220808 Regular Council Meeting AgendaThe Corporation of the Town of Tillsonburg
Council Meeting
AGENDA
Monday, August 8, 2022
4:30 PM
Council Chambers
200 Broadway, 2nd Floor
1.Call to Order
2.Closed Session 4:30 P.M.
Proposed Resolution # 1
Moved By: ________________
Seconded By: ________________
THAT Council move into Closed Session to consider 2 personal matters about an identifiable
individual, including municipal or local board employees under Section 239 (2) (b) of the
Municipal Act; and
Litigation or proposed litigation including matters before an administrative tribunals, affecting
the municipality or local board; and
Proposed or pending acquisition or disposition of land by the municipality or local board
2.1.Adoption of the Agenda
2.2.Disclosures of Pecuniary Interest and the General Nature Thereof
2.3.Adoption of Previous Closed Session Minutes
2.4.Consideration of Committee Closed Session Minutes
2.5.Reports
2.5.1.Litigation or proposed litigation including matters before an administrative
tribunals, affecting the municipality or local board.
2.5.2.239 (2) (c) a proposed or pending acquisition or disposition of land by the
municipality or local board
2.5.3.Personal matter about an identifiable individual, including municipal or local
board employees under Section 239(2) (b) of the Municipal Act.
3.Moment of Silence 6:00 P.M.
4.Adoption of Agenda
Proposed Resolution # 2
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council meeting of August 8, 2022, be approved.
5. Disclosures of Pecuniary Interest and the General Nature Thereof
6.Adoption of Council Minutes of Previous Meeting
Proposed Resolution # 3
Moved By: ________________
Seconded By: ________________
THAT the minutes from the Regular Council Meeting held on July 11, 2022 be approved.
7.Presentations
7.1.Miss Teen Southwest Ontario
Aalanna Rusnak- recent winner of Miss Teen Southwest Ontario 2022. Aalanna will
present to Council information on her journey and Charity, Make a Wish Foundation.
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT Council receive the presentation by Aalanna Rusnak- Miss Teen
Sounthwestern Ontario, as information
7.2.1089521 Tillsonburg OPP to speak on Standby Generator
The OPP will present to Council, the information on the new generator (see item
13.7.1)
8.Public Meetings
Page 2 of 358
Proposed Resolution # 5
Moved By: ________________
Seconded By: ________________
THAT Council move into the Committee of Adjustment to hear an application for Minor
Variance at _____P.M.
8.1.Minor Variance Application- A 10-22 29 Wood Haven Drive
Proposed Resolution # 6
Moved By: ________________
Seconded By: ________________
THAT the Town of Tillsonburg Committee of Adjustment approves application File A
10-22 submitted by Susan and Kevin Fratpietro, for lands described as LOT 35,
PLAN 41M232, municipally known as 29 Wood Haven Drive, Town of Tillsonburg,
County of Oxford as it relates to:
Relief from Section 6.2 Zone Provisions – Table 6.2 : Zone Provisions – Lot
Coverage, Maximum, to increase the maximum permitted lot coverage from
37% to 38%
1.
Proposed Resolution # 7
Moved By: ________________
Seconded By: ________________
THAT Council move out of Committee of Adjustment and move back into regular
Council session at _____P.M.
8.2.Zone Change Application- ZN 7-22-07- 19 Arbor Lane
Proposed Resolution # 8
Moved By: ________________
Seconded By: ________________
THAT the Council of the Town of Tillsonburg approves the zone change application
submitted by Cindy Hollister, whereby the lands described as Lots 64, 65 & 66, Plan
507, and are municipally known as 19 Arbor Lane, Town of Tillsonburg are to be
rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Special Low Density
Residential Type 1 Zone (R1-sp)’ to permit the development of an accessory
residential unit within a proposed detached accessory building. The proposed
accessory building will have a gross floor area of 93 m2 (1000 ft2), will have a height
of 6.25 m (20.5 ft), and will be located in the rear yard.
8.3.Zone Change Application ZN 7-22-08- Mister Auto Wash Inc.
Proposed Resolution # 9
Moved By: ________________
Page 3 of 358
Seconded By: ________________
THAT the Council of the Town of Tillsonburg approves the zone change application
submitted by Mister Auto Wash Inc. (Tyson VanLeeuwen), whereby the lands
described as Lots 395, 415 & 416, & Part of Lot 396, Plan 500, Town of Tillsonburg.
The lands are located at the northwest corner of the intersection of Concession Street
East and Tillson Avenue, and are municipally known as 127 Tillson Ave, Tillsonburg
are to be rezone to amend the current ‘Service Commercial Holding Zone (SC-(H))’ to
remove the Holding Provision present on the property to permit an expansion to the
car wash establishment, consisting of an additional drive-through car wash bay.
9.Planning Reports
10.Deputation(s) on Committee Reports
11.Information Items
11.1.Letter from Susan Crann
Letter from Susan Crann regarding speeding issues on her residential street.
Proposed Resolution #10
Moved By: ________________
Seconded By: ________________
THAT Council receive the letter from Susan Crann as information.
12.Second Quarter Financial Reports
12.1.FIN 22-21 2022 2nd Quarter Consolidated Financial Report
Proposed Resolution # 11
Moved By: ________________
Seconded By: ________________
THAT Council receives report FIN 22-21 2022 Second Quarter Consolidated
Financial Results as information.
12.2.CS 22-22 Second Quarter Financials Report
12.3.EDM 22-20 Second Quarter Economic Development and Marketing Results
12.4.FIN 22-20 2022 Q2 Finance Department Results
12.5.FRS 22-03 2022 Second Quarter Report
Page 4 of 358
12.6.OPD 22-33 2022 Second Quarter Building Planning, By-Law Services Results
12.7.OPD 22-34 2022 Second Quarter Operations and Development Services
Proposed Resolution # 12
Moved By: ________________
Seconded By: ________________
THAT Council receives the 2022 Second Quarter Department Results, as
information.
13.Staff Reports
13.1.Chief Administrative Officer
13.1.1.Community Strategic Plan Update
Proposed Resolution # 13
Moved By: ________________
Seconded By: ________________
THAT report CAO 22-05 Community Strategic Plan Goals Update be
received by Council as information
13.2.Corporate Services
13.2.1.CS 22-13 Personnel Policy Rates
Proposed Resolution # 14
Moved By: ________________
Seconded By: ________________
THAT the revised Appendix A of the Personnel Policy entitled “Personnel
Policy Rates” be approved, effective August 1, 2022.
13.2.2.CS-22-21 Committee Chair Meeting
Proposed Resolution # 15
Moved By: ________________
Seconded By: ________________
THAT the Committee Liaison/Chair meeting report be received for
information; and
THAT staff be directed to take the appropriate steps to make amendments
to the procedural by-law to be considered at a future meeting
13.3.Economic Development
Page 5 of 358
13.4.Finance
13.4.1.FIN 22-22 2022 Q2 COVID Impact Report
Proposed Resolution # 16
Moved By: ________________
Seconded By: ________________
THAT Report FIN 22-22 2022 Q2 Covid-19 Impact Report be received as
information
13.5.Fire and Emergency Services
13.6.Operations and Development
13.6.1.OPD 22-27 School Crossing Guard Program
Proposed Resolution # 17
Moved By: ________________
Seconded By: ________________
THAT Policy 2-012 - School Crossing Guard Program to regulate crossing
guard placement and warrants in the Town of Tillsonburg be brought
forward for Council consideration.
AND THAT Council approves to eliminate the school crossing guard at
Quarter Town Line/North Street West based on low average numbers and
recent implementation of the 4-way stop.
AND THAT Council approves to eliminate the school crossing guard at
Maple Lane based on low average numbers and the closure of Maple Lane
Public School.
AND THAT Council approves the implementation of a new school crossing
guard at Frances Street based on high counts, risk/exposure of through
street/mid-block crossing and activity
13.6.2.OPD 22-36 Hangar Land Lease Agreement Taxiway G3-8
Proposed Resolution # 18
Moved By: ________________
Seconded By: ________________
THAT a By-Law to execute a new Land Lease Agreement for Taxiway G3-
8 with Breman Construction Inc. be brought forward for Council's
consideration
13.6.3.OPD 22-37 Hangar Land Lease Agreement Taxiway G3-9
Page 6 of 358
Proposed Resolution # 19
Moved By: ________________
Seconded By: ________________
THAT a By-Law to execute a new Land Lease Agreement for Taxiway G3-
9 with Breman Construction Inc. be brought forward for Council's
consideration
13.6.4.OPS 22-35 RFP 2022-011 Supply and Delivery of a Four Wheel Drive
Articulating Loader Results
Proposed Resolution # 20
Moved By: ________________
Seconded By: ________________
THAT Council awards RFP 2022-011 Supply and Delivery of a Four Wheel
Drive Articulating Loader to Brandt Tractor Ltd. of London, Ontario at a cost
of $342,422.40 (net HST included);
AND THAT Council authorizes funding the over budget amount of
$92,422.40 from the Fleet & Equipment Reserve.
13.6.5.OPD 22-32 Westwinds Subdivision Road Naming
Proposed Resolution # 21
Moved By: ________________
Seconded By: ________________
THAT Council approves “Darrow Drive”, “Hill Street”, “Westwinds Gate”,
and “Thompson Court” as road names for the Westwinds subdivision.
13.6.6.OPD 22-36 Bridges Subdivision Road Naming
Proposed Resolution # 22
Moved By: ________________
Seconded By: ________________
THAT Council approves “Fairway Drive”, “Bridges Way”, and “Eagles
Court” as road names for the Bridges subdivision
13.7.Recreation, Culture and Parks
13.7.1.RCP 22-13 OPP Generator Presentation
Proposed Resolution # 23
Moved By: ________________
Seconded By: ________________
THAT Council receives the presentation from the Province of Ontario
Page 7 of 358
(OPP) and the companion Staff Report RCP 22-13 OPP Station Generator
Project as information; and
THAT all work and related costs, including subsequent maintenance costs,
be borne by the Province with no implication to the lease between the
Province and the Town; and
THAT Council approves the request from the Province of Ontario to
proceed with the replacement of the generator at 90 Concession Street
East; and further
THAT the existing generator be redeployed to the Town Fleet Department
for future use.
13.7.2.RCP 22-14 Fire and Life Safety Annual Inspections
Proposed Resolution # 24
Moved By: ________________
Seconded By: ________________
THAT Council receives Staff Report RCP 22-14 Fire and Life Safety
Annual Inspections as information; and
THAT Council approves the award of services for Annual Fire and Life
Safety Inspections at Town facilities for 2022 ($9,180), 2023 ($9,428) and
2024 ($9,685) to Taplay Fire Protection of Woodstock ON for a total
amount of $28,893, excluding HST.
14.New Business
15.Consideration of Committee Minutes
15.1.Committee Minutes
Proposed Resolution # 25
Moved By: ________________
Seconded By: ________________
THAT the following Council Committee minutes be received as information:
July 6, 2022 Recreation and Sports Advisory Committee Minutes
June 23, 2022 Tillsonburg Airport Advisory Committee Minutes
July 12, 2022 Tillsonburg Ad Hoc Committee Minutes
July 12, 2022 Economic Development Advisory Committee Minutes
July 19, 2022 Tillsonburg Transit Advisory Committee Minutes
Page 8 of 358
15.2.Long Point Conservation Minutes
Proposed Resolution # 26
Moved By: ________________
Seconded By: ________________
THAT the Long Point Conservation Minutes from June 1, 2022 be received as
information.
16.Resolutions/Resolutions Resulting from Closed Session
17.By-Laws
17.1.By-Law 2022-041 to provide for the drainage works being the J.A Smith Drain
17.2.A By-law to authorize an agreement of purchase and sale with Thames Valley
District School Board
17.3.A By-Law to amend By-Law number 3295, as amended (ZN 7-22-04)
17.4.A By-Law to enter into an Airport Hangar Land Lease Agreement with Breman
Construction Inc. for Taxiway G3-8
17.5.A By-Law to enter into an Airport Hangar Land Lease Agreement with Breman
Construction Inc. for Taxiway G3-9
Proposed Resolution # 27
Moved By: ________________
Seconded By: ________________
THAT By-law 2022-041 to provide for the drainage works being the J.A. Smith Drain
be read for a third and final time;
AND THAT A By-Law to authorize an agreement of purchase and sale with Thames
Valley District School Board; and
A By-Law to amend By-Law number 3295, as amended (ZN 7-22-04); and
A By-Law to enter into an Airport Hangar Land Lease Agreement with Breman
Construction Inc. for Taxiway G3-8; and
A By-Law to enter into an Airport Hangar Land Lease Agreement with Breman
Construction Inc. for Taxiway G3-9, be read for a first, second, third and final
reading and that the Mayor and the Clerk be and are hereby authorized to sign the
same, and place the corporate seal thereunto.
Page 9 of 358
18.Confirm Proceedings By-law
Proposed Resolution # 28
Moved By: ________________
Seconded By: ________________
THAT By-Law 2022-054, to Confirm the Proceedings of the Council meeting held on August
8, 2022, be read for a first, second, third and final reading and that the Mayor and the Clerk
be and are hereby authorized to sign the same, and place the corporate seal thereunto.
19.Items of Public Interest
September 12, 2022 Council Meeting•
September 26, 2022 Council Meeting •
20.Adjournment
Proposed Resolution # 29
Moved By: ________________
Seconded By: ________________
THAT the Council meeting of August 8, 2022 be adjourned at _______P.M.
Page 10 of 358
1
The Corporation of the Town of Tillsonburg
Council Meeting
MINUTES
Monday, July 11, 2022
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Parker
Councillor Rosehart
Regrets: Councillor Luciani
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Director of Corporate Services/Clerk
Renato Pullia, Interim Director of Finance/Treasurer
Cephas Panschow, Development Commissioner
Carlos Reyes, Director of Operations and Development
Julie Columbus, Director of Recreations, Culture & Parks
Richard Sparham, Manager of Public Works
Gina Armand, Records and Legislative Coordinator
Laura Emery, Municipal Management Intern
_____________________________________________________________________
1. Call to Order
Chair, Mayor Molnar, called the meeting to order at 6:00 p.m.
2. Closed Session (None)
Page 11 of 358
2
3. Moment of Silence
4. Adoption of Agenda
Resolution # 2022-236
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the Agenda as prepared for the Council meeting of July 11, 2022, be
approved.
Carried
5. Disclosures of Pecuniary Interest and the General Nature Thereof
No Disclosures of Pecuniary Interest were declared.
6. Adoption of Council Minutes of Previous Meeting
Resolution # 2022-237
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the minutes from the June 27, 2022 Council meeting and of the June 28,
2022 Special Council meeting, be approved.
Carried
7. Presentations
7.1 2021 Financial Statements
Virtual presentation given by Dianne Latta, CPA, CA of Millard, Rouse and
Rosebrugh LLP regarding the 2021 Financial Statements
Resolution # 2022-238
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT Council approves the 2021 Financial Statements as presented;
AND THAT the 2021 Management Letter be received.
Carried
Page 12 of 358
3
7.2 Delegation from Resident Matt Sholtz RE: Road Naming in
Tillsonburg
The delegate was not in attendance for the meeting.
8. Public Meetings
Resolution # 2022-239
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT Council move into the Committee of Adjustment to hear an application for
Minor Variance at 6:13 p.m.
Carried
8.1 Minor Variance Application A 09-22 - 31 Victoria Street
Eric Gilbert, County Planner, provided an overview of the Minor Variance
application and answered all inquiries asked by Council.
Jason Hunwicks, agent for the applicant appeared before the meeting and
indicated his support of the planner’s report.
Resolution # 2022-240
Moved By: Deputy Mayor Beres
Seconded By: Councillor Esseltine
THAT the Town of Tillsonburg Committee of Adjustment approves
application File A 09-22 submitted by Town of Tillsonburg Non-Profit
Housing Corporation, for lands described as Part of Lots 687-690, 715,
Plan 500, Parts 1-7 of 41R-10118 in the Town of Tillsonburg, as it relates
to:
1. Relief from Section 5.24.1.6 – Parking Space and Parking Aisle
Standards – Table 5.24.1.6 – Parking Space and Aisle Standards –
Minimum Perpendicular Width of the Aisle, to decrease the minimum
perpendicular width of the aisle for 90 degree parking from 7.3 m (24 ft) to
6.9 m (22.6 ft).
Carried
Resolution # 2022-241
Page 13 of 358
4
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council move out of Committee of Adjustment and move back into
regular Council session at 6:21 p.m.
Carried
8.2 Zone Change Application - ZN 7-22-03 - Landmark Homes Inc.
Erick Gilbert, County Planner, spoke on this report and answered all
inquiries from Council.
The Chair noted that that Council received an email from Kathy and John
Lafferty noting their concerns regarding the application about the higher
density and the negative impact this would in their neighbourhood.
Trevour Benjamin of CJDL, agent, also spoke and answered questions
from Council.
Mr. Andre Fournier of 22 William, noted his concerns regarding the
application by indicating that he purposely bought a house in a single
family subdivision and felt that this proposal would devalue his property.
Council asked the Planner if there were other areas of this subdivision that
had a higher density of residential and the planner replied “no”.
