received no responses I wish to have time to speak as the town of Tillsonburg Is responsible, & me being evicted has taken its tell on my life & health. I feel the Mayor should have the courtesy to reply to my letter, Again I am entitled to have my complaint or whatever Its called to be heard,& given the time to do so. Yours Truly, Lucy P. Gaynor (Miss) 4 -A -Queen St. Tillsonburg. On, N4G 3G4 Ph* # 842-4698 .4 V 17 THE CORPORATION OF THE TOWN OF TILLSONBURG FIRE COMMITTEE MEETING - SEPT. 21, 1998 MINUTES Minutes of the Fire Committee Meeting held Sept. 21, 1998, 4:30 pm at the Tillsonburg Police Services building. Present: Chairman: Gayle Leachman Members: Councillor Lamb Councillor Molnar Councillor Horton Staff: Fire Chief Eden Deputy Chief Parsons Also present: Councillor Rosehart Brad Bartlett Order of Business: A) Minutes: Moved by Councillor Molnar and, Seconded by Councillor Lamb and RESOLVED THAT "The minutes of the Fire Committee meeting dated May 79 1998 be received and approved" Carried.... B) Agenda Moved by Councillor Horton and. Seconded by Councillor Molnar and RESOLVED THAT "The agenda for the Fire Committee meeting of September 21, 1998 be adopted as amended to include Item D -7 "Trees on the Fire Station grounds." Carried.... C) Business arising from the minutes of May 7,1998 1) Chief Eden gave a verbal report of a survey conducted re fees charged by neighbouring departments for responding to vehicles leaking gas and to carbon monoxide calls and recommended that our fee schedule be altered to reflect the charges in Ingersoll. After discussion Chief Eden was requested to review the entire fee schedule under By -Law #2760 and make recommendations at the next committee meeting. 2) The Inspection Partnership has been placed on hold pending finalization of the repeal of the Hotel Safety Act which will then place inspection responsibility for such buildings with the municipalities involved. This will be an ongoing issue monitored by the Fire Department. 3) The presentation re the Fire Protection & Prevention Act has been completed. 4) The Master Plan has been completed to step 3. The Fire Chief was authorized to advertise for people to serve on the Advisory Committee. D) Item for Discussion 1) Master Plan Committee The list of candidates responding to the advertisement was to be prepared and presented to the Fire Committee at their next meeting. 2) Appointment of the Fire Chief as a Building Inspector. The above appointment has been supported by the Director of Public Services. The Fire Chief was directed to write the Public Services Committee to get this on the agenda for their next meeting and report their response to the next Fire Committee meeting. 3) Status of the aerial truck The truck has now been completed and is at the manufacturer's plant for ULC testing. Delivery is expected by the end of September and it should be on display during the Fire Prevention Week Open House. 4) Fire Prevention Week Report (October 4 -14,1998) Deputy Chief Parsons reported to the Committee on planned activities for Fire Prevention Week October 4 - 10, 1998 This year's theme "Fire Drills - The Great Escape" is planned to be promoted actively throughout the community. The Committee requested the Deputy Chief to make a presentation on these activities at the next meeting of Council. 5) Otterwood Tire Update The trial for the most recent charges will be in Woodstock on September 30. 19 6) Fire Safety House The Chief addressed concerns about the use and operation of the Fire Safety House and confirmed that no taxpayers monies have been involved in this project. He also advised that the unit is owned by the Town of Tillsonburg and operated by a coalition of area fire departments who have arranged and paid for insurance and operating costs from funds raised for this project. Some departments had expressed concerns about being responsible for the insurance deductible if their department damages the unit but these problems appear to have been satisfactorily addressed. As planned from the start of the project, storage of the unit in the winter months will be at the Straffordville Fire Station and at the Tillsonburg Fire Station during the months of April - October. Moved by Councillor Horton and Seconded by Councillor Molnar, and RESOLVED THAT "That the Fire Committee recommend to Town Council the acceptance of the fenced enclosure for the security of the Fire Safety House and further that the future maintenance of the fence be at no cost to the Town of Tillsonburg". Carried... 7) Trees at the Fire Station grounds The Fire Committee toured the property and will be recommending the pruning and/or removal of several trees to the Tree Committee E) Fire Reports for May, June, July & August and Fire Prevention Report Moved by Councillor Molnar and Seconded by Councillor Lamb and RESOLVED THAT "The Fire Reports for the months of May, June, July and August be accepted" Carried;;; Moved by Councillor Horton and Seconded by Councillor Molnar and RESOLVED THAT "The Fire Prevention report be accepted" Carried Moved by Councillor Horton and Seconded by Councillor Lamb and RESOLVED THAT " We move out of Open Session and into a Closed Session to discuss a legal matter" Carried.... Wei Moved by Councillor Molnar and Seconded by Councillor Horton and RESOLVED THAT "We move out of Closed Session and Into Open Session." Carried... Moved by Councillor Lamb and Seconded by Councillor Molnar and RESOLVED THAT "The Fire Committee meeting of September 21,1998 be adjourned" Carried Next meeting: November 2, 1998, 4pm at the Fire Station 21 FIRE 09198 DATE TIME LOCATION DESCRIPTION # MEN MAN HRS. RESP. TIME 01 15:28 57 Rolph Alarm fault 11 11 06 09 10:12 10 Rouse St Toxic gas leak 18 18 07 10 12;21 53 Queen Alarm fault 13 13 04 12 01:27 10 Wabash Alarm fault 14 14 06 13 10:01 73 Bidwell Alarm fault 11 11 04 17 11;21 21 Gibson Car 11 11 05 18 19:34 174 Lisgar Pot on stove 12 12 05 21 17:32 30 Tillson Ave. Alarm fault 15 15 05 21 21:03 30 Tillson Ave. Alarm fault 12 12 04 22 09:21 22 Stoney Court Carbon monoxide 1 1 n/a 22 13;12 40 Bear Pot on stove 19 19 02 23 01:45 Horse barns Hot manure 16 16 05 28 04:33 TDMH Burned belt on fan 9 9 06 30 19:52 George St. Oen burning 20 20 104 Total calls August 1998 14 Total man hours August 1998 182 Total calls August 1997 14 Total man hours August 1997 174 Total calls YTD 1998 83 Total calls YTD 1997 76 22 FIRE 09/90 DATE TIME LOCATION DESCRIPTION # MEN MAN HRS. RESP. TIME 01 04:05 32 Denis Court Carbon monoxide 1 1 n/a 02 •23 08. 60 Maple Villa p gas Car leaking 9 6 6 03 05 23:37 Washington Gr. Trash 13 13 05 06 19:14 73 Victoria Open burning 1 1 n/a 10 03:00 Rokeby Road Car - arson 16 16 10 12 03:03 Bidwell Open burning 15 15 06 15 16:41 195 Lisgar People in elevator 2 2 n/a 16 19:34 73 Bidwell People in elevator 1 1 n/a 17 03:05 Fairgrounds Building - arson 19 19 07 21 14:17 8 Stoney Court House - lightning 23 23 04 21 14:35 90 Tillson Ave Alarm fault - lightning 8 8 03 21 20:38 Can Tire Alarm fault 15 15 05 24 00:31 Sanders St. Outhouse - arson 13 13 05 126 12:15 173 Rolph Accidental alarm 1 1 n/a Total calls July 1998 13 Total man hours July 1998 134 Total calls July 1997 10 Total man hours July 1997 127 23 FIRE 09/90 [111510-5015 will �- DATE TIME LOCATION DESCRIPTION # MEN MAN HRS. RESP. TIME 01 23:47 45 Ontario Chesterfield 20 20 07 06 17:30 45 Hardy Alarm fault 13 13 05 11 23:25 Library Lane Trash 13 13 05 12 00:21 171 Bidwell Trash 12 12 04 16 20:17 55 Trottier Carbon monoxide 1 1 n/a 17 18:03 5 Bridal Path Barbeque 14 14 05 20 22:17 Stoney Court Trash 12 1 12 05 24 04:05 Maple Manor Alarm fault 14 14 04 24 23:12 6 Lamers Court Car 14 14 07 26 09:54 Maple Manor Alarm fault 7 7 06 Total calls June 1998 10 Total man hours June 1998 120 Total calls June 1997 10 Total man hours June 1997 138 24 FIRE 09/98 DATE TIME LOCATION DESCRIPTION # MEN MAN HRS. RESP. TIME 01 11:21 167 Rolph Broken steam valve 15 15 06 02 19:01 17 Young Open burning 15 15 07 03 01:15 Fairground Outhouse - arson 12 12 06 03 0157 11 Thomas Carbon monoxide 1 1 n/a 04 11:12 20 Kara Open burning 1 1 n/a 08 07:26 Maple Manor Burned food 8 8 04 14 13:58 Annandale H S Building - arson 18 36 03 20 11:29 6 Abour Lane Faulty detector 14 14 06 20 17:07 42 Lorraine Open burning 14 14 06 22 21:37 119 Lisgar Carbon monoxide 1 1 n/a 23 10:52 5 Catalpa Open burning 10 10 07 28 09:03 105 Spruce Tar pot machine 13 13 07 30 22:42 36 Wilkins Assist ambulance 14 14 06 Total calls May 1998 13 Total man hours May 1998 154 Total calls May 1997 8 Total man hours May 1997 111 25 F7 May -Sept. 1998 TILLSONBURG FIRE DEPARTMENT FIRE PREVENTION REPORT INSPECTION AND ENFORCEMENT Y.T.D. • Public Buildings 15 32 • Hospital / Nursing Home 5 13 • Residential 21 (containing 422 dwellings) 45 • Offices 12 32 • Stores 12 (containing 41 businesses) 31 • Industrial 2 9 PUBLIC EDUCATION • TAPP-C 7 14 • Bridges 2 23 • Fire Safety House 15 15 • Older and Wiser 1 4 • Station Tours 4 11 • Assist Public 71 