Resolution # 2022-241
Moved By: Councillor Esseltine
Seconded By: Deputy Mayor Beres
THAT the Council of the Town of Tillsonburg approves the zone change
application submitted by Landmark Homes Inc, whereby the lands
described Lots 90, 91 & 92, Registered Plan 41M-144, in the Town of
Tillsonburg known municipally as 3, 5 & 7 Sycamore Drive are to be
rezoned from ‘Special Low Density Residential Type 1A Zone (R1A-23)’ to
‘Special Low Density Residential Type 2 Zone (R2-sp)’ to facilitate the
development of semi-detached dwellings on the subject property with
reduced lot frontages, lot area, front yard depth, and interior side yard
widths.
Defeated
8.3 Zone Change Application ZN 7-22-04 - Jacob Hiebert
Page 14 of 358
5
Erick Gilbert presented the Zone change application ZN 7-22-04
Trevour Benjamin of CJDL, Agent, was also present and answered
Council's inquiries.
The Chair noted that that Council received an email from Kathy and John
Lafferty noting their concerns regarding the application about the higher
density and the negative impact this would in their neighbourhood.
Resolution # 2022-242
Moved By: Councillor Gilvesy
Seconded By: Councillor Esseltine
THAT the Council of the Town of Tillsonburg approves the zone change
application submitted by Landmark Homes Inc, whereby the lands
described Lots 43 & 44, Registered Plan 41M-144, in the Town of
Tillsonburg known municipally as 158 & 160 Concession Street West are
to be rezoned from ‘Low Density Residential Type 1A Zone (R1A)’ to
‘Special Low Density Residential Type 2 Zone (R2-sp)’ to facilitate the
development of semi-detached dwellings on the subject property with
reduced lot frontages, lot area, front yard depth, and interior side yard
widths.
Carried
8.4 Official Plan & Zone Change Amendment OP 22-06-7 & ZN 7-22-06 -
Tillsonburg Developments Inc. & W.H. Developments Inc.
Eric Gilbert, spoke on this Report and answered all of Council's inquiries.
Trevour Benjamin of CJDL, agent, appeared before Council and
supported the Planner’s report.
Resolution # 2022-243
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT the Council of the Town of Tillsonburg advise County Council that
the Town supports the application to amend the Official Plan (File No. OP
22-06-7), submitted by Tillsonburg Developments Inc & W.H.
Developments Inc., for lands described as Lot 17, Registered Plan 41M-
205 in the Town of Tillsonburg, to re-designate the subject lands from
Service Commercial to Low and Medium Density Residential;
Page 15 of 358
6
AND FURTHER THAT the Council of the Town of Tillsonburg approves-in-
principle the zone change application (File No. ZN 7-22-06) submitted by
Tillsonburg Developments Inc & W.H. Developments Inc., for lands
described as Lot 17, Registered Plan 41M-205, in the Town of Tillsonburg,
to rezone the lands from ‘Special Service Commercial Zone (CC-10)’ to
‘Low Density Residential Type 3 Zone (R3)’ & ‘Special Medium Density
Residential Zone (RM-sp)’ to permit the development of 6 residential
street-fronting townhouse units.
Carried
9. Planning Reports
10. Deputation(s) on Committee Reports
11. Information Items
11.1 Footprints in the Sand Foundation - Congratulations on 150 Years
Deputy Mayor Beres gave information on the Author of Footprints in the
Sand, Margaret Powers, who currently resides in British Columbia,
Canada. Deputy Mayor Beres thanked the family for sending in their letter.
11.2 Ontario Energy Board - Notice to Enbridge Customers
No discussion or inquiries from Council.
Resolution # 2022-244
Moved By: Councillor Esseltine
Seconded By: Councillor Rosehart
THAT the information item from Footprints in the Sand Foundation dated
June 16, 2022 and from the Ontario Energy Board dated June 17, 2022,
be received as information.
Carried
12. Staff Reports
12.1 Chief Administrative Officer
12.1.1 CAO 22-02 Recommendations regarding MOUD with
Tillsonburg Hydro Incorporated (THI)
Page 16 of 358
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CAO provided an overview of his report which was supported by
Council
Resolution # 2022-245
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
THAT Council receives Report CAO 22-04 Recommendations
regarding MOUD with Tillsonburg Hydro Incorporated (THI);
AND THAT Council endorses the recommendations contained
within Report CAO 22-02 Recommendations regarding MOUD with
Tillsonburg Hydro Incorporated (THI).
Carried
12.2 Corporate Services
12.3 Economic Development
Cephas Panschow, Development Commissioner, spoke on his reports and
answered all questions from Council
12.3.1 EDM 22-17 EDAC Resolution Regarding Zoning Bylaw Height
Restrictions
Resolution # 2022-246
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the resolution from the Economic Development Advisory
Committee regarding the existing maximum height restrictions for
residential buildings within the Town of Tillsonburg be referred to
Oxford County Planning for review.
Carried
12.3.2 EDM 22-18 Contract Award – RFP 2022-001 Real Estate
Services
There was some concern about the timing of the RFP and
members asked if this was still required given the number of lots
already sold within the Industrial subdivision
Page 17 of 358
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Resolution # 2022-247
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT the RFP 2022-001 Real Estate Services contract be awarded
to Avison Young for a period until December 31, 2023 with the
option to extend the contract by two 1 year periods subject to the
Town entering into listing agreements for specific properties at the
Town’s sole and absolute discretion.
Carried
12.3.3 EDM 22-19 Offer to Purchase – Part of Lot 4, Van Norman
Innovation Park
Resolution # 2022-248
Moved By: Councillor Gilvesy
Seconded By: Councillor Esseltine
THAT a by-law be brought forward to authorize the Mayor and
Clerk to enter into an agreement of purchase and sale with Schep’s
Bakeries Ltd for property described as part of Block 1, Plan 41M-
381 (part of lot 4) in the Van Norman Innovation Park.
Carried
12.4 Finance
Renato Pullia, Interim Director of Finance, was present to speak on his
reports and answered all inquiries from Council.
12.4.1 FIN 22-17 - Council Expense Policy Amendments
Resolution # 2022-249
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the amendments to the Council Expense Policy 2-008 be
approved, effective July 1, 2022.
Carried
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12.4.2 FIN 22-18 - 2021 Summary of Reserves and Trusts
Resolution # 2022-250
Moved By: Councillor Rosehart
Seconded By: Councillor Esseltine
THAT Council receives report FIN 22-18, 2021 Summary of
Reserves and Trusts, as information.
Carried
12.4.3 2021 Surplus Allocation
Resolution # 2022-251
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT the 2021 surplus of $1,006,934 be allocated to the following
reserves:
1. $244,352 be transferred to the Fleet and Equipment Reserve
2. $21,770 be transferred to the Airport Reserve
3. $77,958 be transferred to the Asset Management Reserve
4. $24,000 be transferred to the Economic Development Reserve
5. $307,328 be transferred to the Facility Infrastructure Reserve, to
cover the $254,000 budgeted in 2022 capital budget for design
work for a new Town Hall, and $53,328 to cover the Town’s portion
of a 2021 capital project for a Facilities Assessment
6. $22,904 be transferred to the Insurance Reserve
7. The balance of the surplus of $308,622 be transferred to the Tax
Rate Stabilization reserve
Defeated
Resolution # 2022-252
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
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THAT the 2021 surplus of $1,006,934 be allocated to the following
reserves:
1. $244,352 be transferred to the Fleet and Equipment Reserve
2. $21,770 be transferred to the Airport Reserve
3. $77,958 be transferred to the Asset Management Reserve
4. $24,000 be transferred to the Economic Development Reserve
5. $307,328 be transferred to the Facility Infrastructure Reserve
6. $22,904 be transferred to the Insurance Reserve
7. The balance of the surplus of $308,622 be transferred to the
Tax Rate Stabilization reserve
Carried
12.5 Fire and Emergency Services
12.6 Operations and Development
12.6.1 OPD 22-28 RFT 2022-003 – Retaining Walls Reconstruction at
Beech Blvd and Quarter Town Line
Resolution # 2022-253
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council not award Tender RFT 2022 – 003 – Retaining Walls
Reconstruction at Beech Blvd and Quarter Town Line as the lowest
bid received exceeds the total budget by $355,487.98 (net HST
included);
AND THAT Council directs staff to find cost savings within the
project design and re-tender for 2023 construction.
Carried
12.6.2 OPD 21-39 Utilization of the 2021 Tillsonburg Regional Airport
Grant
Resolution # 2022-254
Moved By: Councillor Rosehart
Seconded By: Councillor Esseltine
THAT report OPD 22-30 2021 2021 Tillsonburg Regional Airport
Master Plan – Implementation Update be received as information.
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Carried
12.6.3 OPD 22-31 Bagged Leaf and Yard Waste Collection Program
Resolution # 2022-255
Moved By: Deputy Mayor Beres
Seconded By: Councillor Rosehart
THAT Council authorizes staff to explore the change in the former
Loose Leaf Collection Program to Curbside Bagged Leaf and Yard
Waste Collection Program;
AND THAT Council directs staff to proceed with submitting a
Request for Tender to retain a qualified waste collection contractor
to provide a Curbside Bagged Leaf and Yard Waste Collection
Service in 2022.
Carried
12.6.4 OPD 22-29 RFP 2022-010 Supply and Delivery of a 4-Wheel
Drive Articulating Sidewalk Tractor Results
Resolution # 2022-256
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT Council awards RFP 2022-010 Supply and Delivery of a 4-
Wheel Drive Articulating Sidewalk Tractor to Work Equipment Ltd.
of Courtland, Ontario at a cost of $176,400.96 (net HST included);
AND THAT Council authorizes funding of the purchase as
$135,828.74 from Development Charges (Residential Share) and
$40,572.22 from Taxation.
Carried
12.7 Recreation, Culture and Parks
Deputy Mayor Beres asked if there was a policy that allowed for these
types of requests and Director Columbus indicated research had been
conducted, and the request is required to be approved by Council.
12.7.1 RCP 22-14 Tillsonburg Fair Facility Request August 20 2022
Page 21 of 358
12
Resolution # 2022-257
Moved By: Councillor Esseltine
Seconded By: Councillor Gilvesy
THAT Council receives Staff Report RCP 22-14 as information; and
THAT Council approves the request from the Tillsonburg Tri-County
Agricultural Society to waive the facility rental fee for the use of
Lion’s Auditorium on Aug 20, 2022 from 9 am to noon to host the
Fair’s Baby Show.
Carried
13. New Business
14. Consideration of Committee Minutes
14.1 Committee Minutes
Resolution # 2022-258
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
THAT the June 14, 2022 Economic Development Advisory Committee
Minutes be received as information.
Carried
15. Motions/Notice of Motions
16. Resolutions/Resolutions Resulting from Closed Session
17. By-Laws
17.1 A by-law to establish the Rate of Remuneration for Members of the
Council of the Corporation of the Town of Tillsonburg for the 2022 —
2026 term of Council and to Repeal By-Law 4207.
17.2 A by-law to amend Zoning By-Law Number 3295, as amend. (ZN 7-22-
03)
By-Law was withdrawn.
17.3 A by-law to amend Zoning By-Law Number 3295, as amended. (ZN 7-
22-04)
Page 22 of 358
13
17.4 A by-law to authorize the execution of an agreement of Purchase and
sale with Schep’s Bakeries Ltd. for property described as part of
Block 1, Plan 41M-381 (part of lot 4) in the Van Norman Innovation
Park.
Resolution # 2022-259
Moved By: Deputy Mayor Beres
Seconded By: Councillor Gilvesy
THAT a by-law to establish the Rate of Remuneration for Members of the
Council of the Corporation of the Town of Tillsonburg for the 2022 — 2026
term of Council; and
A by-law to amend Zoning By-Law Number 3295, as amended. (ZN 7-22-
04); and
A by-law to authorize the execution of an agreement of Purchase and sale
with Schep’s Bakeries Ltd. for property described as part of Block 1, Plan
41M-381 (part of lot 4) in the Van Norman Innovation Park, be read for a
first, second, third and final reading and that the Mayor and the Clerk be
and are hereby authorized to sign the same, and place the corporate seal
thereunto.
Carried
18. Confirm Proceedings By-law
Resolution # 2022-260
Moved By: Councillor Gilvesy
Seconded By: Councillor Esseltine
THAT By-Law 2022-050, to Confirm the Proceedings of the Council meeting held
on July 11, 2022, be read for a first, second, third and final reading and that the
Mayor and the Clerk be and are hereby authorized to sign the same, and place
the corporate seal thereunto.
Carried
19. Items of Public Interest
Mayor Molnar advised the public that the Ministry of Health Vaccination Bus,
located at 45 Hardy Ave., will be in the community on July 12, 19, and the 26th.
Page 23 of 358
14
Walk-ins are welcome but appointments are strongly advised. Hours are from
11am-5pm and their phone number is 1-800-943-3900
20. Adjournment
Resolution # 2022-261
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT the Council meeting of July 11, 2022 be adjourned at 8:48 p.m.
Carried
Page 24 of 358
Community Planning
P. O. Box 1614, 21 Reeve Street
Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 Fax: 519-421-4712
Web site: www.oxfordcounty.ca
Our File: A10-22
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment
MEETING: August 8, 2022
REPORT NUMBER: 2022-325
OWNERS: Susan & Kevin Fratpietro
29 Woodhaven Drive, N4G 0A6
REQUESTED VARIANCE:
1. Relief from Section 6.2, R1 Zone Provisions – Table 6.2: Zone Provisions – Lot
Coverage, Maximum, to increase the total permitted lot coverage from 37% of the lot
area to 38% of the lot area to facilitate the construction of a detached accessory structure.
LOCATION:
The subject property is described as Lot 35, Plan 41M-232, in the Town of Tillsonburg. The
property is located on the north side of Woodhaven Drive, between Quarter Town Line and Ridge
Boulevard, and is municipally known as 29 Woodhaven Drive, Tillsonburg.
BACKGROUND INFORMATION:
OXFORD OFFICIAL PLAN:
Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential
Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential
TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1A Zone (R1A)
SURROUNDING USES: Low density residential uses, consisting of single detached dwellings.
Page 25 of 358
File Number: A10-22 Report Number 2022-325
Page 2
COMMENTS:
(a) Purpose of the Application:
The proposed minor variance has been requested to facilitate the construction of a detached
accessory structure (covered patio) on the subject lands, with an area of 17.8 m2 (192 ft2).
Although the structure is below the maximum gross floor area for accessory structures, it is
included in the overall calculation of lot coverage.
The subject lands are approximately 714 m2 (7,685 ft2) in area, with approximately 20 m (66 ft) of
frontage on Woodhaven Drive. Surrounding land uses are predominately comprised of existing
single detached dwellings.
Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the
zoning in the immediate vicinity.
Plate 2, Applicants’ Sketch, shows the location of the proposed accessory structure on the subject
lands.
Plate 3, Proposed Building, depicts the proposed design of the accessory structure.
(b) Agency Comments:
The Town Chief Building Official, the Town Fire Chief and the Oxford County Public Works
Department have indicated they have no concerns with the proposal.
(c) Public Consultation:
Public Notice was provided to surrounding property owners on July 29, 2022 in accordance with
the requirements of the Planning Act. As of the writing of this report, no comments or concerns
had been received from the public.
(d) Intent and Purpose of the Official Plan:
The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within
the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density
housing forms including single detached dwellings, duplexes and street fronting townhouses as
well as accessory uses thereto. The use of the lands for a single detached dwelling and accessory
uses thereto conforms to the ‘Low Density Residential’ policies of the Official Plan.
(e) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’ in the Town Zoning
By-law. The ‘R1A’ zone permits the development of a single detached dwelling and accessory
structures and permits a maximum lot coverage of 37 %.
In this instance, it is not anticipated that the increased lot coverage, will have a negative impact
on neighbouring property owners or appropriate lot grading or drainage, and it is noted that a final
grading and drainage plan will be reviewed by the Town Engineering Department to ensure there
are no adverse impacts as a result of the proposed construction.
Page 26 of 358
File Number: A10-22 Report Number 2022-325
Page 3
Further, staff are satisfied that the proposed construction will provide for sufficient amenity area
the subject lands, will complement the in-ground swimming pool, and is in keeping with the intent
of the Town Zoning By-law.
(f) Desirable Development/Use:
It is the opinion of this Office that the applicants’ proposal can be considered minor and desirable
for the development of the subject property.
As the proposed relief will facilitate the development of a covered patio accessory to a residential
use that will provide rear yard amenity space and is not anticipated to negatively impact drainage,
it can be considered desirable development for the property. Additionally, staff are satisfied that
the increased lot can be considered a minor departure from the provision of the By-law.
In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with
the general intent and purpose of the Official Plan and Town Zoning By-law and can be given
favourable consideration.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A10/22
submitted by Susan and Kevin Fratpietro, for lands described as Lot 35, Plan 41M-232 in the
Town of Tillsonburg, as it relates to:
1. Relief from Section 6.2, R1 Zone Provisions – Table 6.2: Zone Provisions – Lot
Coverage, Maximum, to increase the total permitted lot coverage from 37% of the lot
area to 38% of the lot area;
Subject to the following condition:
i. A building permit for the proposed accessory building shall be issued within one year
of the date of the Committee's decision.
As the proposed variance is:
(i) deemed to be a minor variance from the provisions of the Town of Tillsonburg Zoning By-
law No. 3295;
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law
No. 3295; and
(iv) in-keeping with the general intent and purpose of the Official Plan.
Authored by: original signed by Eric Gilbert, MCIP, RPP
Senior Planner
Approved for submission by: original signed by Gordon Hough, RPP
Director
Page 27 of 358
Page 1 of 6
Report No: CP 2022-315
COMMUNITY PLANNING
Council Date: August 8, 2022
To: Mayor and Members of Tillsonburg Council
From: Eric Gilbert, Senior Planner, Community Planning
Application for Zone Change
ZN 7-22-07 – Hollister
REPORT HIGHLIGHTS
The application for Zone Change proposes to rezone the subject property from ‘Low Density
Residential Type 1 Zone (R1)’ to ‘Special Low Density Residential Type 1 Zone (R1-sp)’ to
facilitate the construction of an additional residential unit within a proposed accessory
structure.
Planning staff are recommending support of the application, as it is consistent with the
policies of the Provincial Policy Statement and complies with the relevant policies of the
Official Plan respecting intensification and development within Low Density Residential
Areas.
DISCUSSION
Background
OWNER: Cindy Hollister
19 Arbor Lane, Tillsonburg ON N4G 1X3
AGENT: RND Construction, c/o Evan Prouse
P.O. Box 63, Tillsonburg ON N4G 4H3
LOCATION:
The subject property is described as Lots 64, 65 & 66, Plan 507, in the Town of Tillsonburg. The
lands are located on the south side of Arbor Lane, west of Parkwood Drive, and are municipally
known as 19 Arbor Lane, Tillsonburg.
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule “T-1” Town of Tillsonburg Land Use Plan Residential
Schedule “T-2” Town of Tillsonburg Residential Density Low Density Residential
Plan
Page 28 of 358
Report No: CP 2022-315
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 2 of 6
TOWN OF TILLSONBURG ZONING BY-LAW NO.3295:
Existing Zoning: Low Density Residential Type 1 Zone (R1)
Proposed Zoning: Special Low Density Residential Zone (R1-sp)
PROPOSAL:
The purpose of this application is to rezone the subject property from ‘Low Density Residential
Type 1 Zone (R1)’ to ‘Special Low Density Residential Type 1 Zone (R1-sp)’ to permit the
development of an additional residential unit within a proposed detached accessory building.
The subject lands have an approximate area of 2,170 m2 (0.53 ac) and contain an existing single
detached dwelling, with an approximate area of 328 m2 (3,530 ft2). The proposed secondary
dwelling unit will be two storeys in height and is proposed to be located to the southeast of the
dwelling. The ground level of the accessory building will be used for personal storage/ parking of
vehicles, and the second floor is proposed to accommodate the additional residential unit. The
proposed accessory building will have a gross floor area of 93 m2 (1000 ft2) with a height of 6.25
m (20.5 ft).
Surrounding land uses include low density residential uses, with Annadale Public School located
farther to the west.
Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the
existing zoning in the immediate vicinity.
Plate 2, 2020 Aerial Map, provides an aerial view of the subject property.
Plate 3, Applicants’ Site Plan, depicts the proposed location and size of the accessory building
and additional residential unit.
Plate 4, Building Elevations, depicts the proposed appearance for the secondary dwelling unit.
Plate 5, Proposed Floor Plan, depicts the proposed floor plan for the secondary dwelling unit.
Application Review
PROVINCIAL POLICY STATEMENT:
The 2020 Provincial Policy Statement (PPS) provides policy direction on matters of provincial
interest related to land use planning and development. Under Section 3 of the Planning Act, where
a municipality is exercising its authority affecting a planning matter, such decisions “shall be
consistent with” all policy statements issued under the Act.
Section 1.1.1 provides that healthy liveable and safe communities are sustained by
accommodating an appropriate range and mix of residential housing (including additional units,
affordable housing, and housing for older persons) to meet long-term needs, and promoting cost-
effective development that minimizes land consumption and servicing costs.
Page 29 of 358
Report No: CP 2022-315
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 3 of 6
Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality
and regeneration shall be promoted. Land use patterns within settlement areas shall be based
on:
densities and mix of land uses which are appropriate for, and efficiently use the
infrastructure and public service facilities which are planned or available;
support active transportation;
efficiently use land and resources;
a range of uses and opportunities for intensification and redevelopment in accordance
with the criteria in policy 1.1.3.3, where this can be accommodated.
Section 1.1.3.4 directs that appropriate development standards shall be promoted which facilitate
intensification, redevelopment and compact form, while avoiding or mitigating risks to public
health and safety.
Further, Section 1.4 Housing, specifically ss. 1.4.3, states that planning authorities shall provide
for an appropriate range and mix of housing types and densities to meet projected requirements
of current and future residents of the regional market area by:
Establishing and implementing minimum targets for the provision of housing which is
affordable to low and moderate income households;
Permitting and facilitating all forms of housing required to meet the social, health and
well-being requirements of current and future residents;
Permitting and facilitating all types of residential intensification, including additional
residential units and redevelopment, in accordance with policy 1.3.3.3;
Directing the development of new housing towards locations where appropriate levels of
infrastructure and public service facilities are or will be available to support current and
projected needs;
Promoting densities for new housing which efficiently use land, resources, infrastructure
and public service facilities, and support the use of active transportation and transit in
areas where it exists or is to be developed; and
Establishing development standards for residential intensification, redevelopment and
new residential development which minimize the cost of housing and facilitate compact
form, while maintaining appropriate levels of public health and safety.
OFFICIAL PLAN:
The subject property is designated Low Density Residential as per Schedule T-2, Residential
Density Plan for the Town of Tillsonburg, as contained in the Official Plan.
Low density residential districts are those lands that are primarily developed or planned for a
variety of low-rise, low density housing forms including both executive and smaller single-
detached dwellings, semi-detached, duplex and converted dwellings, townhouses and other,
similar development. Within these areas, it is intended that there will be a mixing and integration
of different forms of housing to achieve a low overall density of use.
Section 8.2.1 of the Official Plan (Housing Development and Residential Areas - Strategic
Approach) identifies a number of strategies "to provide present and future residents of Tillsonburg
with a choice of adequate and affordable housing which meets their needs".
The strategies developed to achieve this goal include:
Accommodating the present and future demand for housing in Tillsonburg through the
efficient use of vacant residentially-designated lands, underutilized parcels in built-up
Page 30 of 358
Report No: CP 2022-315
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 4 of 6
areas and existing housing stock in all neighbourhoods, with the objective of also reducing
energy consumption, decreasing the financial burden of underutilized municipal services,
and relieving pressure for development of natural areas and open spaces;
Facilitating a choice of housing type, tenure, cost and location that meets the changing
needs of all types of households by providing for a variety and mix of housing throughout
the Town;
Increasing the supply of affordable housing by integrating adequate housing for low and
moderate income households and those with special needs throughout the Town and
establish and monitor minimum affordable housing targets to ensure that the percentage
of affordable housing is maintained or enhanced;
Promoting and facilitating the provision of affordable housing through the co-operative
efforts of all levels of government, the private sector and volunteer interest groups through
such means as technical assistance, land conveyances, joint ventures, regulatory
measures, and incentives.
Policies contained within Section 8.2.2.5 – Residential Intensification and Redevelopment,
promote residential intensification in appropriate locations to make more efficient use of existing
land, infrastructure, and public services. Residential intensification is permitted in appropriate
locations within the Residential and Central Areas of the Town, subject to complying with the
policies of the associated land use designations pertaining to the density, form and scale of
residential development being proposed.
The proposed zone change is considered to be a form of backyard infill. In Low Density
Residential Areas, backyard infill development may involve the construction of a residential
structure behind a building facing a street or the conversion of secondary structures for residential
purposes.
Section 8.2.4.1.2 of the Official Plan provides that when considering proposals for backyard
infilling, Town Council will be guided by the following considerations:
The nature of the proposed residential development will be evaluated having regard to the
type of housing found in the surrounding residential neighbourhood;
The exterior design in terms of height, bulk, scale and layout of the proposed building is
consistent with present land uses in the area;
The siting of any buildings and parking areas in relation to the size, configuration and
topography of the lot is such that the effect on light, view and privacy of adjacent yards is
minimal;
Direct vehicular access to the public street will be required and driveways will have
sufficient width to allow efficient vehicular use and turning of both private and emergency
vehicles and to provide for snow storage;
Any proposed multiple unit development is consistent with the requirements set out in this
Plan for Low Density Residential Areas.
Additionally, when considering all infill proposals, Town Council must be satisfied that vehicular
access points are acceptable, municipal services can adequately accommodate the proposal and
stormwater is adequately controlled. Further, the Council must also ensure that any desirable
vegetation is retained where possible and the impact on environmental constraints is mitigated,
the proposal complies with the Zoning By-Law and impacts to heritage resources are considered.
TOWN OF TILLSONBURG ZONING BY-LAW:
The subject property is currently zoned ‘Low Density Residential Type 1 Zone (R1)’, according to
the Town of Tillsonburg Zoning By-law. The R1 zone permits a single detached dwelling, a home
occupation, and accessory uses thereto.
Page 31 of 358
Report No: CP 2022-315
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 5 of 6
The applicant is proposing to rezone the subject property to ‘’Special Low Density Residential
Type 1 Zone (R1-sp)’ to permit the construction of a secondary dwelling unit on the subject lands,
in the upper level of the proposed detached accessory structure.
The Zoning By-Law does not permit detached secondary dwelling units. Converted dwellings are
permitted through approval of a zoning by-law amendment application but are restricted to interior
renovations of existing dwellings.
Section 5.1.1.4 v) of the Zoning By-Law provides that detached accessory structures on lots with
a lot area greater than 1,500 m2 (16,146.4 ft2) may have a maximum lot coverage of 100 m2 (1,076
ft2) of ground floor area and a maximum height of 4.5 m (14.76 ft).
AGENCY COMMENTS:
Town of Tillsonburg Building Services provided the following comments:
A building permit will be required for the proposed secondary dwelling unit
If approved, designer will need to verify servicing, particularly water and sanitary sewer
servicing through the building permit process.
Oxford County Public Works Department indicated that the property will only be permitted one
water and sanitary service; the sanitary connection for the proposed additional residential unit will
need to be tied into the existing sanitary line present for the existing dwelling. As per by-law
number 5514-2013, one water meter is permitted per individual property where all water used
within that property will pass through the existing water meter and the owner of the premises shall
be held liable for water usage.
PUBLIC CONSULTATION:
Notice of complete application and notice of public meeting regarding this application were
circulated to surrounding property owners within 120 m (400’) on June 20, 2022 and July 22,
2022, respectively, in accordance with the requirements of the Planning Act.
As of the preparation of this report, no comments or concerns from the public were received.
Planning Analysis
The application for Zone Change proposes to rezone the lands to ‘Special Low Density
Residential Type 1 Zone (R1-sp)’ to facilitate the development of a detached secondary dwelling
unit on the subject lands.
The proposal is consistent with the PPS direction to provide for an appropriate diversity of housing
types and densities to meet the needs of current and future residents. If approved, the secondary
dwelling unit will provide an additional housing option not widely available in Tillsonburg and
represents an efficient use of existing municipal infrastructure. The proposal is consistent with
the Planning Act and PPS direction to permit and facilitate all forms of residential intensification
and redevelopment, including additional units.
Page 32 of 358
Report No: CP 2022-315
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 6 of 6
The proposal complies with the policies contained within Section 8.2.2.2 of the Official Plan that
encourage the creation of housing opportunities that may result in a mix of tenure forms, such as
ownership, rental, and cooperative, throughout the Town. The proposal is also consistent with
the policy direction within Section 8.2.2.5 that promotes residential intensification in appropriate
locations to make more efficient use of existing land, infrastructure, and public services.
The proposed development is considered to be a form of backyard infill development. In Low
Density Residential Areas, backyard infill development may involve the construction or conversion
of secondary structures for residential purposes.
Considering the size of the existing property (approximately 3 times larger than surrounding
properties) and surrounding residential uses it is opinion of Planning staff that the proposal also
conforms to the policies of the Official Plan pertaining to Low Density Residential areas and
backyard infill development within the Town of Tillsonburg. The Low Density Residential
designation is intended to support a variety of low-rise, low density housing forms including
duplexes and converted dwellings. The proposed accessory building and additional residential
unit will make use of the existing driveway and parking areas and will be located in close proximity
to the existing dwelling, sufficient separation exists relative to adjacent properties and rear yard
easements that are present on the property.
Although the proposed height of the accessory building will be 1.75 m (5.7 ft) higher than what is
typically permitted for accessory structures, the additional residential unit will remain within the
permitted height of the R1 zone provisions, if it was constructed to be attached to the dwelling.
Sufficient space will remain available to accommodate the required parking for the single
detached dwelling and additional residential unit on the existing private driveway.
In light of the foregoing, it is the opinion of this Office that the application for zone change is
consistent with the policies of the Provincial Policy Statement and maintains the general intent
and purpose of the Official Plan.
An amending by-law will be brought forward for consideration once the required by-law schedules
have been prepared.
RECOMMENDATION
It is recommended that the Council of the Town of Tillsonburg approve-in-principle the
zone change application submitted by Cindy Hollister, whereby the lands described as
Lots 64, 65 & 66, Plan 507, in the Town of Tillsonburg known municipally as 19 Arbor Lane
are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Special Low Density
Residential Type 1 Zone (R1-sp)’ to facilitate the development of an additional residential
unit in a detached accessory structure.
SIGNATURES
Authored by: ‘original signed by’ Eric Gilbert, MCIP RPP
Senior Planner
Approved for submission: ‘original signed by’ Gordon K. Hough, RPP
Director
Page 33 of 358
Page 1 of 4
Report No: CP 2022-324
COMMUNITY PLANNING
Council Date: August 8, 2022
To: Mayor and Members of Tillsonburg Council
From: Eric Gilbert, Senior Planner, Community Planning
Application for Zone Change
ZN 7-22-08 – Mister Auto Wash Inc.
REPORT HIGHLIGHTS
The application for zone change proposes to rezone the subject property to ‘Special Service
Commercial Zone (SC-sp)’ to facilitate the construction of an additional wash bay to the
existing drive-though car wash.
Planning staff are recommending that the application be approved, as the proposed addition
to the car wash facility will not create any negative impacts to the surrounding streets, and
the proposal is consistent with the Official Plan policies respecting Service Commercial uses.
DISCUSSION
Background
OWNER/ APPLICANT: Mister Auto Wash Inc.
10 Elm Street, Tillsonburg ON N4G 0A7
AGENT: Trevor Benjamins, CJDL Consulting Engineers
261 Broadway, Tillsonburg ON N4G 4H8
LOCATION:
The subject property is legally described as Lots 395, 415 & 416, & Part of Lot 396, Plan 500,
Town of Tillsonburg, The lands are located at the northwest corner of the intersection of
Concession Street East and Tillson Avenue, and are municipally known as 127 Tillson Ave,
Tillsonburg.
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule “T-1”
Town of Tillsonburg
Land Use Plan
Service Commercial
TOWN OF TILLSONBURG ZONING BY-LAW NO.3295:
Existing Zoning: Service Commercial Holding Zone (SC-H)
Proposed Zoning: Special Service Commercial Zone (SC-sp)
Page 34 of 358
Report No: CP 2021-324
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 2 of 4
PROPOSAL:
The purpose of the application for zone change is to amend the current ‘Service Commercial
Holding Zone (SC-(H))’ to remove the Holding Provision present on the property to permit an
expansion to the car wash establishment, consisting of an additional drive-through car wash bay.
Special provisions are also being requested to recognize the existing front yard depth of 8.8 m
(28.8 ft) in lieu of the 9 m (29.5 ft) required in the SC Zone.
The subject lands are approximately 3947 m2 (0.98 ac) in area, and contain a car wash
establishment, consisting of self-serve and drive through bays.
Surrounding land uses are predominately service commercial uses fronting on Tillson Avenue
and Concession Street East, with institutional uses to the west and high density residential uses
to the southwest.
Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the
existing zoning in the immediate vicinity.
Plate 2, 2020 Aerial Map, provides an aerial view of the subject property.
Plate 3, Proposed Site Plan, shows the layout of the car-wash business.
Application Review
2020 PROVINCIAL POLICY STATEMENT (PPS):
The policies of Section 1.1.3.1 of the PPS state that settlement areas shall be the focus of growth
and development.
Further, Section 1.3.1 directs that planning authorities shall promote economic development and
competitiveness by:
a) providing for an appropriate mix and range of employment, institutional uses and broader
mixed uses to meet long-term needs;
b) providing opportunities for a diversified economic base, including maintaining a range and
choice of suitable sites for employment uses which support a wide range of economic
activities and ancillary uses, and take into account the needs of existing and future
businesses;
c) facilitating the conditions for economic investment by identifying strategic sites for
investment, monitoring the availability and suitability of employment sites, including market-
ready sites, and seeking to address potential barriers to investment;
d) encouraging compact, mixed-use development that incorporates compatible employment
uses to support liveable and resilient communities; and,
e) ensuring the necessary infrastructure is provided to support current and projected needs.
Page 35 of 358
Report No: CP 2021-324
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 3 of 4
OFFICIAL PLAN:
The subject lands are designated ‘Service Commercial’ according to the Land Use Plan for the
Town of Tillsonburg, as contained in the Official Plan. Areas designated for Service Commercial
use are intended to provide for a broad range of commercial uses that, for the most part, are not
suited to locations within the Central Area because of their site area, access or exposure
requirements or due to incompatibility or land use conflicts with residential development.