101 INVESTIGATIONS 3 7 PLANS EXAMINATION 12 12 FIRE PRE -PLANNING 0 1 Additional Information: • Took delivery of the Fire Safety House - Held a Multi jurisdictional kick-off and committed the unit into service. • Met with all area Elementary School Principals - kicked off "Champion " program. • Attended O.M.F.P.O.A. meeting re: new fire alarm requirements. • Designed and implemented a strategy for Fire Prevention Week (Oct. 4-10) activities - "Fire Drills - The Great Escape " met with Chief, School Champions & Media. • Continuing with Public Fire and Life Safety Educators Certificate Program. pask"" tis Amato 4ts wd e* 92101f • 26 Staff Action as a result of the Fire Committee Meeting - September 21, 1998 : Staff Direction: Action Required: By Who?: Complete by: Fee Schedule Review entire fee Ken Next Committee Mig (carry over from May schedule (By -Law 7198) #2760) Inspection Awaiting amendment Bob Ongoing Partnership Program to the Fire Code (When Section 9.9 of -Fire Dept do O.F.M. (Repeal of the Hotel Code is Fire Safety Act) implemented) Fire Chief appointed Correspondence to Ken Next Public Services as Building Inspector Public Services Committee mtg. Committee re: Development of Strategies for Building Inspection including Plans Examination, site inspections and approvals of Life Safety Systems in new construction Master Plan Advertise for Ken Next Committee mig. Citizens, Com. Groups and Bus/Ind. Representatives to apply to participate as members of the Planning Group. Open Burning Advertise to public - Bob Immediate open burning a contravention of the Fire Code Trees on Fire Station Contact Tree Com. Chairman At earliest Grounds Re: pruning and Leachman convenience removal o some trees 27 SEP -09-96 08=S3 FROM:COUNTY OF OXFORD iD:519 537 3024 PAGE 1/1 Tha Corporation of the COUNTY OF OXFORD DEPARTMENT OF PUSUC WORKS P.O. Box 397. Court House. Woodstock. Ontario N4S 7Y3 September 8, 1998 Mr. David Dorris Cie& -k - Admi nistr a tvr Town of Tilisorburg Municipal GO&Afices N4% SA7 'aa: 842;9=31 Dear Sir: Bus: (519) 539-9800 Fax (519) 537-3024 At the Oxf o-& v Coiail4 j' i*aS to MaanaNgemen - Com mi t s-ee .' :e$ t inn of July 2f 19981 the fol i�i`�k`iug motion was put f — rar d , an d C:arri$.`�s tv Ls 6 A..& � $ubCoi�ittee t::at `�ITfiaaid i00k into the main landfill site users and their strategies for r ecycl.ing o, r e:as i& -Ag alld r ed:i^. - iCi n of. was t8 . "Thatt the Waste Managere nt LoMMittee establ s : a s tam f it -ee comprised of rerrese.^.tati:es of area municipalitjes to r$:iew the .11 :dustrical ;4o .ercial/Institutional waste stream iu the and determine an approaC ; fiat should be pursued by the County int 1.1 --cu e f `'a The CounICY of vaford Waste Management %C"OMMittee would be -'eased to have S member Vi ?o Yr Stall S1 L. 8$ a iIIe:�y8i Vi this subcommi ttt'_e _ please notify the pubd',;, : *svr ks Depart a"L.,, as soon as wl"' G yv::r r e .r esewn `a t ive qJilI bL. The contact person l : thae Public Works Depah: tuent • ill be Sandra Sm;&tI;, 53�=-f-a.DF iJ, eatr3nsion 382 Yours truly, J. oy Drankley, P.Eng_ 101.1 eCtor of Public Works Court HOLW. 415 Hunter s/trM, woodstodk. Ontario '� N 8 September 15, 1998 153 VARNAVAIR SQUADRON ROYAL CANADIAN AIR CADETS Town of Tillsonburg 200 Broadway Tillsonburg, Ontario N4C, 5A7 Dear Council Members„ TEL: (519) 842-3715 P.O. BOX 573 TILLSONBURG, ONTARIO N4G 4,11 UZI. `r ...1P.G = ° i 1998 J 1_. FILE H REF ERf"20 10 The 153 Varnavair Squadron Royal Canadian Air Cadets request permission to hold their Annual Tag Day the weekend of October 16th and 17th 1998 (rain date of October 30th and 31 st ). This is the Squadrons Annual Fundraiser. The funds raised through this event go towards the training expenses for our organization. The Squadron consists of boys and girls between the ages of twelve and eighteen from Tillsonburg and the surrounding area. Thank -you in advance for consideration. Sincerely, CaPt ain Michael Neff Commanding Officer 153 RC(Air)CS 29 TO LEARN, TO SERVE, TO ADVANCE U Our File: September 16, 1998 Corporation of the Township of Zorra P.O. Box 306, Ingersoll, Ontario N5C 3K5 Tel. (519) 485-2490 9 Fax (519) 485-2520 E-mail: zorra@zorra.on.ca Mr. John Finlay, M.P., Oxford 795 Dundas Street Woodstock, Ontario N4S 1G1 Dear Mr. Finlay: Please be advised the Council of the Township of Zorra passed the following resolution at its September 1, 1998, regular meeting. Council would ask that you give this matter your immediate attention due to the sensitivity of the issue at hand. "WHEREAS many Canadians are alarmed and deeply disturbed by the further victimization of the families of Kristen French and Leslie Mahaffy by reason of use of the Bernardo videotape; AND WHEREAS the Criminal Code of Canada mandates that all evidence presented at a criminal trial be presented in open court and be fully available to the public and media but realizing that the releasing of these tapes to the general public and media would: (a) serve no good purpose, (b) would further distress these two families, and (c) could possibly inspire future `copycat' actions. THEREFORE BE IT RESOLVED that the Township of Zorra send a letter to John Finlay that be call on Parliament to amend Section 486(1) of the Criminal Code of Canada by enacting a specific exemption to this open court rule by excluding evidence of child and coerced pornography. AND THAT a copy of this resolution be forwarded to all Oxford County municipalities for support." If you have any questions, please contact me. Yours very truly ZM4Ai Donald W. MacLeod Clerk Administrator Copy to: Oxford County municipalities 98076 3D LOCATION: Town of Tillsonburg ATTN: Mr. David C. Morris Mr. Bradley Bartlett Mr. John Arts TO: Ontario Municipalities FROM: Town of Gravenhurst Mayor & Council DATE: September 15, 1998 RE; Ontario Municipal Board Hearings Mr. Ray Jones Mr. Gary K. Seitz CGA,CPP The Town of Gravenhurst Council passed the following resolution asking the Province of Ontario to make amendments to the OMB appeal process and/or the Planning Act because of the potential for abuse of the process. • Council expressed their concerns about the efficiency and speed of the process related to OMB hearings, as well as the ability of individuals to delay or stall the process due to frivolous or vexatious objections. Council Believes that this is of concern to most municipalities in Ontario and, therefore, would like to seek your support with regard to the resolution. Would you please forward this resolution on to your Municipal Council and if you should have any questions or comments, would you please direct them to Cindy Anne Maher, Clerk. Thank you. WHEREAS Council has serious concerns about the efficiency and speed of the process related to OMB hearings caused by appeals against zoning by-law amendments adopted by Council: AND WHEREAS Council believes that objectors should meet a sufficiently high standard for lodging and justifying such appeals against the decisions of a democratically -elected Council; AND WHEREAS Council believes that the inefficiency of the current appeal procedures and the potential for abuses of the process are of concern to most municipalities in Ontario; NOW THEREFORE BE IT RESOLVED THAT 1. The Minister of Municipal Affairs consider giving to municipal Councils the authority to determine that an objection is frivolous, vexatious, or irrelevant, similar to the authority of the minister regarding subdivision plan objections: 2. The Planning Act regulation or the Ontario Municipal Board establish a form for appeals that requires a detailed statement of reasons for the appeal, so that the OMB may expeditiously determine the adequacy and relevance of the reasons for an appeal; 3. The Ontario Municipal Board be directed to use its full authority to dismiss appeals without a hearing when the appeals are frivolous, vexatious, irrelevant, or not justified with adequate planning information and reasons; 4. The Planning Act be amended to require that an appeal (other than an appeal by a landowner wi#h respect to Council's refusal to rezone his property) must be lodged by no fewer than five unrelated individuals or corporations; 5. Copies of this resolution be sent to the Association of Municipalities of Ontario with a request for a resolution of support; 6. Copies of this resolution be sent to Bill Grimmett, MPP, and to the Honourable Al Leach, Minister of Municipal Affairs, and to the other municipalities in Muskoka. 