In addition, sites with existing buildings and established commercial uses are permitted within this
designation. It is not the intent of this policy to restrict existing commercial uses from expanding
or changing uses within the context of the functional zoning category in the Town of Tillsonburg.
A motor vehicle washing establishment is a permitted use in the Service Commercial
designation.
TOWN OF TILLSONBURG ZONING BY-LAW:
The subject property is zoned ‘Service Commercial Holding Zone (SC-H) in Town of Tillsonburg
Zoning By-Law No. 3295. As noted, the applicant proposes to remove the Holding provision and
obtain relief of the required front yard depth and setback from the Centreline of an arterial road to
facilitate the construction of an additional drive though car wash bay.
The purpose of the Holding Provision on the subject lands as outlined in Section 14.3.1 of the
Zoning By-law is to ensure that lands identified as contaminated are remediated in accordance
with the Ministry of Environment, Conservation and Parks requirements. The Holding Provision
may be removed once MECP approval of the Record of Condition is received and the owner has
entered into a site plan agreement with the Town. Permitted interim uses are existing uses,
buildings and structures as the legally existed at the date of adoption of the Zoning By-law. Any
additions require a zoning amendment.
The SC zone provisions require a front yard depth of 9 m (29.5 ft), and in this instance, the lot line
adjacent to Tillson Avenue is considered to be the front lot line.
AGENCY COMMENTS:
The application was circulated to various public agencies considered to have an interest in the
proposal. No circulated agencies indicated any concern with the proposal.
PUBLIC CONSULTATION:
Notice of complete application and notice of public meeting regarding this application were
circulated to surrounding property owners on July 20, 2022 and July 22, 2022, respectively, in
accordance with the requirements of the Planning Act. As of the writing of this report, no concerns
have been raised by the public.
Planning Analysis
As noted, this application proposes to amend the zoning of the subject property to facilitate the
development of an additional drive-through bay for the existing motor vehicle washing
establishment.
Page 36 of 358
Report No: CP 2021-324
COMMUNITY PLANNING
Council Date: August 8, 2022
Page 4 of 4
Although a motor vehicle washing establishment is a permitted use within the Service Commercial
Zone, the current zoning (SC-H) includes a Holding Provision.
The purpose of the Holding Provision on the subject lands as outlined in Section 14.3.1 of the
Zoning By-law is to ensure that lands identified as contaminated are remediated in accordance
with the requirements of the Ministry of Environment, Conservation and Parks. The Holding
Provision may be removed once MECP approval of the Record of Condition is received and the
owner has entered into a site plan agreement with the Town. Permitted interim uses are existing
uses, buildings and structures as the legally existed at the date of adoption of the Zoning By-law.
In this instance, Planning staff are satisfied that removing the Holding Provision to accommodate
the expansion of the existing use is appropriate. A record of site condition is not required by the
Environmental Protection Act for the expansion of the existing use. If a more sensitive land use
were proposed, then a Record of Site Condition would be required prior to any building permit
issuance under the applicable law provisions of the Ontario Building Code. Planning staff suggest
that any remediation required as part of a new development on the property would be addressed
through existing legislative requirements, and the Holding Provision is no longer required in this
instance.
Planning staff are recommending that the application and request to recognize the existing front
yard depth of the drive-through car wash building be given favourable consideration.
An amending by-law will be brought forward for consideration once the required by-law schedules
have been prepared.
RECOMMENDATION
It is recommended that the Council of the Town of Tillsonburg approve-in-principle the
zone change application submitted by Mister Auto Wash Inc, whereby the lands described
as Lots 395, 415 & 416, & Part of Lot 396, Plan 500, known municipally as 127 Tillson
Avenue in the Town of Tillsonburg, are to be rezoned from ‘Service Commercial Holding
Zone (SC-H)’ to ‘Special Service Commercial Zone (SC-sp)’ to facilitate an addition to a car
washing establishment.
SIGNATURES
Authored by: Eric Gilbert, MCIP, RPP
Senior Planner
Approved for submission by: Gordon Hough, RPP
Director
Page 37 of 358
Page 38 of 358
Page 1 of 2
SUBJECT: 2022 Second Quarter Consolidated Financial Results
Report Number: FIN 22-21
Department: Finance Department
Submitted by: Renato Pullia, Interim Director of Finance/Treasurer
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Council receives report FIN 22-21 2022 Second Quarter Consolidated
financial results as information.
BACKGROUND
To provide Council with the actual January 1, 2022 to June 30, 2022 Town wide
consolidated financial results.
DISCUSSION
The attached data summarizes the variances between 2022 actual results for the period
ended June 30, 2022 and the 2022 YTD budget.
Questions or comments relative to the departmental 2022 second quarter revenues and
expenditures should be referred to the applicable members of the Senior Leadership
Team for commentary.
FINANCIAL IMPACT
The second quarter results reflect an overall Town wide consolidated 2022 surplus
variance of $1.48M. This includes $261K in Building and Parking Services, which is
transferred to an obligatory reserve at year-end. The year-to-date variance is also
impacted by fluctuations in the timing of processing of revenues and expenditures
throughout the year, as well as other reserve transfers that would be recommended at
Page 39 of 358
FIN 22-21, Q2 Consolidated Financial Results
Page 2 of 2
year-end. Thus, this preliminary figure is not a certain indication of what may be
expected as the year progresses.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal - The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – N/A
Priority Projects – N/A
ATTACHMENTS
1. Appendix A - 2022 Q2 Consolidated Operating Results
Page 40 of 358
2022 2022 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Levy, PILS 8,724,227 8,788,643 64,416
Grants 743,802 1,037,740 293,938
User Charges 2,743,804 3,166,243 422,439
Other Revenue 45,573 55,350 9,777
Specified Revenue 4,066 4,066
Contribution from Reserves
Total Revenues 12,257,406 13,052,042 794,636
Expenditures
Labour 5,139,092 4,791,149 347,943
Purchases 2,230,430 1,880,492 349,938
Contracted Services 3,080,647 2,844,824 235,823
Contribution to Reserves 25,654 267,471 (241,817)
Interfunctional Adjustments 211,834 212,849 (1,015)
Debt Principal & Interest 989,412 991,325 (1,913)
Total Expenditures 11,677,069 10,988,110 688,959
Total Net Levy 580,337 2,063,932 1,483,595
Page 41 of 358
Page 1 of 3
Subject: 2022 Second Quarter Corporate Services Department Results
Report Number: CS 22-22
Department: Corporate Services Department
Submitted by: Director of Corporate Services
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
That Council receives report CS 22-22 2022 Second Quarter Corporate Services
Department results as information.
BACKGROUND
To provide Council with the actual April 1, 2022 to June 30th, 2022 Corporate Services
Department financial results.
DISCUSSION
Summary of Operational Results
Objective Owner Target
Date
Status
Investigate Options for a
Volunteer Recognition
Program
Manager of HR Q4 Working on a
breakfast for the
end of the term
Council Orientation Program Director of CS Q4 All depts. are
collecting
info/presentations
being identified
Youth Engagement Program Clerk Q4 Discussion with
Youth Coalition –
youth committee
identified during
new term of Council
Page 42 of 358
CS 22-22
Page 2 of 3
Review of Council
Committees
Clerk Q3 Departmental
review currently
being conducted
and Committee
Chair meeting
scheduled.
Municipal Election Clerk Q3 Ongoing
Navigation improvements on
the website
Communications
Officer
Q3 Work has started
with e-solutions
Mobile application for
reporting and service requests
Communications
Officer
Q3 Work has started
with 14 Oranges
Implement IT Plan Director of CS 2023 No monies
budgeted for any
recommendations
Computer Replacements IT Full year Ongoing
Cell Phone Replacements IT As needed Ongoing
Physician Recruitment CAO Ongoing Ongoing
Town Hall Project CAO Q4 and
beyond
fiscal year
Conducting
Environmental
Assessment at
Brock and Harvey
St- locates have
been ordered and
bore holes to follow
Attainable and Affordable
Housing
CAO Ongoing Ongoing
Boundary Adjustment CAO 2025 RFP to retain
consultant to review
existing Hemson
Report and current
growth,
RFP/Implementation
target is September
Carry out Strategic Initiatives CAO Ongoing *See boundary
adjustment status
CONSULTATION
CAO
FINANCIAL IMPACT/FUNDING SOURCE
Details on major variances can be found in the attached Q2 results appendices.
Page 43 of 358
CS 22-22
Page 3 of 3
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal - The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – Not applicable.
Priority Projects – Not applicable.
ATTACHMENTS
Appendix A – 2022 Q2 Corporate Services Operating Results
Appendix B – 2022 Q2 Customer Service Operating Results
Appendix C – 2022 Q2 Council Operating Results
Page 44 of 358
Page 1 of 7
Subject: Second Quarter Economic Development and Marketing Results
Report Number: EDM 22-20
Department: Economic Development Department
Submitted by: Cephas Panschow
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Council receives Report EDM 22-20 Second Quarter Economic Development and
Marketing Results as information.
BACKGROUND
Economic Development Activity
Q2 2021 (ACTUAL) Q2 2021 (TARGET) Q2 2022
(ACTUAL)
Lead Files Opened 52 35 44
Lead Files Closed 33 25 34
Corporate Visits 4 12 5
Client Visits 12 10 4
New Businesses
Opened
11 7 20
Businesses Closed 7 N/A 6
Page 45 of 358
EDM 22-20
Page 2 of 7
Website (All Town
Pageviews)
277,178 N/A 296,767
Website Activity
(Main Business
Page)
1,250 1,700 1,154
Website Activity
(Available
land/buildings &
VIP)
1,382 N/A 1,840
New Businesses
Quarter Business Name/Address
Q1 Blake Envelopes – 21 Innovation Dr
Blame it on my roots Beauty Bar – 230 Lisgar Ave
Fairview Holdings - 101 Cedar St
Freelance Copy Writing** - Home Occupation
Frontline Forklifts** - Home Occupation
Phil Fix’d It** - Home Occupation
Revive your Health – 230 Lisgar Ave
The Mill Restaurant Inc* – 20 John Pound Rd
Q2 Balan Engineering Corp** - Home Occupation
Bar Burrito – 200 Broadway
Dande vintage & thrift – 145 Simcoe St
Mr Lube & Tires* - 593 Broadway
Off Grid Smokehouse & Market – 92 Simcoe St
Popeye’s Lousiana Kitchen – 164 Broadway
Preet Beauty Concept Inc** - Home Occupation
Spark Candle Co
Starbucks – 38 Oxford St
Studio Rossa – 13 Ridout St W
The Mediary Inc** - Home Occupation
Thriver Company – 146 Tillson Ave
*Denotes business that replaced or took over an existing business/location with no
material change in use
**Denotes Home Occupation. Starting in 2020, these businesses have been included in
new business start-ups to help identify entrepreneurial activity
Page 46 of 358
EDM 22-20
Page 3 of 7
Closed Businesses
Quarter Business Name/Address
Q1 Canadan Shoe Outlet – 200 Broadway
Mill Tales Inn – 20 John Pound Rd
Mobile Links – 148 Broadway
Q2 CRE Insurance – 211 Broadway
Danscene – 146 Tillson Ave
Take 5 Oil Change - 593 Broadway
The below tables summarize the status of the 2022 Business Plan Operating and
Capital Budget objectives.
Table 1: 2022 Business Plan Objectives
Objective Budget
Value
Target
Date
Status
Community
Improvement Plan
(Downtown Façade)
$35,000 Ongoing
Community
Improvement Plan
$20,000 Ongoing No applications received to date
Updated Economic
Development Strategy
Implementation
$5,000
Ongoing Approval in principal by Council
at their March 14 meeting
Enhanced Business
Processes (Apps)
$5,000 Q1 Subscription to company
prospecting tools (IBISWorld)
Van Norman
Innovation Park
(Ontario Certification)
$2,000 Q2 In process. Draft application
prepared
Chamber Awards –
Grant
$4,000 Q3
Chamber Awards –
Sponsorship
$4,000 Q3 Economic Development
Advisory Committee nominees
have been selected
Community Video
Production
$10,000 Q3 Videos 1 and 2 are nearing
completion, others underway
Bridges to Better
Business
$1,000 Q3
Youth Robotics
Challenge
$1,000 Q3 Contract signed
Discover Tillsonburg $8,000
offset by
revenue of
$6,000
Ongoing Tillsonburg News insert created
to celebrate Tillsonburg’s 150th
anniversary
Page 47 of 358
EDM 22-20
Page 4 of 7
Pandemic Business
Recovery (MyMain
Street)
$2,000, but
TBD
subject to
grant
funding
approval
Q4 Grant application not approved
Town Hall Project
Support
N/A Ongoing In process
Continue to facilitate
discussions and
networking with
potential partners to
review additional
opportunities for Short
Line Rail connectivity
within the Town of
Tillsonburg.
N/A Q4 Service along the Cayuga
Subdivision rail line re-started in
January
Engineering Design
Services for Rokeby
Road Property
$265,000
with offsets
Q4 In process
Wayfinding Signage $53,649
per Report
EDM 21-27
Q4 Completed
Consultations for Mall
Parking Lot
Reconfiguration
$5,000 Q4 Not initiated
VIP Phase 2
Conceptual Plan
Development
$50,000
(funded by
reserves)
Q4 Preliminary consultation
meeting held
High Tech
Manufacturing Action
Plan
$5,000 Ongoing Webpage created at
www.Tillsonburg.ca/hightech,
video and ad creation
underway, Re-launched on July
14
CFOxford Partnership
(Pop-up)
$5,000 Q4 Not initiated
Airport Business
Development (Fly-in
Tours)
TBD Q4 Initiated
Project Big Swing TBD Ongoing Further to Council’s review at
their January 21, 2021 meeting,
plan being revised for future
consideration
County Surplus Rail
Lands
TBD Ongoing Council reviewed at their May
24, 2022 Closed meeting
Page 48 of 358
EDM 22-20
Page 5 of 7
DISCUSSION
In terms of Economic Development & Marketing activity, investment interest in the Town
remained strong with the number of lead files opened above target. However, the most
impressive statistic was the number of New Businesses opened, which totalled 20 for the
first two quarters of the year. Businesses that closed decreased to 6 for net new
businesses of 14.
Additional activities undertaken include completing the Tillsonburg Historical Society
Request for Indigenous Recognition Signage request.
CONSULTATION
The reporting of quarterly results helps demonstrate accountability to Senior
Leadership, Town Council, and the public. In addition to this, the Economic
Development Advisory Committee is provided with a regular summary of these metrics.
FINANCIAL IMPACT/FUNDING SOURCE
The Economic Development & Marketing Department financial results for the second
quarter of 2022 are as follows:
Department Variance (Brackets
denote over
budget)
Explanation
Development &
Communications (500)
$0
Economic Development
(505)
($166) Advertising Expense over $3,600
Books & Publications Expense
over $2,500
TOTAL ($166)
At this time, there are no anticipated impacts to the budget.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
Page 49 of 358
EDM 22-20
Page 6 of 7
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal - The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information and opportunities to
shape municipal initiatives
Strategic Direction – Not applicable
Priority Project – Not applicable
ATTACHMENTS
Appendix A – DCS and Economic Development Operating Summary
Appendix A – DCS and Economic Development Operating Summary
2022 2022 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges
Total Revenues
Expenditures
Purchases 19,700 19,700 0%
Total Expenditures 19,700 19,700
Total Net Levy (19,700)(19,700)
Page 50 of 358
EDM 22-20
Page 7 of 7
2022 2022 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 21,500 23,598 2,098 (10%)
User Charges 43,900 43,450 (450)(1%)
Contribution from Reserves
Total Revenues 65,400 67,048 1,648
Expenditures
Labour 94,701 94,211 490 (1%)
Purchases 57,127 62,579 (5,452) (10%)1
Contracted Services 3,703 947 2,756 (74%)
Contribution to Reserves 19,400 19,000 400 (2%)
Interfunctional Adjustments (7,950) (7,950) - 0%
Debt Principal & Interest 42,234 42,242 (8) (0%)
Total Expenditures 209,215 211,029 (1,814)
Total Net Levy (143,815)(143,981)(166)
1 Advertising Expense over $3,600; Books & Publications Expense over $2,500
Page 51 of 358
Page 1 of 2
SUBJECT: 2022 Second Quarter Finance Department Results
Report Number: FIN 22-20
Department: Finance Department
Submitted by: Renato Pullia, Interim Director of Finance/Treasurer
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Council receives report FIN 22-20 2022 Second Quarter Finance Department
results as information.
BACKGROUND
To provide Council with the actual January 1, 2022 to June 30, 2022 Finance
Department financial results.
DISCUSSION
Summary of Operational Results
Table 1: 2022 Operations Business Plan
Objective Owner Target Date Status
Financial System Upgrade Finance Q1 Completed
AP Digitalization, implementation
study with County and Ingersoll
Finance Q1 2023 In progress
Purchase Order Pilot & GP
Commitments to FMW
Finance Q4 In progress
Multi-year budget development Finance Q3 Operating complete;
Capital in progress
Reserve Policies Finance Q4 To be initiated
Background work on 2023-2025
Goals
Finance Q4 To be initiated
Page 52 of 358
FIN 22-20, Q2 Financial Services Results
Page 2 of 2
Table 2: 2022 Additional Information
Objective Target
Date
Status
2021 Final Audit Q2 Completed
Audited 2021 Financial Statements Q2 Completed
2022 Interim Audit Q3 Scheduled
FINANCIAL IMPACT
The 2022 second quarter for Finance shows a surplus of $64,610. Details on major
variances can be found in the attached Q2 results appendix.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal - The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – N/A
Priority Projects – N/A
ATTACHMENTS
1. Appendix A - 2022 Q2 Finance Operating Results
Page 53 of 358
2022 2022 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 326,650 556,140 229,490 (70%)1
User Charges 12,000 13,474 1,474 (12%)
Other Revenue 29,165 28,231 (934)(3%)
Contribution from Reserves
Total Revenues 367,815 597,845 230,030
Expenditures
Labour 388,661 373,032 15,629 (4%)
Purchases 33,895 25,338 8,557 (25%)2
Contracted Services 22,638 (29,988) 52,626 (232%)3
Contribution to Reserves 242,222 (242,222) 4
Interfunctional Adjustments (113,602)(113,592) (10) (0%)
Total Expenditures 331,592 497,012 (165,420)
Total Net Levy 36,223 100,833 64,610
Notes
1 OCIF Formula Funding
2 Training Expense under $9,300
3 Auditing Expense accrual - timing
4 OCIF formula funding contributed to reserves - $229,300; Bank interest earned relating to Reserve account $12,900
Page 54 of 358
Page 1 of 5
Subject: Fire and Emergency Services 2022 Second Quarter Report
Report Number: FRS 22-03
Department: Fire and Emergency Services
Submitted by: Shane Caskanette, Fire Chief
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Report FRS 22-03 Fire and Emergency Service 2022 Second Quarter Report be
received as information.
BACKGROUND
To provide Council with April 1, 2022 to June 30, 2022 Fire and Emergency Services
performance results.
DISCUSSION
SUMMARY OF BUSINESS PLAN OBJECTIVES
2022 Business Objectives
Objective Target Date Status
Increase Fire Prevention Inspection & Public
Education Awareness Program Q1 / Q2 / Q3 / Q4 Ongoing
Implement Mandatory NFPA Compliant
Training Programs and Officer Development Q1 / Q2 / Q3 / Q4 Ongoing
Continue to Develop and Implement Cancer,
PTSD, Mental Health Risk Reduction
Program
Q1 / Q2 / Q3 / Q4 Ongoing
Update Establishing and Regulating By-law Q 4 2022 Ongoing
Revise Emergency Management Program
and Plan Q 4 2022 Ongoing
Page 55 of 358
FRS 21-09
Page 2 of 5
Key Performance Indicators
The average number of firefighters attending training sessions was nineteen (19).
The average attendance at fire incidents are as follows:
Platoon Calls - 10 firefighters respond
All Calls - 11 firefighters respond
Medical Calls - 8 firefighters respond
2022 Alarm Data (Year to Date)
OFM Response Type Total Incidents Total Staff Hours
Property Fires/Explosions 11 342
Burning Controlled 9 32
Pre Fire Conditions/ No Fire 11 56
False Fire Calls Alarm Activations 46 175
Carbon Monoxide False Calls 14 41
Public Hazard 6 41
Rescue MVC 18 132
Medical/Resuscitator Call 33 53
Other Response 27 45
YTD 175 917
2022 Dollar Loss / Loss Prevention
Number of
Property
Fire
Incidents
Estimated
Property
Value at Risk
Estimated
Structure Fire
Loss
Estimated
Content Fire
Loss
Property Fire
Loss
Prevented
Q1 3 19,430,000 $3,000,000 3,500,000 12,870,000
Q2 2 500,000 $100,000 $50,000 $350,000
Q3
Q4
YTD Total 5
Fire Prevention Inspections
2nd Quarter 2022 Year to Date
New Inspections 35 43
Ongoing Inspections 7 245
Legal Action 0 0
Closed 28 197
Page 56 of 358
FRS 21-09
Page 3 of 5
Public Education
Types 2022 2nd
Quarter
2022
Year to Date Age Groups Served YTD
Fire Public Education Presentations
and Events 8 10 Under 5 =
Ages 5-10 = 40
Ages 11-15 - 1
Ages 16-25 =
Ages 26-54 = 2
Ages 55+ =
All Ages (Group) = 700
Social Media (1 Month Total)
=354,000
Emergency Management Public
Education Presentations and Events 2 2
Emergency Management – Social
Media 10 37
Fire Public Education - Social Media 38 103
Fire Communication Report
After Hours Town of Tillsonburg Calls
2022
2nd
Quarter
On Call Called
Out 2022YTD On Call Called Out
YTD
Town Administration 523 N/A 757 N/A
OPP 41 N/A 100 N/A
Roads 57 20 126 46
Hydro 89 4 154 1
Water/Waste 35 10 83 25
By-Law Enforcement/Parking 6 0 7 0
Animal Control 10 0 1 0
Garbage Collection/Transfer Station 31 0 60 0
Fleet 0 0 24 0
Community Centre/Parks 13 0 11 0
Facilities 8 1 10 1
Fire Communications (Tillsonburg only)
2022 2nd
Quarter 2022 YTD
Administration Lines 523 1,452
Fire Incidents 91 175
Page 57 of 358
FRS 21-09
Page 4 of 5
Fire Communication Services (Customers)
2022 2nd
Quarter 2022YTD
Emergency Calls Received 2,909 5,476
Non Emergent Calls Received 3,305 5,201
Actual Fire Incidents
Dispatched 1,555 2,652
CONSULTATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
Q3 Financial Review
2022 2022 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants 55,561 55,561 1
User Charges 348,969 346,589 (2,380) (1%)
Total Revenues 348,969 402,150 53,181
Expenditures
Labour 685,687 636,173 49,514 (7%) 2
Purchases 101,361 106,618 (5,257) (5%) 3
Contracted Services 67,343 65,750 1,593 (2%)
Contribution to Reserves
-
-
-
Inter-functional Adjustments 162,502 162,498 4 (0%)
Debt Principal & Interest 45,569 46,037 (468) (1%)
Total Expenditures 1,062,462 1,017,076 45,386
Total Net Levy (713,493) (614,926) 98,567
Notes
1) Municipal Modernization Intake 3 Funding of $55,561 for NG-911 program received.
2) FT Labour under $70,700 due to gapping in hiring Asst. Chief vacancy, Part Time
labour over $14,900 Overtime over $6,300 COVID impact and part-time vacancies.
3) Equipment Supplies & Repair Expense over $11,800; Building Repairs over $6,400;
Training Expense under $8,200; Safety Expense under $7,000
Page 58 of 358
FRS 21-09
Page 5 of 5
CORPORATE GOALS
☒ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Goal – Within the community, Tillsonburg will strive to offer residents the amenities,
services and attractions they require to enjoy balanced lifestyles.
Strategic Direction – Expand community partnerships in the delivery of programs and
amenities.
Priority Project – Not applicable.
Goal – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Project – Explore opportunities for service efficiencies in partnership with
adjacent municipalities.
Priority Project – Not applicable.
ATTACHMENTS
NA
Page 59 of 358
Page 1 of 6
Subject: 2022 Second Quarter Building, Planning & By-Law Services Results
Report Number: OPD 22-33
Department: Operations and Development Department
Submitted by: Geno Vanhaelewyn, Chief Building Official
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT report OPD 22-33 - 2022 Second Quarter Building, Planning & By-Law Services
Results, be received as information.
BACKGROUND
This report contains information on activity volumes, trends over time, financials and
updates on major initiatives. The statistics provided are inclusive from January 1, 2022
to June 30, 2022.
DISCUSSION
BUILDING SERVICES
Construction activity in the Town of Tillsonburg has continued to remain record setting
in terms of total value of construction for the second quarter. A slight decrease in
number of permit issued was recorded with slight decreases in the commercial
institutional and residential sectors. Increased activity in the industrial sector was
experienced. These activities are noted in the tables below.
2021 – Building Permit Activity Overview – (Jan 1/22 – June 30/22 inclusive)
Total Permits Issued 302
Total Construction Value $67,041,981
Total Permit Revenue $594,303
Page 60 of 358
OPD 22-33 – 2022 Second Quarter Building, Planning & By-Law Services Results
Page 2 of 6
Value of Construction by Sector (Jan 1/22 – June 30/22)
Value of Construction Comparisons (Jan 1/22 – June 30/22)
Residential
$53,119,141
Commercial
$669,340.00
Industrial
$13,089,500
Institutional
$164,000
TYPE 2017 2018 2019 2020 2021 2022
Residential
(Value) 12,416,246 17,441,481 27,871,544 20,168,099 63,310,649 53,119,141
Commercial
(Value) 1,205,305 6,245,180 1,467,125 1,084,105 911,000 696,340
Industrial
(Value) 488,254 708,702 205,900 3,748,800 535,000 13,089,500
Institutional
(Value) 4,000 2,336,665 3,532,040 50,300 843,230 164,000
TOTAL 14,113,805 26,732,028 33,076,609 25,051,304 65,599,879 67,041,981
Page 61 of 358
OPD 22-33 – 2022 Second Quarter Building, Planning & By-Law Services Results
Page 3 of 6
Number of Permits Issued (Jan 1/22 – June 30/22)
Inspection Activity Comparisons (Jan 1/22 – June 30/22)
Output Measures/Activity 2017 2018 2019 2020 2021 2022
Building Inspections Completed 1022 988 843 824 1165 849
Major Construction/Development Projects:
61 Townline Cedarcrest Wood Products – addition
19 Van St – Sewage Treatment Plant upgrades
1417 Bell Mill Sideroad – THK - warehouse addition
101 Spruce – Vacant Industrial - alteration
2 Clearview – storage facility buildings (2)
301 Tillson Ave –Martenria – addition
Lot 2 VanNorman Innovation Park
Northcrest Estates Subdivision PH 1 - Hayhoe Homes
Northcrest Estates Subdivision - PH 2 - Hayhoe Homes
101 North St E – 59 unit townhouse development – Hayhoe Rentals
Potters Gate Phase 3 – 53 singles & 26 towns – Oxnard Developments
361 Quarter Town Line – 360 West Development
164 Broadway – Strathallen/Popeye’s Chicken – commercial alteration
164 Broadway – Strathallen/barBurrito – commercial alteration
38 Oxford – Starbucks – commercial renovation
96 Tillson Ave – Livingston Ctr. – institutional alteration
TYPE 2017 2018 2019 2020 2021 2022
Single
Detached
Dwellings
48 50 30 53 129 48
Townhouse
Dwellings - - - - - 75
Total Dwelling
Units 52 78 110 79 205 194
Total All
Permits 239 239 204 217 342 302
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Page 4 of 6
Building Financial Impact
Financial records indicate that the Building sector has a surplus of $244,934 at the end
of Q2. The increase in activity and project value of construction is a direct result of the
increase in revenue found in the financial records. The forecast for year end is to be on
budget with an estimated $200,000 contribution to the Building Permit Obligatory
Reserve.
PLANNING SERVICES
2022 Planning activity has continued to remain active. These activities are noted in the
table below.
Planning Activity (Jan 1/22 – June 30/22)
Output Measures/Activity 2017 2018 2019 2020 2021 2022
Minor Variance Applications 6 13 7 6 14 10
Zone Change Application 8 4 7 8 8 10
Site Plan Formal Consultations 3 0 2 1 2 3
Site Plan Approvals 2 5 6 4 3 4
Site Plan Applications (in progress) 3 9 4 2 7 5
Subdivision Agreements 2 0 2 3 2 1
Pre-Servicing Agreements 0 3 1 2 2 1
Official Plan Amendments 1 0 1 2 3 3
Plans of Subdivision 0 1 1 1 2 3
Severance Applications 4 5
Site Plan Applications (in progress)
133 North St E
1444 Bell Mill Side Road
31 Victoria St
1 Clearview Drive
BY-LAW SERVICES
Records indicate that by-law and property standard enforcement activities and
occurrences are up slightly from the previous year. There were increases in parking
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Page 5 of 6
tickets issued as a result of increased enforcement coming out of COVID-19. These
activities are noted in the table below.
By-Law Activity (Jan 1/22 – June 30/22)
Output Measures– Quantity 2017 2018 2019 2020 2021 2022
Parking Tickets Issued 394 366 382 190 134 252
Animal Tags
Issued
Cats 948 848 1129 780 834 -
Dogs 1973 2254 1909 1696 1902 1794
Enforcement –
Complaints and
Occurrences
Parking, Noise,
Garbage, Taxi 86 90 - - 78 123
Property Stds,
Zoning, Clean Yard,
Sign, Fence, etc.
152 137 - - 125 129
Animal Control 160 139 - - 122 102
By-Law Financial Impact
Financial records indicate that the By-Law sector has a surplus of $28,124 at the end of
Q2. The forecast for year end is to be on budget. A copy of the financial summary has
been attached to this report.
DEPARTMENTAL TASKS/BUSINESS OBJECTIVES
2022 Business Plan Objectives
Objective Target Project Status
Review and implement CloudPermit customer payment
integration Q2 Q3 In Progress
Complete Amanda/CloudPermit Integration Q1 Q2 In Progress
Inspector Training/Consistency & Policy Review Program Q4 In Progress
Communicate Building Code Amendments Q4 Completed
2022 Building Code Amendments –
Notify/educate designers, contractor and general public Q1 Complete
By-Law Reviews – Building By-Law (in progress),
Garbage/Dumping By-Law (in progress), Pool Enclosure
By-law (completed)
Q4 In Progress
Central Area Design Study – Façade Improvement
Program Q4 In Progress
Implement Planning Application Web Portal & Digital
Service Delivery
Q4
In Progress
Review Planning Process & Procedures Q3 In Progress
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Review Innovative Options related to MMAH More Homes,
More Choice: Ontario’s Housing Supply Action Plan -
secondary dwelling units, tiny homes, etc.
Q2
Q3 In Progress
CONSULTATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
See attached financials.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal - The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction - Develop a communications strategy to increase awareness of
Council decisions and municipal programs, projects and services.
Priority Projects – N/A
ATTACHMENTS
- 2022 Q2 Budget vs Actuals – Building
- 2022 Q2 Budget vs Actuals - Protection
Page 65 of 358
2022 2022 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 478,924 686,246 207,322 (43%)1
Total Revenues 478,924 686,246 207,322
Expenditures
Labour 309,139 273,423 35,716 (12%)2
Purchases 33,851 27,606 6,245 (18%)3
Contracted Services 28,227 32,576 (4,349) (15%)
Contribution to Reserves - - -
Interfunctional Adjustments 53,250 53,250 - 0%
Total Expenditures 424,467 386,855 37,612
Total Net Levy 54,457 299,391 244,934
Notes
1 Permit Revenue over
2 FT labour under $18,900 - vacancy
3 Supplies Expense under $1,000; Equipment Supplies & Repairs Expense under $1,300
Any surplus at year end will be contributed into the Building Department Obligatory Reserve
Page 66 of 358
2022 2022 Actual %Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges 37,206 43,329 6,123 (16%)1
Total Revenues 37,206 43,329 6,123
Expenditures
Labour 125,991 107,142 18,849 (15%)2
Purchases 17,272 11,100 6,172 (36%)3
Contracted Services 4,414 7,434 (3,020) (68%)
Interfunctional Adjustments 16,650 16,650 - 0%
Total Expenditures 164,327 142,326 22,001
Total Net Levy (127,121)(98,997)28,124
Notes
2 Net labour under $18,900 - Crossing Guards $8,300; FT under $12,200 - Vacant position
3 Supplies Expense under $3,700; Training Exp under $2,100
1 Licence fees over - Animal control $10,900; Parking Enforcement under $4,500
Page 67 of 358
Page 1 of 5
Subject: 2022 Second Quarter Operations and Development Services
Report Number: OPD 22-34
Department: Operations and Development Department
Submitted by: Carlos Reyes, Director of Operations and Development
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT report OPD 22-34 2022 Second Quarter Operations and Development Services
be received as information.
BACKGROUND
To provide Council with the January 1, 2022 to June 30, 2022 Department year to date
operational and financial results for the Operations and Development Department.