190 HARVIE ST. - GRAVENHURST, ONTARIO P1 P 159 - OFFICE (7os) 687-3412 - FAX (705) 687-7016 MAW gravenhurst.net Email: info ravenhurst_net "This is a paid advertisement and its views and comments are not endorsed by AMCTO" 31 • Thames Valley District Health Council Conseil regional de sante de Thames Valley Chair: J. A. Stewart Executive Director: Paul Huras Memo To: Community Partners From: J. Andy Stewart, Chair Re: Discussion Paper — Current Issues Affecting Rural Physicians in Thames Valley. Physician Perspectives Date: August 18, 1998 On behalf of the Thames Valley District Health Council, I am pleased to provide you with a copy of the Discussion Paper Current Issues Affecting Rural Physicians in Thames Valley: Physician Perspectives. The Discussion Paper was prepared under the leadership of the TVDHC's Rural Health System Task Team (RHSTT) and its Physicians Issues Working Group. Given that the Ministry of Health's Rural and Northem Health Care Framework recognizes the need for physician recruitment and retention strategies that are responsive to the realities of practicing in rural and remote areas, planning staff met with a number of physician groups in the rural parts of the district to better understand the current issues and pressures influencing rural physician practice. Given the important role physician access has on the development as well as effectiveness of clusters/networks of care in rural areas, it was recognized by the RHSTT that gathering physician input as part of the planning process was essential. This paper is a synthesis of the perspectives of Thames Valley rural physicians who shared their views. Some of the key strategies and solutions identified by the physicians have significant health policy implications. These range from differential income incentive packages for rural physicians to rural health education strategies/programs. As a result, the discussion paper has been forwarded to the Honourable Elizabeth Witmer, Minister of Health. As the paper highlights, next steps include the development of a physician profile and inventory for Thames Valley, as well as identification of alternate service delivery models. Further, a consultation strategy with consumers is being planned. Thank you to all who participated in this important process. We look forward to on- going dialogue and continuing to work with you to address these issues. Please feel free to contact Council staff at 858-5015 should you have any questions or concerns. The Gordon J. Mogenson Building, Suite 105, 100 Collip Circle, U.W.O. Research Park, London, Ontario N6G 4X8 Telephone: (519) 858-5015 • Fax: (519) 858-5016 32 �► LONG POINT REGION CONSERVATION AUTHORITY R.R.#3 - Simcoe - Ontario - N3Y 41<2 - Tel: (519) 428-4623 - Fax: (519) 428-1520 98 08 21 File: 2.2.F.1 �� MEMORANDUM �' :a fs � E'er• � r../ t �.}� •t t1 • M - S E P 8R 1598 - TO: Watershed Municipalities Flt.. Resource Management Agencies F �E(FLEM ;L* C. _.�. Conservation Groups and OrganizatToTs-- --- * Watershed Forestry -related Businesses Interested Watershed Residents FROM: Long Point Region Conservation Authority RE: LPRCA FOREST MANAGEMENT PLANNING PROJECT The Long Point Region Conservation Authority owns in excess of 11,400 acres of land across the watershed, of which approx. 9000 acres is forest land. In 1994, we adopted seven broad policies to guide our forest management program. These are as follows: 1) all management activity within individual forest properties or blocks of adjacent properties will maintain the integrity and sustainability of the forest environment. 2) forest properties will be managed to maintain and enhance biodiversity, to protect and enhance significant natural features and to maximize water conservation values. 3) forest properties will be managed to allow for optimum revenue production (from the sale of timber and fuelwood). 4) the Authority will encourage the use of forest properties for scientific research, especially Backus Woods and authority lands within the South Walsingham Sand Ridges Carolinian Canada Site. 5) all management activities within Backus Woods shall be subject to the Management Plan for Backus Woods (December 1986) and the Conservation Easement Agreement for Backus Woods (LPRCA, OHF, MNR December 1989). 6) recognizing the natural and cultural heritage values of the concept of "old growth forest", the Authority will designate one or more forest property (or attempt to acquire) as "Southern Ontario old growth" that could demonstrate some of the features associated with, "the old growth forest". 7) the Authority shall consult with and inform watershed residents, member municipalities and the MNR in the development of policies for and implementation of its forest management program. C%"filMV?DOCSVh")so "4 In4m Celebrating 50 Years of Conservation - 1948 - 1998 is A member of the Conservation Ontario Network 33 Prior to 1995, much of the Authority's forest land was managed for us by the Ministry of Natural Resources. In April 1995, responsibility for management of, decision making for, and revenues from our forests was taken over by the Authority. The Authority has recognized that in order to ensure that these policies are followed, a forest management plan is required both for individual blocks of forest land and an overall, long term plan for our 9000 acre forest holding. In July of this year, the Board approved the hiring of a consultant to assist us in formulating this overall plan. Part of this planning process involves consulting with our partners, stakeholders and the general public to help determine where our priorities should be over the next twenty years and how best to manage our forest lands. We would like to have opinions and suggestions on the following questions and others: do you feel that the LPRCA forest management program over the past 10 years or so has been satisfactory? >_ if not, why do you feel it has been unsatisfactory? > in general terms, what should be the priority(ies) for the management of our forests for the next ten years? Or twenty years? Should it be for preservation purposes and to enhance biodiversity; for recreational use such as hunting, hiking and skiing, bird -watching etc.; for sustainable revenue -production for annual budget purposes; for water conservation and supply; or other priorities? > should LPRCA continue to purchase forest property adjacent to existing authority forests as funds from donations or from forestry revenues are available? presently, Backus Woods (LPRCA owns approx. 720 acres) has essentially a no -cutting policy applied to its management. This represents approx. 8% of our forest lands. What percentage of LPRCA forests should be set aside as forest preserves, with no tree -cutting and removal for forest improvement or revenue -production allowed? Written comments on the above or other aspects of our forest management program are welcomed if received by October 16, 1998. A public meeting will be held on":$c'r`—,-29,1`9.§8'7,. beginning at 7:00 pm at our office at Hay Creek Conservation Area (Radical Road, 8 km south of Simcoe). The Authority and our consultant will provide information on the project and receive input from those in attendance. Please pian to attend. LPRCA C.%TGS-AMrDOCAfi.pr is. ar/ en4me 34 Canada Communities Collectivites in Bloom en fleurs " xe f;: i:f 1.: SSI':! September 1, 1998 Dear Mayor and Council: This letter is to invite you, your council, local businesses, clubs, and citizens to experience the benefits of participating in Communities in Bloom. Hundreds of Canadian municipalities have already discovered these benefits - which include increased community action, involvement and pride. Participating municipalities have credited Communities in Bloom with providing the focus and challenge to stimulate community activities and build on the positive aspects, commitments and concerns that exist in all municipalities of every size. The first step in the participation process of your community is this request for leadership and support at the municipal level. By entering Communities in Bloom, Canada's National Award Program, your municipality will become part of an important and growing initiative. One which encourages improvement of the environment, beautification and other important elements, such as tidiness and heritage conservation. Aspects which add to the quality of life and revitalize community spirit, while building interaction and awareness within Canadian municipalities participating on a provincial or national level. This is your invitation to your municipality to: participate provincially in 1999 to submit its candidacy to represent Ontario as a National Finalist in 2000. or participate provincially in 1999 to gain information, experience and evaluation for possible national participation in some future years. Please find enclosed helpful information to organize the participation of your community along with fundraising venues. Thank you for your interest and hoping that your municipality will proudly participate in the 1999 edition of Communities in Bloom. r ou s, G ymon d Carri6re, ,ational Chairman Sponsored in Ontario by: aaa � CPR aaa i` ■,.t�.