DISCUSSION
2022 Business Objectives and Capital Projects:
Table 1: 2022 Operating Business Plan
Objective Target Date Q2 Project
Status
Renegotiations of Westtown Line Boundary Road
Agreement Q4 In progress
Renegotiations of Water Distribution and Wastewater
Collection Agreement with Oxford County Q3 Cancelled
Airport Website redesign Q3 In progress
Renegotiations of the Traffic Signal/Streetligths
maintenance Agreement Q3 In progress
Investigate Private Woodlot East of Runway 08-26
Removal Options Q4 In progress
Finalize Engineering Design Criteria & Standard
Drawings Q3 In Progress
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Asset Management Plan Update – Core Assets Q2 Completed
Lincoln Street Reconstruction Detailed Design Q4 In progress
Townline Road Reconstruction Detailed Design Q4 In progress
Goshen Street Reconstruction Detailed Design Q4 In progress
Table 2: 2022 Capital Business Plan
Objective Target
Date Q2 Project Status
Kinsmen Bridge Upgrade Design Q4 In Progress – Awarded to
Planmac
Facilities Asset Management Q3 In progress – Awarded to Roth
IAMS
2022 Asphalt Resurfacing Program Q3 Completed
Woodcock Drive and Pheasant Crt – Design Q3 In progress – Awarded to GM
Blueplan
2022 Sidewalk Inspection Program Q4 In progress – Awarded to
Streetscan
Cranberry Rd - Design Q3 In Progress – Project Awarded to
CJDL Engineering
Beech Blvd and Stoney Creek - Retaining
Walls Reconstruction Q3 Q3
2023
In progress – Project will be
retendered by December 2022
Stoney Creek Sanitary Sewer Retaining
Walls - Design Q4 In progress – Awarded to Matrix
Solutions
Lindsay St Reconstruction Q3 In progress – Awarded to Euro
Ex Construction
Frances St Reconstruction Q3 In progress – Awarded to Euro
Ex Construction
3D Lidar – Manhole Condition Assessment Q4 In progress – Awarded to
Andrews Engineering
Stoney Creek Sanitary Trunk Main Repair Q4 Completed
2020 CFWD - Young Street Storm Outlet
Class Environmental Assessment (Design) Q4 In progress – Project Awarded to
GM Blueplan
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Light Duty Vehicles
2021 CFWD - Water unit #28 – Replace
pickup truck Q3 2021
Q3 Completed
2021 CFWD - Fire unit #37 – Replace
pickup truck Q4 2021
Q1 2023 In progress
2021 CFWD – Fire unit #38 – Replace SUV Q3 2021
Q1 2023 In progress
2021 CFWD - Hydro unit #65 – Replace
pickup truck
Q3 2021
Q3 Completed
2021 CFWD - New Parks/Facilities unit -
mini cargo van
Q3 2021
Q3
Awarded / Delivery expected
August 2022
Heavy Duty Vehicles
Roads unit #80 – Replace loader Q4 In Progress
Roads unit #63 – Replace snowplow/sander Q2 2024 In Progress
Off Road Equipment
Roads unit #203 – Replace zero turn mower Q4 Awarded / Delivery expected
December 2022
Roads unit #98 - Replace trackless flail
mower Q3 Completed
Roads unit #135 - Replace trackless boom
flail Q3 Completed
New sidewalk plow for Roads Q3 Completed
Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain,
Sidewalk, etc. and the associated maintenance level of service. The Towns ability to
mitigate the associated incremental costs to maintain the additional infrastructures
demonstrates the efficiencies of continuous internal improvement.
Table 3: Key Indicators
Key Indicators 2021 2020 2019 2018 2017 2016 2015 2014
Roads (Lane km) 242.3 238.3 235.4 234.1 233.6 229.4 226.8 226.1
Sidewalks (km) 117.1 107.6 98.6 97.4 96.6 94.2 91.6 89.5
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GOALS FOR NEXT QUARTER
Finalize Engineering Design Criteria & Standard Drawings
Continue renegotiation of Westtown Line Boundary road agreement
Complete redesign of the Airport website
CONSULTATION
The following staff/resources have been consulted for this report:
Senior Analyst/Deputy Treasurer
Manager of Public Works
Manager of Engineering
FINANCIAL IMPACT/FUNDING SOURCE
The consolidated 2022 Q2 Operations Services overall variance is summarized in Table 4.
Table 4: Second Quarter Budget vs. Actual Variance Summary
Department Surplus / (Deficit)
Operations Administration 5,298
Engineering Services 60,133
Public Works 45,149
Municipal Parking 15,659
Airport Operations 13,761
Waste Management 18,737
Fleet Services 46,172
Transit Services (In-Town) 64,173
Total Variance $269,082 Surplus
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
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OPD 22-34 2022 Second Quarter Operations and Development Services
Page 5 of 5
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – Develop a communications strategy to increase awareness of
Council decisions and municipal programs, projects and services.
Priority Project – N/A
ATTACHMENTS:
Appendix A – Operating Summaries
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OPD 22-34 2022 Second Quarter Operations and Development Services
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Page 1 of 4
Subject: Community Strategic Plan Goals Update
Report Number: CAO 22-05
Department: Office of the CAO Submitted by: Laura Pickersgill, Executive Assistant Meeting Type: Council Meeting Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT report CAO 22-05 Community Strategic Plan Goals Update be received by
Council as information.
BACKGROUND
At the September 13, 2021, Town of Tillsonburg Council Meeting, Council passed the
following resolution:
Resolution #2021-387
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT report CAO 21-11 Community Strategic Plan Rollout be received by
Council as information;
AND THAT Council direct staff to bring back a staff report outlining proposed
Community Strategic Plan Goals for the upcoming year and defining (lead,
project team, anticipated completion, resources required, and any dependencies
or pre-requests) and baseline measurements.
Subsequent to that meeting, staff brought report CAO 21-14 to Council at their
November 23, 2021 meeting and Council passed the following resolution:
Resolution #2021-512
Moved by: Councillor Parker
Seconded by: Councillor Gilvesy
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CAO 22-05
Page 2 of 4
THAT report CAO 21-14 Community Strategic Plan goals for the upcoming year
be received by Council as information;
AND THAT Council direct staff to include the identified goals in the Draft 2022
Business Plan for further consideration and approval during the 2022 budget
deliberations.
In response to this, staff incorporated the identified goals into the proposed 2022
Business Plans. On January 27, 2022 Council passed the 2022 budget.
DISCUSSION
The purpose of this report is to provide an update on the status of the priority projects
identified in the 2021-2030 Community Strategic Plan for the year 2021 and year-to-
date for 2022.
The following chart outlines the overall status of the projects outlined in the Community
Strategic Plan:
78%
2%
20%
In Progress
Completed
Not started
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CAO 22-05
Page 3 of 4
The following chart outlines the Community Strategic Plan projects by timeframe:
In 2021, following the implementation of the new Community Strategic Plan there were
a number of Community Strategic Plan linkages identified in the reports to Council:
Corporate Goal 2021 2022 To-Date
Lifestyle & Amenities 13 10
Customer Service, Communication & Engagement 28 26
Business Attraction, Retention & Expansion 5 8 Community Growth 2 5
Connectivity & Transportation 10 9
A summary of the performance indicators are included as an attachment to this report.
Some of the notable changes in indicators include:
• The baseline set for the total number of kilometres of trails that are paved is 2.5
and the current the number sits at 4.5 km.
• The baseline set for the proportion of downtown ground floor store fronts as
dining and retail is 75% however the number has increased to 80.6% in 2022
• In 2021, the average number of working days for building permit approval was 9
days however in 2022 the average is now 8 days.
• The baseline measure of the number of business licenses issued per year is set
at 15, however there were 11 in 2021 but there are already 26 to date in 2022.
21
12 12
4
IMMEDIATE TERM SHORT TERM ONGOING MEDIUM TERM
Page 83 of 358
CAO 22-05
Page 4 of 4
• The baseline measure established for the number of fire communications
community partners is set at 15 however in 2021 the number was 21 and there
are now 22 in 2022.
• The baseline measure set for the number of T:GO Inter-Community trips was set
at 766 while there was 1835 total rides in 2021, there are already 775 rides
completed in 2022.
CONSULTATION
Management Team
Communications Officer
Transit Coordinator
Business Improvement Area Association
Tillsonburg District Memorial Hospital
FINANCIAL IMPACT/FUNDING SOURCE
None.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☒ Lifestyle and amenities ☒ Customer service, communication and engagement ☒ Business attraction, retention and expansion ☒ Community growth ☒ Connectivity and transportation ☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the Community Strategic
Plan? Please indicate section number and/or any priority projects identified in the plan.
This report relates to all areas of the Community Strategic Plan as it provides a status
update on all of the goals and projects outlined in the plan itself.
ATTACHMENTS
Appendix A – Progress Indicators Appendix B – Performance Measurements Appendix C- Community Strategic Plan
Appendix D- Municipal Partnerships List
Page 84 of 358
CSP - Progress Indicators
Performance Measurement Framework
Lifestyle & Amenities - Within the community, Tillsonburg
will strive to offer residents - from children to seniors - the
amenities, services and attractions they require to enjoy
balanced lifestyles
Name Timeframe*Anticipated
Completion Status Notes Lead Accountability Project Team Project Cost 2021 Budget
Allocation Future Years Allocation Additional Resources Dependencies
Physician Recruitment Program Ongoing Ongoing In progress CAO
Physician Recruitment Committee,
Executive Assistant, Economic
Development Commissioner
$70,000 per year $70,000 per year Oxford County Physician
Recruitment Committee
Construct new playgrounds Ongoing Annual - Q2 In progress Ongoing annually Manager of Parks and Facilities Supervisor of Parks & Cemetery $75,000 per year 75,000 $75,000 per year None
Community Centre Rehabilitation Immediate-Term 2023 - Q2 In progress Director of Recreation, Culture, and
Parks
Managers of Parks & Facilities and
Manager of Recreation $4.6 Million $5 Million $0.00 None
Enhanced tree planting Immediate-Term Annual - Q4 In progress Ongoing annually Manager of Parks and Facilities Supervisor of Parks & Cemetery $20,000 per year 0 20,000 per year None Was not approved in 2021 budget
Affordable housing collaboration with Oxford County Immediate-Term On-going In progress Committee developed and meeting
regularly CAO
Affordable and Attainable Housing
Committee, Oxford County, CBO, EA,
Economic Development Commissioner
TBD Strategic Plan Priorities -
$60,000 County Planning
Partnership for a new splash pad Immediate-Term 2022 - Q2 In progress Director of Recreation, Culture, and
Parks Manager Parks & Facilities $400,000 $408,900 $0 RCP Admin, Chief Operator
Trail system upgrades Short-Term Annual - Q4 In progress Manager of Parks and Facilities Supervisor of Parks & Cemetery $15,000 $100,000 $15,000 County Paving trans canada trail $100,000 ICIP
grant
Long-term care advocacy Short-Term Ongoing In progress Mayor CAO, Development Commissioner TBD $0.00
Executive Assistant to assist with
delegation packages and
coorespondence.
Property standards review and enforcement plan Short-Term 2022 - Q4 In progress On target Chief Building Official CBO / By-Law Officers $0.00 $0.00 Dependant on Council direction Council Direction
Secure a new walk-in clinic Short-Term Ongoing In progress TDMH Physician Recruitment Committee $2-3 M $0.00 Staff Resources to support
business case development.
Private sector interest, physician
recruitment committee and TDMH are
working together on this initiative
Create additional community events Short-Term Ongoing Not Started Economic Development Officer Economic Development Comissioner,
RCP AA, new Ec Dev Position TBD $0.00 Require additonal contract or part-
time staff person
Require additonal contract or part-time
staff person
Feasibility study for increased/ enhanced cultural amenities Medium-Term On-going In progress Ongoing Culture & Heritage Mgr/Curator Culture & Heritage Manager/Curator $12,000 0 $25,000 Director of Recreation, Culture,
and Parks Was not approved in 2021 budget
Customer Service, Communication & Engagement - The
Town of Tillsonburg will strive for excellence and
accountability in government, providing effective and
efficient services, information, and opportunities to shape
municipal initiatives
Name Timeframe*Anticipated
Completion Status Notes Lead Accountability Project Team Project Cost 2021 Budget
Allocation Future Years Allocation Additional Resources Dependencies
Continued roll-out of enterprise wide workflow management Ongoing On-going In progress Ongoing Director of Corporate Services Clerk, Deputy Clerk, Records
Coordinator
$51,000 - modnerization
monies can offset if
application is approved
$17,800 Department representatives, IT,
Think Dox
Modernization Intake 3 Funding Approval-
We were not successful with the funding
application for this project. Finance is
looking at a workflow for accounts payable
through the County.
County-wide service delivery study implementation Ongoing 2022 - Q4 In progress
Recommendations in Watson &
Associate Report were explored,
Tillsonburg is currently undergoing
review of planning services
CAO SLT, EA, Oxford County CAOs $291,540 $35,000
Partner Municipalities,
Departmental support staff for
departmnetal specific projects.
Consolidated Town Hall initiative - Phase 1 Immediate-Term 2022 - Q1 In progress
Conducting Environmental
Assessment at Brock and Harvey St-
locates have been ordered and bore
holes to follow
CAO
Town Hall Steering Committee, SLT,
CBO, EA, Manager of Parks and
Facilities
Unknown $438,000.00
$254,040 (2022)Consultant Third Party Review
Website redevelopment (improved navigation)Immediate-Term 2022 In progress Review has been initiated Communication Officer
Communication Officer, Director of
Corporate Services, IT, website
provider
Estimate is $60,000
(mondernization funding
available)
0 $25,000 Corporate Services-
Communications Funding received
Mobile application for reporting and services Immediate-Term 2022 In progress Review has been initiated Communication Officer
Director of Corporate Services,
Customer Service, Department
representatives
Estimate is 37,500
(modernization funding
available)
0 $18,151 all departments/service provider Budget approval - funding received
Employee Engagement Strategy Immediate-Term 2022 In progress Manager of Human Resources SLT Estimate of $10,000 0 $10,000 Human Resources
HR is looking to secure a consultant to
deliver Equity, Diversity and Inclusion
training in early 2023 to improve Customer
Service and employee engagement as the
demographic of the community and the
workplace change.
Volunteer Recognition Program Immediate-Term 2022 In progress Manager of Human Resources Corporate Services, Deputy Clerk Estimate of $2,500 0 $2,500 all departments, council,
communications
Monies have been budgeted for a breakfast
event in the fall. A staff report will be going
to Council on this event.
Youth Engagement Strategy and Youth Advisory Committee Immediate-Term 2022 Not Started Deputy Clerk Corporate Services, Legislative
Coordinator
Estimat of $1,000 plus
local government week
amount
0 $1,000 Council, Communications
This initiative will begin following the
municipal election. The Youth Coalition
organization has been contacted and will
be a resource for this initiative.
Consolidated customer service counter Immediate-Term 2025 In progress
Updated space needs study
completed; RFP2021-008 - Town Hall
Space Needs Design and Information
Technology Strategy Awarded
Director of Corporate Services All departments/Customer Service TBD $254,040 Dependant on new Town Hall
Multi-year budgeting Short-Term 2022 In progress
Budgeting software changes underway
(Operating complete, Capital in
progress), staff training underway (July-
August)
Finance Finance/SLT/Managers $28,000 0 $28,000 Finance/SLT/Managers Council Approval
Financial and Environmental Sustainability Plan Short-Term 2024 Not Started
New initiative identified in the Strategic
Planning process, targeted for 2023-
2025
Finance Finance & SLT TBD N/A TBD Finance & SLT & Staff Council Approval
Municipal service review Short-Term 2025 Not Started CAO SLT, EA, Management Team, Council TBD 0 TBD Council Direction/Approval
Business Attraction, Retention and and Expansion:
Through community and regional partnerships Tillsonburg
will attract and retain a diverse range of businesses,
creating employment opportunities for residents and a
balanced tax base
Name Timeframe*Anticipated
Completion Status Notes Lead Accountability Project Team Project Cost 2021 Budget
Allocation Future Years Allocation Additional Resources Dependencies
Marketing and build-out of Van Norman Innovation Park Ongoing 2024 In progress Economic Development Officer Development Commissioner,
Marketing Coordinator, EDAC $2.5 M 12,000 Private sector development
Continued roll-out and resourcing for Cloud based permit application system Ongoing 2022 - Q4 In progress
CBO to keep in contact wth County
Planning for updates related to Cloud
based planning application system.
Included in the 2021 Businesss Plan
Chief Building Official CBO/Building Inspector Interm $28,000.00 $28,000.00 $28,000.00 No
Discussions taking place
regarding medical centre
Modernization Intake
3 Funding Approved
Page 85 of 358
Continued promotion and facilitation of COVID-19 business support programs Ongoing 2023 In progress Economic Development Officer Development Commissioner,
Marketing Coordinator TBD 0 $2,000 No COVID Virus , provinical and federal
policies and programs
Continued support for BIA and town-wide businesses during COVID-19 recovery Ongoing 2022 In progress Economic Development Officer Mayor, BIA, Chamber $10,000 0 $10,000 Funding My Main Street Funding, Provincial/Federal
Funding
Increase diversity in local manufacturing and other key sectors Ongoing Ongoing In progress Economic Development Officer
Development Commissioner,
Marketing Coordinator, EDAC, Private
Sector
$5,000 0 $5,000 Manufacturers Engagement
Boundary expansion initiative Immediate-Term 2025 In progress CAO
Boundary Adjustment Committee,
Economic Development
Commissioner, EA, Director of
Operations and Development
TBD Strategic Plan
Priorities - $60,000 TBD Councty Planning, Consultant
Economic Development Strategy Update Immediate-Term 2027 In progress Economic Development Officer EDAC $5,000 $5,000 Community and stakeholder engagement
Corporate-wide rapid response approach for new business opportunities Immediate-Term TBD Not Started Economic Development Officer EDAC TBD 0 $0.00 SLT
Build out of new industrial land purchase Short-Term 2028 In progress Economic Development Officer Development Commissioner,
Consultants, EDAC, Council
250000 (Planning and
design fees)0 $50,000 Consultants
Community Growth - The Town of Tillsonburg will
accommodate and finance sustainable, responsible growth,
welcoming new residents and businesses while retaining
the community's unique identity.
Name Timeframe*Anticipated
Completion Status Notes Lead Accountability Project Team Project Cost 2021 Budget
Allocation Future Years Allocation Additional Resources Dependencies
Replenish and grow municipal reserves Ongoing On-going In progress
Policy review including any new policy
development. Buy-in from Council
necessary; impact will put pressures
on increasing tax rates.