�. Landscape Ontsrlo any;, ,,, O S U 1v1 r+aRnaUMaar. num Ass=n People, Plants and Pride... Growing Together / Citoyens et espaces verts en harmonie... une societe florissante 35 ederation of Canadian Municipalities ederation canadienne des municipalites Resolutions should meet the enclosed guidelines and should be James W. Knight received by FCM no later than November 4, 1998 for presentation to Executive Director Directeur g;ctteral FCM's Standing Committee on Policies and Resolutions at its meeting on December 5, 1998. Strict adherence to the deadline and enclosed procedures is crucial to the expedient processing of all resolutions received. FCM looks forward to hearing from its members. If possible, an electronic copy appreciated: sknause@fcm.ca of your resoluti ns would be owl Sheila Keating-Nause Policy and Resolutions Enclosure 36 24, rue Clarence Street. Ottawa. Ontario K I N 5P3 Telephone -Telephone: (613) 24 1-5221 - Fax.Tclecopieur- (613) 24 1-7440 International Office Bureau international: Telephone Tr,rphtme: (613) 2-11-8484 - F;tx Tciccopieur: (613) 24 1-'711' ilk fi- A Vit• September 4, 1998 Fey �t� 1s i� Memohiiddffld FEh A%nftat:-�ociate and Affiliate Members Maire sttpplcant Claude Cantin Quebec (Quebec) President FCM NATIONAL BOARD OF DIRECTORS MEETING President December 2 - 59 1998 CALL FOR RESOLUTIONS Deputy Mayor Sam Synard Marystown, Newfoundland and Labrador First Vice- Presidcnt Prentiervice-president The FCM Standing Committee on Policies and Resolutions and the National Board of Directors invite members to submit resolutions on CouncilhxJoanne Monaghan subjects of national municipal interest for debate at the December 1998 Kitimat. British Columbia Sccond Vice -President meeting of FCM's National Board of Directors. Denxicnte vice-presidents FCM will take a stand only on issues which are clearly of national It l-a'tOn municipal interest and which fall within the jurisdiction of the federal Toronto, Ontalor Toronto, Ontario Third Vice- Presidcnt government, the provincial and territorial governments acting at the Troisien e vicc-president interprovincial level, or FCM itself. Indirect municipal issues and local/regional issues will not be supported by major research and lobbying Deputy Mayor Jae Eadie activity, unless otherwise directed by the Annual Conference or by FCM's Winnipeg;. Manitoba National Board of Directors. Past -President [W%ident sortant Resolutions should meet the enclosed guidelines and should be James W. Knight received by FCM no later than November 4, 1998 for presentation to Executive Director Directeur g;ctteral FCM's Standing Committee on Policies and Resolutions at its meeting on December 5, 1998. Strict adherence to the deadline and enclosed procedures is crucial to the expedient processing of all resolutions received. FCM looks forward to hearing from its members. If possible, an electronic copy appreciated: sknause@fcm.ca of your resoluti ns would be owl Sheila Keating-Nause Policy and Resolutions Enclosure 36 24, rue Clarence Street. Ottawa. Ontario K I N 5P3 Telephone -Telephone: (613) 24 1-5221 - Fax.Tclecopieur- (613) 24 1-7440 International Office Bureau international: Telephone Tr,rphtme: (613) 2-11-8484 - F;tx Tciccopieur: (613) 24 1-'711' GUIDELINES FOR PRESENTATION OF RESOLUTIONS TO FCM It is by way of resolutions that Municipal, Affiliate and Associate Members bring their concerns to FCM for consideration at the Annual Conference, held in June of each year, or at meetings of the National Board of Directors, held in September, December and March. 1. Resolutions may be submitted by any municipality or provincial/territorial municipal association which is a member in good standing of the Federation of Canadian Municipalities. 2. All resolutions endorsed at the Annual Conference or at the National Board of Directors and which require action from the Government of Canada shall be submitted to the appropriate minister, department or agency for response. 3. It is therefore important that resolutions be carefully worded so that FCM is directed to take the appropriate action and that the proper message is conveyed. 4. FCM does not wish to receive resolutions which pit one municipality against another. 5. Members submitting resolutions regarding Community Safety and Crime Prevention matters are advised to focus on the "principle" of the issue being addressed and avoid attempts to re -word the criminal code. 6. A national vocabulary should be used at all times when drafting resolutions. Local references may detract from the national significance of resolutions CONSTRUCTION OF RESOLUTIONS 7. All members are urged to observe the following guidelines when preparing resolutions for submission to FCM: a) FCM will take a stand only on issues which are clearly of national municipal interest and which fall within the jurisdiction of the federal government, the provincial and territorial governments acting at the interprovincial level, or FCM itself. Indirect municipal issues and local/regional issues will not be supported by major research and lobbying activity, unless otherwise directed by the Annual Conference or by FCM National Board of Directors. b) The descriptive clauses (WHEREAS...) should clearly and briefly set out the reasons for the resolution. If the sponsor believes that the rationale cannot be explained in a few preliminary clauses, the problem should be more fully stated in supporting documentation. 37 c) The operative clause (BE IT RESOLVED...) must set out its intent clearly and briefly, stating a specific proposal for action to be taken by FCM. (i.e., BE IT RESOLVED that FCM urge/endorse/petition...) Generalization should be avoided. Further, the resolution must clearly include a municipal thrust (i.e., how does or will the intent of the resolution affect municipal governments?). d) Background information must be submitted with the resolution. When a resolution is not self explanatory and when adequate information is not received, FCM staff may return the resolution to the sponsor with a request for additional information or clarification. e) Proof of endorsement by the sponsoring council must accompany the resolution. PLEASE NOTE: Resolutions that do not comply with the foregoing guidelines will be returned to the sponsoring municipality /municipal association for revision/rewriting or/and receipt of adequate information in justification and support of the intent of the resolution. CATEGORIZATION OF RESOLUTIONS The Standing Committee on Policies and Resolutions will review the resolutions received and categorize them as follows: Category A: National municipal issues Category B: Local/regional municipal issues Category C: Issues not within municipal jurisdiction Category D': Matters dealt with by FCM in the previous three years and that are in accordance with FCM policy Category DZ: Matters dealt with by FCM in the previous three years and that are NOT in accordance with FCM policy SUPPLEMENTARY INFORMATION The Standing Committee on Policies and Resolutions is responsible for receiving and taking action on all resolutions in accordance with the above stated guidelines. Resolutions which fall within the mandate of an FCM Standing Committee will be reviewed by same for the purpose of presenting recommendations to the National Board of Directors or the Annual Conference. Standing Committees are responsible for ensuring that resolutions are compatible with existing policy statements and .approved resolutions. THE DEADLINE FOR SUBMISSION OF RESOLUTIONS TO FCM'S NATIONAL BOARD OF DIRECTORS FOR THE DECEMBER 1998 MEETING IS NOVEMBER 4. The Standing Committee on Policies and Resolutions stresses that resolutions received after the deadline cannot be processed in time for inclusion in the Board Book and will be held for action by the National Board of Directors at its meeting in March 1999. wool (t _Ontario Mtanu Ministry of Minist&e dcs Municipal Affairs AlTaires municipales and Housing et du Logement Regional Operations Branch 659 Exeter Road. 2nd Floor London ON `6E l L3 19/8734020 Far: 519/8734018 Toll Free: 1-800-2654736 September 17, 1998 To: The CAO / Municipal Clerk -Treasurer Direction des op6rations r6gionales 659. chemin Exeter. 20 etage London ON N6E 1 L3 19/8734020 Telecopier: a 19/8734018 Liene sans frais: 1-800-2654736 CIL E RE: MINISTRY OF MUNICIPAL AFFAIRS AND H46 ' &)AN AL CONFERENCE I am pleased to provide you with the registration materials for our upcoming municipal conference - "BEYOND TRANSITION" Strategies For Success - Friday, November 27, 1998 at the London Convention Centre. I would ask you to please share this information with Council and Staff in your municipality. This year's conference will focus on important issues related to the implementation of new responsibilities of municipal governments. This one day conference promises to offer municipal councils and staff information on locally developed solutions and options to the realities facing municipalities. Delegates will also receive updated, practical information regarding new pieces of legislation affecting the municipal sector. As a result of the survey conducted by our office this past summer, you indicated you would like information on: Managing Change; Municipal Act Reform; Y2K - The Millennium Bug; Municipal Finance and Tax Issues; Post -Restructuring Strategies, and Provincial Planning Issues. We have developed the agenda for the conference based on the results of the survey. Other feedback received also indicated that you enjoyed,last year's venue. Given this information, we will hold this year's Conference again at the London Convention Centre. The attached registration materials outline the agenda, as well as information on the six breakout sessions. We anticipate a great deal of interest in this year's Conference. We have established a cut off date of Friday, October 23, 1998 for registration, so I encourage you to register at your earliest convenience. When you determine the number of delegates from your municipality who wish to attend the conference, you may reserve registrations by faxing your registration form to (519-873-4018). Registration will be confirmed ONLY when payment has been received by our o-,fce, no later than October 23, 1998. Refunds will be issued ONLY prior to October 23, 1998. No refunds will be issued after the this date. Substitutions will be permitted. Conference Parking is included in your registration fee. If you require hotel accommodations, we have blocked a series of rooms at the Royal Host Hotel London (formerly the Westin Hotel), 300 King Street, London, at a special conference rate of $81.00 single or double occupancy, exclusive of taxes. Please call the hotel at 1-800-210-9336 for reservations or (519) 439-1661 for general hotel information. If you have any questions, please contact Peter Sherriff, Conference Co-ordinator at (519) 873-4026 or 1-800-265-4736 incerely, `_ Jo 39 n Maddox Acting Regional Manager Attachments THE BREAKOUT SESSIONSu�uuuuneuuuuuuuinnunumun�nn�n�� Session 1 - Leaders of Change It's clear -- recurring change is the norm in municipal organizational life today. Still, most of us have difficulty dealing with it. Change requires people to take a leadership role. As elected officials and senior municipal staff, you are in that leadership role. But how do you effectively lead change? Are there step-by-step models to follow? This session will provide you with tips and techniques that will make change work better, as well as outline a model for leading change. Session 9 - Y2K - The Millennium Bug Do I Have a Year 2000 Problem? Do I need to worry about it? This question is currently being asked everyday in government and business. Come and hear from colleagues in ouier municipalities inat nave identified issues and solutions for municipalities to explore and be aware of in order to prevent Year 2000 problems. Session 3 - The New Municipal Act Where It's At! The New Municipal Act proposes sweeping change to the way municipalities govern. This session will provide delegates with the status of the proposed legislation. Session 4 - Opportunities in 1999 Tax Policy Many municipalities are just beginning to understand all of the tax policy decisions made in 1998. This session will explore municipal tax policy opportunities and options for 1999 including: - how to move towards the ranges of fairness - what tax policy opportunities are there - why it is so important for lower tier municipalities to provide input and understanding into upper tier tax policy decisions. Session 5 - Thriving in a Post -Restructuring World Kestfuciuring and Local Service Realignment' ave provided more local, uCCCJntu�`i!;. �� o:"rr local issues, including economic development. But, is your municipality ready and organized to take on the challenge? This session will discuss various approaches and techniques on topic's such as: - getting organized as a new municipality - team building - managing resistance to change - identifying leadership and potential for growth and development. Session 6 - Community-based planningt Success Stories More and more municipalities are enjoying their increased decision-making authority on planning issues in their communities. Find out how municipalities and the province are successfully instituting and conducting community-based land use planning. M THE AGENDA 8:00 Registration and Coffee 9:00 Welcome and Introductory Remarks 9:30 Keynote Speaker Stephen Goldsmith Mayor, City of Indianapolis 10:15 Morning Break 10:30 Concurrent Breakout Sessions (To be repeated at 2:30) O Leaders of Change © Y2K -Millennium Bug © The New Municipal Act O 1999 Tax Policy © Thriving in a Post -Restructuring World O Community-based Planning 12:15 Lunch - Foods of the World" 1:45 Luncheon Speaker Libby Fowler, Co -Chair 2001 London Alliance Canada Summer Games 2:15 Afternoon Break 2:30 Concurrent Breakout Sessions 4:00 Conference Concludes KEYNOTE SPEAKER Stephan Goldsmith Mayor, City of Indianapolis Faced with increasing demands for government services, even as resources diminish, local governments must find ways to get more for less, improve the quality of services while minimizing the burden placed on taxpayers. Mayor Stephen Goldsmith argues that breaking up government monopolies and subjecting municipal services to competition with the private sector can produce better services at lower costs, and refocus local government on its core responsibilities. Luncheon Speaker Libby Fowler, Co -Chair 2001 London Alliance Canada Summer Games "Working Togther" The London Games Strategy Please be sure to visit the infonnabbn fair A number of municipally -related private sector firms, as well as provincial ministries will be on hand to share information and to discuss particulars of their respective programs and initiatives. MINISTRY OF MUNICIPAL AFFAIRS AND HOUSING Regional Operations Branch Annual Regional Conference "BEYOND TR"S/flON" Strategies For Success Friday, November 27, 1998 London Convention Centre 300 York Street - London, Ontario' MUNICIPALITY OF BAYHAm • P.O. Box 160 StraffordviHe, Ontario NOJ 1Y0 telephone (519) 866-5521 • fax (519) 866-3884 September 18, 1998 Town of Tillsonburg 200 Broadway Second Floor, Suite 204 Tillsonburg, Ontario Y N4G 5A7 Attention: David C. Morris, AMCT, Clerk AdihArstrator --- Dear David: RE: Reconstruction of Bayham Drive Further to your correspondence of September 14, 1998 regarding completion of Phase III to Base HL of the Bayham Drive reconstruction project, Council passed the following resolution at their regular meeting held September 17, 1998: "THAT Director of Public Services for the Town of Tillsonburg, Report dated September 11, 1998, regarding further construction of Bayham Drive be received and recommendations contained therein be adopted; AND THAT the Town of Tillsonburg correspondence dated September 14, 1998 be received; AND THAT the Council of the Municipality of Bayham agrees with the decision of the Town of Tillsonburg, that the contract for hot mix asphalt on Bayham Drive, as outlined in correspondence from C. J. Demeyere Ltd., dated September H`h, 1998, be awarded to Cayuga Materials and Construction Ltd. in the amount of $32,199.00." Please inform Bob Bartlett, Road Superintendent at (519)866-5521 when the job is to commence. Thank you for your consideration in this matter. Yours very truly, CL LIS. Buchner, CGA, AMCT Administrator/Treasurer File: T4.3 98319 42 t 7- ��nwaai L' DES �ouc�5ou5 ► OF owes oe icwuuW September 21, 1998 Mr. Cam McKnight Mayor 200 Broadway, 2nd Floor Ti»sonburg, Ontario N4G 5A7 Dear Mr. McKnight: I would like to take this opportunity to introduce myself as the co-ordinator for Tillsonburg's Ontario March of Dimes fundraising activities. I have also been appointed as the co-ordinator for the Ingersoll drive. Throughout the month of January, the Ontario March of Dimes will be conducting its annual door-to-door campaign across the province. Should you require fiuther information about our campaign, I encourage you to contact me, Karen Devoh, at 842-6267 or by fax at 842-3032. I will contact your office in regards to our public relations events in the future. Thank you for your time and if anyone in your office is interested in volunteering some time to our campaign, please have them call me as every little bit of help will be greatly appreciated. `ours truly, Karen Devolin 43 f 89/"!/98 ZZ:SZ:54 EST; ASSOCIATION OF?-> SEP -01-98 TUE 04:33 PM AMO Member Cornini.lnication For Your onfor ation For immediate Attention 51984ZU431 CLERK-Tillsonburg T Page OR FAX NO. 4169716191 P. 01 /02 Association of �. Municipalities of Ontario 393 University Avenue, Suite 1701 Toronto. ON MSG lite Tel_ (41d) 9-11-0060 - tax: (416) 971-8191 ernell: SMOG Rmo.Munfoom.corn 19981999 AMO Board of Directors September 1, 1998 FYI - 981028 ISSUE: The 1998-1999 AMO Board of Directors was elected at the annual oconference on a enc for in Toronto last week. The following AMO members will serve on the Boa a one-year term, unless otherwise indicated. EXECUTIVE: PRESIDENT: Michael Power, Mayor, Town of Geraldton (two-year term) SECRETARY -TREASURER: Jim Pine, CAO, City of Quinte West (two-year term) VICE-PRESIDENTS: Roger Anderson, Regional Chair, Region of Durham (Regional Caucus) Jay Aspin, Councillor, City of North Bay (Northern Caucus) David Canfield, Mayor, Town of Jaffray Melick (Ns Mike Connolly, Councillor, City of Waterloo (Large Urban thern Caucus) Howard Greig, Councillor, County of Grey (County Caucus) Joan King, Councillor, City of Toronto (Toronto Caucus) - Senior Vice -President Tom Nobles, Councillor, City of Quinte West (Small Urban Caucus) Dan VanLondersele, Councillor, Township of Delhi (Rural Caucus) IMMEDIATE PAST PRESIDENT: Vacant IMMEDIATE PAST SECRETARY -TREASURER: Vacant BOARD OF DIRECTORS - CAUCUS REPRESENTATIVES: COUNTY CAUCUS: Patricia Davidson, Councillor, County of Lambton Vince Judge, Councillor, County of Perth Alan Marr, Councillor, County of Middlesex Steven Silver, CAO, County of Lanark !E ,./2 89/01/90 22:53:25 EST; ASSQCIATIOH OF?