Finance Finance/SLT/Managers TBD 0 TBD Finance/SLT/Managers Council Approval
Boundary expansion initiative Immediate-Term 2025 In progress CAO
Boundary Adjustment Committee,
Economic Development
Commissioner, EA, Director of
Operations and Development
TBD Strategic Plan
Priorities - $60,000 TBD Councty Planning, Consultant
Development Charges Study Immediate-Term 2024 Complete
Interim update was completed early
2021 due to changes to the More
Homes, More Choice Act, and COVID-
19 Economic Recovery Act. Next 5-yr
By-law to be approved in June 2024.
Finance Finance, Building, Engineering TBD 0 $25,000 Finance, Building, Engineering Council Approval
Recreation Master Plan Immediate-Term 2023 Not Started Manager Recreation Services Recreation Team, Communications
Officer $25,000 0 $50,000 Director RCP
Attainable housing plan Immediate-Term 2025 In progress Committee developed and meeting
regularly CAO
Affordable and Attainable Housing
Committee, Oxford County, CBO, EA,
Economic Development Commissioner
TBD Strategic Plan
Priorities - $60,000 TBD Senior Level Governments, Private
Sector Partners,
Enhanced development standards that benefit the community (incl. tree planting,
affordable housing, walkability, livability, connectivity)Immediate-Term 2022 - Q2 In progress Postponed to Q4 2022 - working with
THI to include Hydro requirements.
Director of Operations and
Development
Director of Public Works, Manager of
Engineering, Manager of PW 0 Staff Salary 0 County Planner, CBO, RCP,
Clerks Council approval
Identify opportunities for infill development Immediate-Term 2023 In progress Ongoing Economic Development
Commissioner Economic Development, CBO, Planner 0 0 0 Oxford County Planning
Meetings and coordination required
between Economic Development,
Engineering, Building, Planning, Clerks.
Enhanced public engagement in placemaking Short-Term Ongoing In progress To be reviewed as part of the current
review of our development processes Director of Corporate Services Communication Officer and
Departments TBD 0 $0.00 Opportunities for consultant to
provide services
Downtown Parking Strategy Medium-Term 2028 Not Started Will be started in the coming years Economic Development Officer Director of Operations & Development,
Manager of Engineering, CBO $30,000 0 $30,000 Consultant
Resourcing review to service growth Medium-Term 2024 In progress
Development Charges Background
Study and related master plans, project
scope and cost to be reviewed
Finance
Director of Finance, Senior
Analyst/Deputy Treasurer, Manager of
Engineering
$20,000 0 $20,000 SLT and Managers
Connectivity and Access - Tillsonburg residents and
businesses will be connected to each other, regional
networks and the world through effective traditional and
digital infrastructure.
Name Timeframe*Anticipated
Completion Status Notes Lead Accountability Project Team Project Cost 2021 Budget
Allocation Future Years Allocation Additional Resources Dependencies
Town participation in regional public transit initiative Ongoing 2025 In progress Included in the 2021 Businesss Plan Transit Coordinator Transit Coordinator, Director of O&D
$1 457 732 (March 2018
to March 2023),
$743 510 (March 2023 to
March 2025) funding from
the Province
$1 457 732 (March
2018 to March 2023),
$743 510 (March 2023
to March 2025)
funding from the
Province
$1 457 732 (March 2018 to
March 2023), $743
510 (March 2023 to March
2025) funding from the
Province
Transit Coordinator
Asset Management Plan Ongoing 2025 In progress Included in the 2021 Businesss Plan Manager of Engineering
Operations and Development, Director
of Finance, Senior Analyst/Deputy
Treasurer
Approx $100,000 for
phase 1 $114,400 (2022)Engineering, Finance and RCP
staff
Airport Master Plan and implementation Immediate-Term Ongoing In progress Included in the 2021 Businesss Plan Director of Operations and
Development
Operations and Development, Airport
administrator, Manager of PW $75,000 $75,000 Update every 5 years Public Works
Transportation Master Plan (includes investigation of truck route and Concession
St. extension)Short-Term 2023 Not Started 75% DC funded. This project will be
included in the 2022 Businesss Plan
Director of Operations and
Development
Director of O&D, Manager of PW,
Manager of Engineering $80,000 0 Update every 5 years Public Works and Engineering
Electric vehicle infrastructure study Short-Term 2023 Not Started This project will be included in the
2022 Businesss Plan
Director of Operations and
Development
Director of O&D, Manager of PW,
Manager of Engineering
Included in the
Transportation MP 0 0 Public Works and Engineering
Master Drainage Planning Study Medium-Term 2024 Not Started 75% DC funded. This project will be
included in the 2022 Businesss Plan Manager of Engineering Director of O&D, Manager of PW,
Manager of Engineering $112,400 0 Update every 5 years Public Works and Engineering
RFP to retain consultant to review
existing Hemson Report and current
growth, RFP/Implementation Report
target is September
RFP to retain consultant to review
existing Hemson Report and current
growth, RFP/Implementation target
is September
Page 86 of 358
CSP - Performance Measurement - Outcome
Indicators
Outcome Indicators
Lifestyle and Amenities - Within the community,
Tillsonburg will strive to offer residents - from
children to seniors - the amenities, services and
attractions they require to enjoy balanced lifestyles
Name Assigned Staff Type of Indicator Baseline Measurement (2020)2021 2022 Notes
Average proportion of household income spent on housing - %Economic Development Commissioner Outcome 50.00%N/A N/A # In 2016, no new data until next census is completed
Proportion of Tillsonburg households in core housing need - %CAO Outcome 11.70%N/A N/A # In 2016, no new data until next census is completed
Trees planted per year - #Manager of Parks & Facilities Outcome 40 35 40 Includes trees planted in subdivisions, industrial development,
parks and by public works and by Paul DeCloet
Total KM of trail network - #Manager of Parks & Facilities Outcome 16.15 16.15 16.4
Total KMs within trails network (paved) - #Manager of Parks & Facilities Outcome 2.52%4.5 4.5
Total KMs within cycling network - #Manager of Parks & Facilities Outcome 20 23.2 23.2
KM of trail network per 1000 population - #Manager of Parks & Facilities Outcome 0.9408 0.9 1.0
Acres of parkland maintained - #Manager of Parks & Facilities Outcome 146 146 146.2
Acres of parkland per 1000 population- #Manager of Parks & Facilities Outcome 8.5052 8.5 7.8
Average household distance to a municipal park (in KM) - #Manager of Parks & Facilities Outcome 1.5 KM 2.0 2 Working with County GIS to determine #. Early estimate is 1.5 km
as a value for the furthest residence from a park.
Average age of play structures - #Manager of Parks & Facilities Outcome 10 10 11
AODA compliant parks - %Manager of Parks & Facilities Outcome 80 45 50
Facilities condition rating Manager of Parks & Facilities Outcome 60%60 60
AODA compliant facilities - %Manager of Parks & Facilities Outcome 85%85 85
Proportion of downtown ground floor store fronts as dining and retail - %Economic Development Commissioner
(BIA)Outcome 75%78 80.6
Community events (both Town and non-Town organized) - #RCP - Administrative Assistant Outcome 8 3 8
Farmers Market, Canada Day, Easter Egg Hunt, Alzheimer Walk,
etc.
Community partnerships - #RCP - Administrative Assistant Outcome 5 3 2
Net new physicians - #CAO Outcome 34.4 33.4 33.4
Dr. Clayton Inculet, Orthopaedic Surgeon, orthapaedic program
has grown and the first same day joint hip replacement surgery
was performed in March; TDMH actively recruiting in 2022 for
Active Family Medicine, Internal Medicine Hospitalist Medicine and
Emergency Medicine, Locums have been recruited to assist with
on-call coverage; Dr. Kujawa (hospitalist) resigned; Dr. Colaco
(surgeon) retired
Recreation program registrants - #Recreation Programs & Services Manager Outcome 6429 1351 1561
Waterpark utilization - %Recreation Programs & Services Manager Outcome 5000 10023 878
Facility rentals - #Recreation Programs & Services Manager Outcome 577 18 168
Facilities prime time utilization rate - %Recreation Programs & Services Manager Outcome 85%22 34
Facilities off peak utilization rate - %Recreation Programs & Services Manager Outcome 55%8 9 Facilities closed the month of Jan 2022 for COVID
Facility condition assessments completed (rolling 5 year average) - #Manager of Parks & Facilities Process/Output 65%65 100
By-law infractions addressed - #Chief Building Official Process/Output 821 691 354
Number of people attending public education events per year Fire Chief Process/Output 1000 0 750
Number of vulnerable care occupancies Fire Chief Process/Output 12 12 12
Hours of fire public education events offered to community per year Fire Chief Process/Output 116 0 7
Number of vulnerable care occupancies inspected to date Fire Chief Process/Output 12 12 0
Number of vulnerable care occupancy fire drills completed to date Fire Chief Process/Output 12 12 0
Number of Vulnerable Care Occupancies Pre-planned per year Fire Chief Process/Output 0 0 0
Number of school fire drills competed per year Fire Chief Process/Output 60 13 7
Number of social media followers Fire Chief Process/Output 4216 5,000 244
Separated out Association from Town Fire Service Social Media
FB Account (accounts for the large decrease)
Number of social media posts per year Fire Chief Process/Output 118 178 86
Number of social media likes per year Fire Chief Process/Output 41,000 554,860 30483
Number of Public Education Messages on the Digital Sign Fire Chief Process/Output 36 35 14
Number of false alarms Fire Chief Process/Output 30 135 56
Town Fire Service Customer Satisfaction Survey %Fire Chief Process/Output TBD TBD TBD
No baseline since a survey hasn't been done in the past; this
will done in collaboration with the next public engagement
survey overall
Page 87 of 358
Customer Service, Communication & Engagement -
The Town of Tillsonburg will strive for excellence
and accountability in government, providing
effective and efficient services, information, and
opportunities to shape municipal initiatives.
Name Assigned Staff Type of Indicator Baseline Measurement (2020)2021 2022 Notes
Services available through online channels - #Revenue Manager & Director of Corpprate
Services Outcome 9 9 9 Building Permits, Inspections, By-Law Complaints/Inquiries, tax
certificates, Town AR, parking tickets (virtual City Hall)
Services available through centralized customer service counter - #Director of Corporate Services and CSRs Outcome 18 18 18
Not tracked in the past - Building, Planning, By-Law, taxes,
water/sewer/hydro, Town AR, business/marriage licences, tax
certificates, parking tickets
Customer satisfaction rate - %Director of Corporate Services Outcome TBD N/A N/A Will conduct survey in 2023
Employee engagement rate - %Manager of Human Resources Outcome 77%N/A N/A 2018 data
Annual local tax increase - %Director of Finance Outcome '-0.95%'-1.3 1.99 2022 Budget & Final Tax Rate By-law
Tax increase, rolling 4 year average - %Director of Finance Outcome 1.41%1.32 1.27 Will vary depending on annual budget requirements
Average time for service resolution - # of days Director of Corporate Services and Director
of Operations and Development Outcome 24.8 6.77 6.77
All service requests (Airport, Billing, Building, By-law, Cemetery,
Clerks, CS, Engineering, Facilities, Fire, Hydro, Museum, Parks,
Recreation, Public Works, Transit, Taxes, Water/Wastewater)
Average monthly visits (sessions) to municipal website Communications Officer Outcome 20584 23636 22,170
(Value for money)- see budget surveys Director of Finance Outcome 90.38%90.38 N/A
Fair to Excellent (42% Fair, 40% Good, 8% Excellent) no budget
survey done in 2022
Number of public engagement campaigns Communications Officer Outcome 3 10 11 By-Law Amendments, Annual Budget Survey
Services accessed through digital channels - %Director of Corporate Services Process/Output 9 10 10
VCH registrations, On-line tax certificates, On-line tax payments,
E-send, Recreation programs registration, Building permit
applications, Report a problem, Encroachment permits, Dog
licensing
Followers on Town social media channels - #Communications Officer Process/Output 4735 8227 8919
Social media engagement rate - %Communications Officer Process/Output 8%7.9 6.6 Engagement rate per impression
Subscribers to Council highlights and newsletters - #Communications Officer Process/Output 400 567 567 *Can't determine which year they subscribed so not much
distinction between 2021 and 2022 YTD
Non-digital Town communications channels - #Director of Corporate Services Process/Output 4 5 5 Weekly news ad, yearly tax insert, utility inserts, Distributed with
the final billing in July
Intermunicipal service delivery partnerships - #CAO Process/Output 46 47 47 **See Attachment #3 - Municipal Partnerships for details.
Effectiveness of intermunicipal partnerships CAO Process/Output 2.78 3.7 3.8 Average rating (4 - Effective, 3 - Satisfactory, 2 - Needs
Improvement, 1 - Not working)
After hours service standards (% of services that have after hours
standards)Director of Corporate Services Process/Output TBD TBD TBD
Staff have just started tracking these calls with the new software- it
was launched last month so by the end of the year we should have
some baseline numbers
Complaints reported - avg # per month Director of Corporate Services Process/Output 118 145 131.7
Not accurately being tracked in the past, data was being collected
starting one month ago, a baseline and data will be available at the
end of the year
Complaints resolved - avg # per month Director of Corporate Services Process/Output 24.8 116 116
Days is average time to respond to requests, data
includes requests not only complaints
*Call volumes - avg # per month Director of Corporate Services Process/Output 2960 2960 2900
Online program registration (recreation) - #Recreation Programs & Services Manager Process/Output 6500 595 946
Number of site plans reviewed by Fire Department Fire Chief Process/Output 0 5 7
Number of fire safety plans reviewed / approved per year Fire Chief Process/Output 0 5 17
Number of fire investigators trained to NFPA 1033 Fire Chief Process/Output 1 1 1
Number of pre incident plans completed per year Fire Chief Process/Output 0 0 0
Annual Emergency Management Program Verification forms complete
and accepted Fire Chief Process/Output Yes Yes No
Number of Instructors trained to NFPA 1041 I, II,III standard Fire Chief Process/Output 9 8 8
Number of Driver Operators trained to NFPA 1002 standard Fire Chief Process/Output 20 20 14
Number of firefighters trained to NFPA 1001 / 1002 standards Fire Chief Process/Output 28 23 24
Number of Inspectors trained to NFPA 1031 I, II, III standard Fire Chief Process/Output 4 4 4
Number of Public Educators trained to NFPA 1035 standard Fire Chief Process/Output 2 2 2
Number of Safety Officers trained to NFPA 1521 standard Fire Chief Process/Output 6 6 6
Number of Officers trained to NFPA 1021 Officer I, II, II, IV Standards Fire Chief Process/Output 10 10 8
Number of complaint and request inspections conducted Fire Chief Process/Output 7 19 13
Number of fire complaint and request inspections closed Fire Chief Process/Output 5 17 12
Number of routine fire inspections completed Fire Chief Process/Output 59 1 3
Number of fire inspection orders issued Fire Chief Process/Output 4 37 29
Average Number of Days to complete complaint and request inspections Fire Chief Process/Output 28 28 28
Average Number of Days to Complete Site plan review Fire Chief Process/Output 14 14 2
Total number of after hour calls received Fire Chief Process/Output 18,175 14,214 7750
Average Number of Days to approve fire safety plan Fire Chief Process/Output 28 28 28
Page 88 of 358
Community Risk Assessment Updated Annually Fire Chief Process/Output No NO No
Number of Fire Investigations Completed Fire Chief Process/Output 5 11 5
Number of fire complaint and request inspections received Fire Chief Process/Output TBD N/A N/A Currently not tracked when its not an inspection, but going to
track going forward
Business Attraction, Retention & Expansion -
Through community and regional partnerships
Tillsonburg will attract and retain a diverse range of
businesses, creating employment opportunities for
residents and a balanced tax base.
Name Assigned Staff Type of Indicator Baseline Measurement (2020)2021 2022 Notes
Jobs created - #Development Commissioner Outcome 105 65 121 Full jobs created not available until business directory update is
complete
Jobs retained - # (through new investment)Development Commissioner Outcome 105 261 14
Business starts/ firm creation growth - #Development Commissioner Outcome 20/year 25 20
Net new business starts Development Commissioner Outcome 15/year 15 14
Employment related assessment - % (Commercial/ Industrial)Revenue Manager Outcome 22.54%TBD TBD Unknown metric data source for baseline.
New commercial/ industrial assessment Revenue Manager Outcome $3,854,000 $369,398 N/A
OPTA report - Net Assessment Growth and Value Changes by
RTC (Taxable & PIL)
2020 Baseline Net Growth ($) = difference between the 2020 Roll
Return CVA and the 2020 CVA from the 2021 Roll Return
Employment land - # (in acres)Development Commissioner Outcome 116 ha/278 acres 111 ha/265 acres N/A
Employment land available for commercial development - # (in acres)Development Commissioner Outcome 20 ha/ 48 acres 15 ha/35 acres N/A Defined as total designated commercial lands per County
Planning Memo for year end 2021
Employment land available for industrial development - # (in acres)Development Commissioner Outcome 96 ha/ 230 acres 96 ha/230 acres N/A Defined as the total designated industrial lands per
County Planning Memo for year end 2021
Van Norman Innovation Park, acres sold or developed - # (in acres)Development Commissioner Outcome 10 Acres/year sold 7.55 17.5
Working age population - %Development Commissioner Outcome 60 56.6 N/A 2016 census data, 2021 data not released yet
Employment participation rate - %Development Commissioner Outcome 60 55.8 N/A 2016 census data, 2021 data not released yet
Local post secondary training programs - #Development Commissioner Outcome 1 new program every 3 years 0 0
Corporate calls/ site visits completed- #Development Commissioner Process/Output 24 7 5
Site selection visits - #Development Commissioner Process/Output 24/year 18 4
Average time, building approval process - # of working days Chief Building Official Process/Output 9 9 8
Businesses that accessed COVID support programs - #Development Commissioner Process/Output 79 48 1 Per June 2021, COVID Impact Survey Results 69% (total of
48)respondents had accessed government support programs
Funding applications approved through CIP - $Development Commissioner Process/Output 20000 2 0
Number of business plan items completed annually (#)Development Commissioner Process/Output 0.8 9 2
Number of Business Licences approved annually Fire Chief Process/Output 15 11 26
Number of Automatic Aid Calls per year Fire Chief Process/Output 7 4 0
Number of Mutual Aid calls per year Fire Chief Process/Output 3 5 0
Number of local Employers allowing FF leave for emergencies Fire Chief Process/Output 6 6 6
Number of Fire Communications Community Partners/Customers Fire Chief Process/Output 15 21 22
Number of Fire Stations Dispatched Fire Chief Process/Output 39 39 39
Community Growth - The Town of Tillsonburg will
accommodate and finance sustainable, responsible
growth, welcoming new residents and businesses
while retaining the community's unique identity.