-> SEP -01-98 TUE 04:34 PM AMO 5190429431 CLERK-Tillsonhurg T Page 883 FAX NO. 4169716191 P. 02/02 Member Communication - FYI: 1998-1999 AMO Board of Directors LARGE URBAN CAUCUS: Peter Atcheson, director of Planning, City of Brantford Anne Black, Aldermen, City of Barrie Don Cousens, Mayor, Town of Markham Hazel McCallion, Mayor, City of Mississauga Ann Mulvale, Mayor Town of Oakville Ben Tucci, Councillor, City of Cambridge NORTHERN CAUCUS: Ken Boshcoff, Mayor, City of Thunder gay Victor Power, Mayor, City of Timmins Ken Taniwa, CAU, Township of Shuniah SMALL URBAN CAUCUS: Bryan Baxter, CAO, Town of Cobourg Fran Coleman, Councillor, Town of Huntsville Kay Manderville, Councillor, City of Belleville Dan Mathieson, Deputy Mayor, City of Stratford REGIONAL CAUCUS: Gord Adams, Chair, District of Muskoka Loma Bissell, Councillor, Region of Peel John Harrison, Chair, Region of Haldimand-Norfolk Peter Hume, Councillor, Region of Ottawa -Carleton Mike Petryna, Councillor, Region of Sudbury Debbie Zimmerman, Chair, Region of Niagara RURAL CAUCUS: Claude Guillemette, Reeve, Township of East Ferris Jack McLachlan, Treasurer, Township of Tuckersmith Eleanor Renaud, Councillor, Township of Kitley Bert Vorstenbosch, Deputy Mayor, Township of West Perth TORONTO CAUCUS: John Adams, Councillor, City of Toronto Brian Ashton, Councillor, City of Toronto Frank Faubert, Councillor City of Toronto Blake Kinahan, Councillor, City of Toronto Gloria Lindsay Luby, Councillor, City of Toronto Howard Moscoe, Councillor, City of Toronto This information is available through AMO's MUNICOM network at www.munkom.com. For more information contact: Barbara Joy, Corporate Liaison, Client Services, at (416) 971-9856, ext 341, or email: bjoy@amo.municom.com Transmission problems contact: 416-971-9856 45 In Case of Transmission Difficulties, Please Call 416-663-2101 Please Deliver To: Town of Tillsonburg News Release Communique" Ministry of Finance Minis0re cies Finances Queen's Park Queen's Perk Toronto ON M7A IY7 Toronto ON M7A 9Y7 OO Ontario FOR IMMEDIATE RELEASE September 21, 1998 PROPOSED LEGISLATION WOULD BENEFIT BUSINESS PROPERTY OWNERS TORONTO? — The Province intends to introduce legislation that would extend the time available to landlords with eligible gross leases to pass through a portion of property taxes and Business Improvement Area (BIA) charges to tenants, Finance Minister Ernie Eves announced today. "We are responding to the concerns of commercial and industrial property owners in gross lease situations. The proposed legislation would give them more time to notify their tenants," Eves said. If the legislation is passed, business landlords with eligible gross leases would have until October 16, 1998 to notify tenants of their obligation to pay property taxes or BIA charges for the 1998 tax year. Under the Small Business and Charities Protection Act, landlords were required to notify tenants by July 15 of their intent to pass through tax changes and by September 30 of the amount to be passed through. "Elimination of the BOT was not intended to create a windfall for business tenants at the expense of their landlords. By giving landlords who may have missed the deadline more time to give notice to their gross lease tenants, we're making sure both landlord and tenant pay their fair share." said Eves. The Province intends to introduce legislation to extend the assessment appeal deadline and the gross lease notice period as soon as possible after the Legislature returns. -30- For further information: Rob Mitchell Minister's Office (416) 325-9566 A detailed backgrounder is attached. Aussi disponible en frangais. Adrian Mann Communications Branch (416) 325-0333 News Release Communique Ontarioo Ministry of Finance Ministbre des Finances Queen's Park Queen's Park Toronto ON WA 1Y7 Toronto ON M7A 1Y7 FOR IMMEDIATE RELEASE September 21,1998 SOME PROPERTY OWNERS ELIGIBLE FOR ASSESSMENT APPEAL REFUNDS TORONTO — The Government intends to refund 1998 assessment appeal fees where a settlement is or has been reached through the reconsideration process, Finance Minister Emie Eves announced today. "If a taxpayer requested a reconsideration of assessment and also filed an assessment appeal, and the dispute is settled through the reconsideration process, we will refund the taxpayer's appeal fee. We think that's only fair" Eves said. Under the Ontario Fair Assessment System, taxpayers who disagree with their assessments can request a reconsideration, at no cost, from their Regional Assessment Office. Taxpayers whose concerns are not settled through this informal process can file an appeal with the Assessment Review Board, a tribunal that handles assessment appeals. As in previous years, the Board charges $20 for appealing a residential assessment and $50 for a commercial or industrial assessment. "We recognize that 1998 has been an unusual year for property taxpayers,a said Eves. "For the first time ever, all 3.9 million properties in Ontario have been reassessed based on their current value. "We recognize that taxpayers may need more time to consider their assessments in light of their tax bills and resolve any concerns. This is why the Government intends to introduce legislation to extend the deadline for filing 1998 assessment appeals to October 30, 1998. The time period for accepting requests for reconsideration is also being extended." Eves said. Taxpayers who are eligible for refunds of appeal fees will receive their refunds in due course. -30- For further information: Rob Mitchell Adrian Mann Minister's Office Communications Branch (416) 325-9566 (416) 325-0333 Aussi disponible en frangais. A detailed backgrounder is attached. 47 a Ministry of Finance Ministbre des Finances ■ Queen's Park Queen's Park � � �� Toronto ON M7A 1y7 Toronto ON M7A 1Y7 September 21, 1998 Fact Sheet Extension of Deadlines for 1998: Assessment Appeals Reconsiderations of Ass � ' essment, and Gross Lease Notices On August 26, 1998, the Minister of Finance announced his intention to introduce legislation which, if passed, would extend the deadline for appealing property assessments for the 1998 taxation year. The proposed legislation would also extend the deadlines for the delivery of notices by landlords with gross leases. Assessment Appeals If the proposed legislation is passed, the deadline to appeal to the Assessment Review Board with respect to an assessment or an amended assessment made for the 1998 taxation year would be extended to October 30, 1998, The Assessment Review Board does not currently have the legal authority to process appeals received after the current appealdeadline of August 31, 1998. Therefore, the Assessment Review Board will hold any appeals and filing fees which it receives after August 31st until, and if, legislation is passed to extend the appeal deadline. Reconsideration of Assessment The Ontario Fair Assessment System allows property owners to have their assessments reviewed informally by an assessor without filing an appeal to the Assessment Review Board (ARB). Taxpayers who want their property's assessment reviewed must submit a written request for reconsideration to the Assessment Commissioner. For 1998 assessments, the period in which assessors may receive requests for reconsideration is also being extended to October 3p, 1998. Any taxpayer who has appealed a 1998 assessment and paid the filing fee will receive a refund where a settlement is reached through the reconsideration process. This will apply only for 1998 assessments. Taxpayers who qualify for this refund will be notified. • Gross Leases Landlords with eligible gross leases who want to recover a portion of their 1998 property taxes or Business Improvement Area (BIA) charges from -their tenants were required to notify tenants of this intention in writing by July 15, 1998 (within 30 days after the return Of assessment rolls). Landlords are also required to notify tenants in writing by September 30, 1998 of the actual amount of property taxes or BIA charges that tenants will be required to pay for the year. If legislation to extend the assessment appeal deadline is passed, the deadline for landlords with gross leases to provide notices to tenants would also be extended for 1998, as follows: Instead of providing two notices (a notice of intent to require payment and a notice requiring payment), landlords with gross leases would have the option, for the 1998 tax year, of providing tenants with only one notice (a notice requiring payment). The deadline by which landlords with gross leases must provide tenants with a notice requiring payment of property taxes or BIA charges for the 1998 taxation year would be extended to October 16, 1998. This deadline extension would allow landlords who may have missed the July 15th deadline to still require tenants to pay property taxes or BIA charges in 1998 if the landlords deliver the indicated notice by October 16th. However, these notices will only have legal effect if the proposed legislation is passed. For more information, please call the Ministry of Finance at: 1-800-263-7965 (English enquiries) 1-800-668-5821 (French language enquiries) -2- Tillsonburg 125 Task Force Committee Recipients in alphabetical order: Mrs. D.R. Agon (Laurel Beechey is unable to attend) Mr. Larry Ball Mr. George Beard aka E. D. Tillson Mrs. Mary Beard aka Mary Ann Tillson Mrs. Rita Corner Ms Patty Hynes Mrs. Heather Jones Mr. Robert Luopa (not attending, has moved away) Mrs. Rim Miggens Ms Carrie Montgomery Ms Patricia Phelps Ms Virginia Raven (is possibly not able to attend) Mrs. Penny Wade r I THE CORPORATION OF THE TOWN OF TILLSONBURG MEMORANDUM To: The Mayor and Members of Council From: David Morris, Clerk -Administrator Subject: Organization Study R.F.P. Date: September 25, 1998 4dcl 0n tdof "K" SONBU C tLLpntario- � � r 1. As requested by Corporate Services Committee of September 23rd, 1998, attached please find a Draft Request for Proposal (R.F.P.) for an organizational study for Council, Departments, Boards and Commissions. 2. It is intended that, if adopted, this R.F.P. would be distributed to consulting firms requesting proposals for 2 projects singularly and collectively. 3. Should you have any questions, I would be pleased to try and answer same. Yours truly, ti David C. Morris Clerk Administrator MUNICIPAL OFFICES — Town Centre Mall 200 Broadway, Second Floor, Suite 204, Tillsonburg, Ontario N4G 5A7 Tel: (519) 842-6428 Fax: (519) 842-9431 THE CORPORATION OF THE TOWN OF TILLSONBURG REQUEST FOR PROPOSAL The Corporation of the Town of Tillsonburg, a progressive and growing community of some 14,000 persons, wishes to conduct an organizational review of its Council, Departments, Boards and Commissions. Part 1: Scope of RFP 1.1 Identify role of Council and role of individual members of Council. 1.2 Identify role of Boards and Commissions. 1.3 Review number, nature and functions of Council, and its Committees, Boards and Commissions. 1.4 Review current organizational structure as it pertains to current and future municipal activities. 1.5 Identify the role of Clerk -Administrator, Department Heads in relation to Council. 1.6 Review current and future staffing requirements to carry out municipal activities subject to this project. 1.7 Review individual job functions. 1.8 The following components will be subject to this project: * Council and its standing committees * Municipal Departments including Clerks/Treasurers Departments, Economic Development, Fire Department, Public Services. * Boards and Commissions including Tillsonburg Parks, Community Centre and Recreation Commission, Library, Annandale House/Museum. ...2 Part 2: RFP Requirements and Selection Criteria 2.1 Please include the following for each proposal submitted: * the Consultant's capability and experience related to the project * a list of personnel to be used on project, their relevant experience and proposed time allocation to the project * time estimates for the project * price quote to complete the project, including PST and GST (where applicable) 2.2 Selection of the consultant will be based on the following: * understanding of the needs of the project and interpretation of Terms of Reference * the quality of the proposal and ability to meet Terms of Reference * proposed methodology * demonstrated knowledge and experience relating to the project * cost of the project 2.3 Sealed proposals, clearly marked, should be submitted to: Organizational RFP c/o D.C. Morris Clerk -Administrator Town of Tillsonburg 200 Broadway, 2nd Floor Tillsonburg, Ontario N4G 5A7 2.3.1 12 copies are required of printed proposals 2.3.2 Faxed/email proposals will not be accepted. 2.3.3 All proposals must be submitted by 4:30 P.M. October 9. 1998 2.4 Project Schedule: Week of September 28th, 1998 RFP advertised October 9th, 1998 RFP close ...3 October 14th, 1998 November 30th, 1998 Part 3: Terms of Reference Selection of successful proposal by Corporate Services Committee Completion of Project 3.1 The consultant will meet collectively and individually with all members of Council, Board and Commission Members, Department Heads, and other staff as required in the conduct of this project. 3.2 The consultant will make recommendations with respect to: * Alternatives for Council and Committee structure to provide opportunities for improved decision making. * Staff organizational structure, responsibilities and reporting to provide opportunities for improving efficiency, accountability and coordination. * Needs, if any, for future staffing level changes. * Updating of job descriptions to reflect recommendations or current practice. 3.3 Management The consultant will report to Town Council through the Town's Clerk -Administrator. Part 4: General Conditions 4.1 The Town reserves the right to accept or reject any or all proposals. The proposal with the lowest price may not be accepted. 4.2 Proponent must have proven ability and experience. Please submit at least 3 references. 4.3 For further information, please contact David C. Morris, Clerk -Administrator, at (519)842-6428, Ext. 227. 4.4 All RFPs must be signed in space provided by a person authorized by the bidding company to make such a binding contract. Any unsigned RFP will be declared to be invalid. ...4 i Part S: Signature of Proponent I have read and agree to the terms of the RFP as stated above. Authorized Signature: Authorized Name: Position: Company: Address: City/Postal Code: Phone: Fax: Date: Please Print 4c(c(droll yetr 6. 3 THE CORPORATION OF THE TOWN OF TILLSONBURG COURT OF REVISION A HEARING under The Local Improvement Act was held by the Court of Revision on September 16th 1998 at 7:00 P.M. in the Council Chambers, Tillsonburg, Ontario. PRESENT: Chairman C. McKnight, Members: S. Lamb, D. Beres STAFF: D. Morris, Clerk -Administrator J. Arts, Treasurer M. Cowan, Director of Public Services The following local improvement projects were considered and deputations were heard: Bidwell Street Area Sanitary Sewer No deputations. Moved by D. Beres Seconded by S. Lamb AND RESOLVED THAT Local Improvement Assessment Roll, as amended, for the Bidwell Street area be confirmed. "Carried" 2. North Street Sidewalk The Court of Revision reviewed local improvement `North Street Sidewalk from Broadway westerly to the Town boundary'. Margaret Hornsby, owner of the residence fronting on Woodlawn and flanking on the north side of North Street, appeared before the Committee. She indicated that the County had only installed a sidewalk along a portion of the flankage, less than the 100 ft. that she had been assessed for. The Court indicated that staff would review the actual sidewalk construction as the flankage and make a recommendation as to the disposition. Moved by S. Lamb Seconded by D. Beres AND RESOLVED THAT the Local Improvement Assessment Roll for North Street Sidewalk be confirmed with the exception of the Hornsby property which would be confirmed upon recommendation of staff. "Carried" Meeting adjourned at 7:40 P.M. NOTE: Mr. Mark Cowan, Superintendent of Engineering and Public Works, reviewed the sidewalk adjacent to Ms. Hornsby's Woodlawn Crescent property and confirmed that only 45 ft. had been constructed. It was recommended that, as the sidewalks in Woodlawn Crescent will be required in the near future, at that time Ms. Hornsby's property, 112 North Street, be assessed for the entire frontage on Woodlawn Crescent of 100 ft. and that no local improvement for sidewalk on North Street be charged. t CORPORATION OF THE TOWN OF TILLSONBURG PUBLIC SERVICES 20 Spruce Street Tillsonburg, Ontario N4G 4Y5 BUILDING - 842-2211 WORKS - 842-5951 CEMETERY - 842-3522 (519) 842-8775 - Fax September 17, 1998 Dave Morris, Clerk Administrator Town of Tillsonburg Dear Mr. Morris: RE: LOCAL IMPROVEMENT - MARGARET HORNSBY Further to the Court of Revision of September 16, 1998, we do now confirm Margaret Hornsby's comments. The sidewalk constructed by the County is approximately 14 feet on the Town boulevard west of Woodlawn Crescent and approximately 45 feet to Ms. Hornsby's driveway. Regarding the above, it is recommended to the Court/Council that any local improvement for sidewalks on the north side of 112 North Street be deleted from this assessment. Sidewalks on Woodlawn Crescent will be required in the near future and at that time Ms. Hornsby's property, 112 North Street, will receive an assessment notice for the entire frontage on Woodlawn Crescent of 100 feet. Trusting this information is of assistance. I remain Yours very tr , M. C. Cowan, A.M.C.T. Director of Public Services Town of Tillsonburg MCC/ep �g Counc;/ Op m � [� o RCO 'cy Winaer pt` este Min►m`l- \l B R 0 W N& B R O Barristers Solicitors LA ?l► B: -o,,:11 St. E. F�i_c Til konbUl'U'. 0111011 , F f' 4G 41.1 William C. Brown. K.C. 11899-19441 Grant C. Brown, Q.C. (Retired) %V. Craig Brown. B.A.. L.L.B. Corporation of the Town of Tillsonburg, Municipal Offices, 200 Broadway, Second Floor, Tillsonburg, Ontario. N4G SA7 Attn: Mr. D.C.Morris Mrs.Katherine Englander, 1062 Mall Road, R.R. #2, Tillsonburg, Ontario. N4G 4G7 Felephone. i.191 842-5924 September 10th, 1998 Fa.: t.;191 842-7104 Dear Mr.Morris and Mrs.Englander: Re: Tillsonburg Culture Commission With regret, would you kindly consider this letter my resignation from the Culture Commission. When I made application for the appointment to the Commission, I should have been more diligent in seeking out information as to how the Commission was organized. I was unaware that almost all of the members of the Commission represented specific organizations and, of course, report to the Commission with respect to their particular interest. I have certainly enjoyed meeting all of the members of the Commission and, no doubt, our paths will cross many times in the future. I wish you all the best in your endeavours and wish to express my thanks for the original appointment. WCB : j d 16 Glendale High School Community Council Glendale High School 37 Glendale Drive Tillsonburg, Ontario September 28, 1998 Mr. Dave Cooke Co -Chair Education Improvement Commission 13th Floor Mowat Block 900 Bay Street Toronto, Ontario Dear Dave, On behalf of the school councils of Tillsonburg, we would like to extend our sincere appreciation for your visit. Thank you for offering us a clear under- standing of your role as an independent commission, allowing us to focus on the potential to be an effective voice in the education system. Tillsonburg has always been known as a progressive, pro -active community and as such it seems to follow that our town would embrace the concept of school councils because we have always worked with the support and encouragement of the entire community. During your visit to Tillsonburg, you asked why our secondary school council had flourished whereas other high schools in Ontario have not been as successful. Tillsonburg is unique in that all four elementary and three separate elementary schools have active parent associations as well as school councils. Their student bodies eventually all attend Glendale High School, the sole secondary school in the town. Therefore the Glendale High School Community Council has the benefit of drawing on the experience and expertise of these parents who, for the most part, have been active in the educational system for several years. That, combined with the strong leadership from our school administration and council executive results in an action oriented council. By putting students first, we've been able to move forward with initiatives and programs that directly involve student participation and development. One example of this would be our career day conference that was held in April, 1998 entitled "Into the 21st century- where will you be?". This initiative involved the school council working with the school administration and the Chamber of Commerce to have over forty local employers present career opportunities to our students. It is our hope that school councils across Ontario become involved, like ours, in partnerships among the school, the home and the community in a fully cooperative relationship that works toward common goals for our students. Sincerely, Bill Mates Chair Glendale High School Community Council L=� J LF �d L' f 1 RESPONSE The Future Role of School Councils Question 1: How can parents, communities, and school councils best contribute to a child's education? * one of the primary roles of a school council is being an ambassador for education and our schools * school counciis can positively influence public relations; being visible at open houses, recitals etc. *open communication with parents is fundamental, promoting parents in partnership so that they are more willing to participate in school and activities * being well informed; to stay on top of issues and get the information to parents through the media, websites or newsletters --we need to quell misinformation * using the talents and resources of all involved * parents, communities and school councils can only be successful if the Principal is accessible and open * most parents agree that they are giving as much of their time now as is possible Question 2: What should school councils be doing? * be advisory in nature but be a vital part of the education process and discussion * act as advocates for the needs of the students and schools * present a parent's perspective on education * ensuring accountability- an ombudsman type role to make sure proper procedures are followed in all areas e.g, hiring * be positive, pro -active and supportive with parents, teachers and administration * make decisions by concensus so that it is a win-win situation * work with the principal on priorities, technology and strategic planning * cannot be political in nature --must represent all parties involved Question 3: How can schools ensure that they represent their communities? * an effective council needs to be well-rounded with representation from parents, community members, school staff and administration and at the secondary level, from students to ensure an accurate perspective on issues * need to guard against self-serving interests * representation from minority groups within school area * active personal solicitation seems to be effective * need a workable size- no more than twenty people, with the majority being parents * effective communication is ofrima p ry importance -make use of newsletters, websites, open meetings and social functions * a teacher on staff at her child's school, may be a member of the school council as a staff representative but not as a parent representative Question 4: What should the relationships among the school council, the staff, the principal, the district school board, and the community? *of number one importance is receptive communication especially with a large Board of Education like Thames Valley --all information should be shared, minutes of meetings --even promote regional meetings of school councils for sharing * there needs to be a respectful relationship among all parties, particularly with the parents and principal * the Boards of Education should be mentoring the school councils, providing in- service training and providing clear policies and guidelines * any fundraising that is done should have school involvement with monies being directed to the school * individuals felt they were already asked to do enough fundraising, directly or indirectly for their schools Question S: What kinds of support do school councils need? * a budget should be provided for school councils for mailings, photocopy costs and miscellaneous expenses that would help provide communication to parents *training and workshops that promote "best practices" and skills * on-going support from the principal, teachers, board and the community at large * school councils need to provide flexibility for its members due to different levels of available time and committment * principals, superintendents and directors of eduction must have excellent inter- personal skills in order to work with all the members of school councils Question 6: What makes an effective school council? * staunch support from the principal —performance in this capacity could be assessed by council at the end of each school year * strong leadership * council must be positive, pro -active and supportive * have open communication with all parties involved * believe that the students' needs come first and must be committed to every child * need to be well-informed and share information with other councils * relaxed, open forum that operates by concensus makes people feel welcome * single issues can be dealt with through by-laws that state "delegations" need to give one week notice to the principal prior to the agenda going, out * by-laws may also state that no personal issues are to be discussed at school council meetings, particularly those that involve an individual teacher, student or parent * make each person involved in school council feel that they have a voice Thank you for the opportunity to provide input on the role of school councils. Submitted by the Tillsonburg School Councils. l'=� [2 La G� � ;