Name Assigned Staff Type of Indicator Baseline Measurement (2020)2021 2022 Notes
Population growth - %Director of Finance Outcome 3.80%3.46 2.91
Oxford Region expected to grow by over 35% in the period 2020-
2046 (https://www.ontario.ca/page/ontario-population-projections).
2021's 3.46% is the annual average of the 2016-2021 Census
change of 17.3%.
Taxable assessment growth - $Revenue Manager Outcome $500,000 $519,932 N/A
OPTA report - Additional Revenue from In-year Assessment
Growth (without Education)
Baseline year is 2020 - Town only $369,378, Town and County -
$551,729
Construction activity - $Chief Building Official Outcome $71,633,095.00 112944208 67041981
Building permit applications - #Chief Building Official Outcome 538 623 302
Total value of building permits - $Chief Building Official Outcome $71,633,095.00 112944208 67041981
Downtown vacancy rate - %Economic Development Commissioner
(BIA)Outcome Less than 4%1.99 2.38 Town centre- 2.38% represents 3 vacant ground floor units
Registered heritage properties - #Director of Corporate Services and Director
of Operations and Development Outcome 15 15 15
Land available for industrial development - # (in acres)Development Commissioner Outcome 96 ha/ 230 acres 23.5 0 'Shovel ready' lands
Land available for commercial development - # (in acres)Development Commissioner Outcome 20 ha/ 48 acres 23 acres N/A 'Shovel ready' lands
Land available for residential development - # (in acres)Chief Building Official Outcome 174 hectares/418 Acres of gross Development
lands 333.02 N/A Data generated on an annual basis
Page 89 of 358
Housing units created as Rent Geared to Income - #CAO Outcome 299 299 299
Single family detached units - #Chief Building Official Outcome 110 167 48
Semi-detached units - #Chief Building Official Outcome 0 0 0
Rowhouse units - #Chief Building Official Outcome 121 160 75
Multi-residential units - #Chief Building Official Outcome 9 7 64
Secondary units - #Chief Building Official Outcome 0 4 7
Vacancy rate, rental units - #Development Commissioner Outcome Target 2.5%2.3 N/A CMHC Data
Affordable housing units created CAO Outcome 56 56 56 funding approved for 18 new affordable units at 31 Victoria St (in
planning phase)
Funding applications approved through CIP - $Development Commissioner Outcome $20,000 76,800 0
Public input opportunities in Planning - #Chief Building Official Outcome 33 53 32 Minor Variance and Zone Change in 2020
Building permit approval time - # of working days Chief Building Official Outcome 9 9 8
15 Firefighters on scene in < 9 min by %Fire Chief Outcome 90%0 0
data not previously collected, data is tracked June 2022 and
forward
15 Firefighters on scene High Hazard Occupancies in < 9 min Fire Chief Outcome 90%0 0 same as above
% of time fire suppression commenced in 2 min of arrival Fire Chief Outcome 90%0 0 same as above
Average time to assemble 4 firefighters on scene (initial attack)Fire Chief Outcome 4 12 14
Number of dwellings attended with working smoke & CO alarms Fire Chief Outcome TBD TBD TBD accurate tracking method to be complete by Q4
Number of fire fatalities / injuries per year Fire Chief Outcome 1 0 0
Total number of Tillsonburg incidents per year Fire Chief Outcome 300 449 169
Total Number of Fire Comm Customer Incidents per year Fire Chief Outcome 3000 5,277 2652
Cost per capita for Fire services Fire Chief Outcome $76.42 $76.42 76.46 Year End Stat Total Approved Operating Budget divided by
number population 2021 census
Total fire costs per incident Fire Chief Outcome $31.68 $31.68 N/A Year End Stat Total Approved Operating Budget divided by the
total number of incidents that year
Emergency calls answered < 15 seconds (Monthly)Fire Chief Outcome 90%98 99
Emergency calls answered < 20 seconds (Monthly)Fire Chief Outcome 95%100 100
Emergency call processing time < 60 seconds (Monthly)Fire Chief Outcome 90%93 98
% time Fire Communcations staffed with minimum 2 Fire Chief Outcome 41%80%100
% of staff trained to NFPA 1061 Telecommunicator I & II Fire Chief Outcome 70%65%100
# of staff trained to 1061 Communications Officer Fire Chief Outcome 1 1 1
Minutes to assemble 4 firefighters on scene all call types Fire Chief Outcome 4 12 11
Emergency Notification of CCG < 5 min Quarterly Fire Chief Outcome Yes No No County is rolling out new software in Q4
Connectivity and Transportation - Tillsonburg
residents and businesses will be connected to each
other, regional networks and the world through
effective traditional and digital infrastructure.
Name Assigned Staff Type of Indicator Baseline Measurement (2020)2021 2022 Notes
Road condition rating - PCI average Manager of Engineering Outcome 66 67 67 Fairly Good - 2020 PCI inspection project
Bridge condition rating - OSIM average Manager of Engineering Outcome 76 77 77 Good - From 2019 OSIM inspection
Road lane KMs maintained - #Manager of Public Works Outcome 260 276.8 276.8
Road lane KMs resurfaced/ reconstructed - #Manager of Engineering Outcome 1.3 1.49 0
Sidewalk KMs rehabilitated - #Manager of Engineering Outcome 20 0.1 0
Sidewalk KMs maintained - #Manager of Public Works Outcome 107 122 122
Properties with access to high speed internet - %Development Commissioner Outcome 88%88 N/A
based on the average monthly package rates for the Top 3 high
speed service providers (Bell, Rogers, Execulink), with 50 mbps
download speeds and 10-15 mbps upload speeds.
Average monthly cost, residential internet service - $Development Commissioner Outcome $81.31 58.31 N/A
based on the average monthly package rates for the Top 3 high
speed service providers (Bell, Rogers, Execulink), with 50 mbps
download speeds and 10-15 mbps upload speeds.
T:GO in town transit ridership - # of passenger trips Transit Coordinator Outcome 6900 8931 4924 January to December 2020
T:GO inter-community ridership - # of passenger trips Transit Coordinator Outcome 766 1835 775 August to December 2020
KM water/ wastewater distribution pipes - #Manager of Engineering Outcome 270 271.2 271.2 County owned assets, operated by TofT
KM stormwater collection pipes - #Manager of Engineering Outcome 90.1 91.3 91.3 Includes 7.7km that are County owned
Stormwater management ponds - #Manager of Engineering Outcome 17 17 17 Doesn't include privately owned ponds (Westfield)
Watermain breaks - #Manager of Public Works Outcome 8 8 2
Sewer back ups - #Manager of Public Works Outcome 2 1 2
Sinkholes - #Manager of Public Works Outcome 27 11 16 Will be provided within the next two weeks
Potholes - #Manager of Public Works Outcome 1079 777 998 Will be provided within the next two weeks
Municipal infrastructure funding gap - $Director of Finance Outcome $2,600,000 $2,900,000 N/A
Based on the 2022 Asset Management Plan, total of $4.63M
annual program contribution is required (from all funding sources),
not including Fleet, Facilities, IT, Equipment and other non-linear
assets (Roads, Bridges, Storm), vs $1.73M 5-yr (2017-2021)
average allocated funding.
Aircraft movement - #Manager of Public Works Outcome 10352 12974 7706 # in 2019
Hangar square footage - #Manager of Public Works Outcome 99500 106700 106700
Total Rail; volume - #Development Commissioner Outcome 0 TBD TBD Target minimum 2,000 railcars/annually
Companies accessing rail - #Development Commissioner Outcome 1 TBD TBD Target 10 customers
Page 90 of 358
Number of traffic signal preemption controls Director of Operations Outcome 3 5 5
Page 91 of 358
Community
Strategic Plan
2021 – 2030
Page 92 of 358
This is a Community Strategic Plan and hearing
from local residents, businesses, and community
groups was essential to develop the priorities
identified in this document. Even during
challenging times associated with the global
pandemic the focus remained on ensuring
every opportunity was available for effective
and efficient public engagement. I am pleased
to report that more than 400 individuals from
throughout our community contributed their
ideas. Whether you completed our community
survey, prepared submissions from your
organization, or participated in a focus group,
please be assured that every contribution was
carefully considered and helped to formulate
the eventual roadmap that will guide our
community over the next ten years.
As we listened to our community, key themes
emerged such as ensuring affordable and
attainable housing options, enhancing our
trails and community amenities, attracting
and retaining strong employment opportunities,
fostering community partnerships, and maintaining
our family-oriented small-town appeal. These needs
are addressed within our Community Strategic
Plan with tangible priority projects and timelines.
Municipal accountability and regular community
updates will remain key to delivering on the
framework of this living document.
The Mission, Vision and Values identified
in this comprehensive plan reflect who we are
as a community, where we have come from,
and importantly focuses on where we are
going to enhance and protect the legacy
of our unique community.
I would like to take this opportunity to thank
our Town employees for contributing their ideas
during this process. Our team at the Town
is proud to serve the people of Tillsonburg
and demonstrate their commitment to the
community on a daily basis.
We are grateful for the contributions and guidance
of our community as we continue to strive for local
government excellence. I hope you will take the
time to review the objectives we’ve presented
in this document and the aspirational goals
as contributed by our community partners
and hold us accountable for results.
This Community Strategic Plan, as reinforced
by the population of the Town of Tillsonburg,
is designed to guide the municipality over the
next several years, while remaining flexible
to ensure opportunities remain available
to succeed and prosper within the overall
scope of our shared collective Vision.
We look forward to continuing to work with
you to build a Tillsonburg that is connected,
enriched and inspired.
Sincerely,
Stephen Molnar, Mayor of Tillsonburg
Message from
the Mayor
On behalf of Municipal Council and
the Town of Tillsonburg, I am pleased to
present our new Community Strategic Plan.
COMMUNITY STRATEGIC PLAN · 2
Page 93 of 358
Mayor
Stephen Molnar
519–688–3009 ext. 4050
smolnar@tillsonburg.ca
Councillor
Pete Luciani
519–688–3009 ext. 4054
pluciani@tillsonburg.ca
Councillor
Penny Esseltine
519–688–3009 ext. 4052
pesseltine@tillsonburg.ca
Councillor
Chris Roseheart
519–688–3009 ext. 4056
croseheart@tillsonburg.ca
Deputy Mayor
Dave Beres
519–688–3009 ext. 4051
dberes@tillsonburg.ca
Councillor
Christopher Parker
519–688–3009 ext. 4055
cparker@tillsonburg.ca
Councillor
Deb Gilvesy
519–688–3009 ext. 4053
dgilvesy@tillsonburg.ca
Town Council
Get to know your 2018–2022 Tillsonburg Town Council
COMMUNITY STRATEGIC PLAN · 3
Page 94 of 358
What is a Strategic Plan?
The Town of Tillsonburg Community Strategic
Plan provides a roadmap for municipal projects,
priorities and initiatives by working with residents,
businesses, community partners and employees
to answer the following five questions:
Vision Statement
Mission Statement
Corporate Values
Goals, Strategic Directions, Priority Projects
Performance Measurement Framework
12345
What are we working
toward as a community?
What is the Town of
Tillsonburg’s role?
Which values are most
important in serving Tillsonburg?
Where should we focus
our energy and attention?
How will we know
the plan is successful?
COMMUNITY STRATEGIC PLAN · 4
Page 95 of 358
“Our vision for Tillsonburg is to grow
a vibrant and engaged community built
on partnerships and entrepreneurial
spirit. The vision includes diverse
housing, employment options,
modern amenities and sustainable
growth that remains true to our
culture and heritage and positions
the community as a regional centre.”
“The Town of Tillsonburg strives
for excellence in local government
by providing efficient and effective
municipal services, facilitating
partnerships, attracting and supporting
businesses, promoting local heritage
and identity, advancing the community
as a regional centre and demonstrating
results to the community.”
Vision
What are we working toward as a community?
Mission
What is the Town of Tillsonburg’s role?
COMMUNITY STRATEGIC PLAN · 5
Page 96 of 358
Serving Our Community
We have heard from our community that
the following values are most important
when interacting with Town representatives
and employees.
• Integrity – Doing what is right and making
decisions in the best interest of the community.
• Service – Providing exceptional customer
experiences and effective municipal services.
• Accountability – Demonstrating value
for tax dollars and visible progress on
municipal initiatives.
• Efficiency – Making each tax dollar go
as far as possible.
• Transparency – An open government that is
forthcoming with information and decisions.
• Respect – Valuing the role that each resident,
business and organization plays in making
Tillsonburg a great community.
• Communication – Raising awareness for
municipal services, initiatives and decisions and
offering opportunities for the community to
become involved.
• Professionalism – Information and services
provided by highly knowledgeable and skilled
municipal experts.
• Consistency – Clear policies and procedures
that are applied with fairness for all residents,
businesses and community partners.
Working as one team
To succeed in serving our community,
our team prioritizes the following values
when working together.
• Respect – Valuing the role that each employee,
regardless of title or position, plays in making
Tillsonburg a great community.
• Teamwork – Breaking down silos and working
as one team in service to the community.
• Service – Providing exceptional customer
experiences and effective municipal services.
• Accountability – Demonstrating value
for tax dollars and visible progress on
municipal initiatives.
• Integrity – Doing what is right and making
decisions in the best interest of the community.
• Professionalism – Investing in the growth
of employees to deliver value to Tillsonburg.
• Communication – Sharing knowledge across
the organization to engage employees and
meet the needs of customers and partners.
• Transparency – An open government that is
forthcoming with information and decisions.
• Trust – Relying on colleagues for responsive
support to meet customer needs and achieve
shared goals.
Corporate Values
Which values are most important in serving Tillsonburg?
Values are the behaviours that govern
how individuals in an organization interact
with each other and their customers.
COMMUNITY STRATEGIC PLAN · 6
Page 97 of 358
Corporate Values
Where should we focus our energy and attention?
The following goals guide the
implementation of the Town of
Tillsonburg’s Community Strategic Plan:
Lifestyle and Amenities
Customer Service, Communication and Engagement
Business Attraction, Retention and Expansion
Community Growth
Connectivity and Transportation
Within the community Tillsonburg will strive
to offer all residents the amenities, services and
attractions they require to enjoy balanced lifestyles.
The Town of Tillsonburg will strive for excellence
and accountability in government, providing
effective and efficient services, information, and
opportunities to shape municipal initiatives.
Through community and regional partnerships,
Tillsonburg will attract and retain a diverse range
of businesses, creating employment opportunities
for residents and a balanced tax base.
The Town of Tillsonburg will accommodate
and support sustainable growth.
Tillsonburg will strive to improve connectivity
for residents and businesses through traditional
and digital infrastructure.
The actions and priorities under each
of these goals are described on the
following pages.
12345
COMMUNITY STRATEGIC PLAN · 7
Page 98 of 358
Goal:
Within the community, Tillsonburg
will strive to offer residents the amenities,
services and attractions they require
to enjoy balanced lifestyles.
Strategic Directions:
• Work with Oxford County and community partners
to ensure an adequate supply of affordable, attainable
housing options.
• Provide an expanded, accessible network of parks and trails.
• Update municipal sports facilities consistent with
modern standards.
• Develop a robust, long-term asset management plan to
inform evidence-based decisions regarding the maintenance,
rehabilitation and replacement of community facilities.
• Facilitate the enhancement and diversification of retail
and dining opportunities in the downtown.
• Increase opportunities to enjoy culture, events
and leisure activities in Tillsonburg.
• Maintain and enhance programs and facilities to support
an active, engaged senior population.
• Maintain and enhance programs and facilities to support
an active, engaged youth population.
• Target new programs, services, amenities and attractions
that will be a magnet for young families.
• Expand community partnerships in the delivery of
programs and amenities.
• Preserve and naturalize Lake Lisgar and its surroundings
as a community attraction.
• Community Centre rehabilitation
• Enhanced tree planting
• Affordable housing collaboration
with Oxford County
• Partnership for a new splash pad
Immediate Term
(1–3 year implementation start)
• Trail system upgrades
• Long-term care advocacy
• Secure a new walk-in clinic
• Property standards review & enforcement plan
• Create additional community events
Short Term
(3–5 year implementation start)
• Feasibility study for increased/enhanced cultural
amenities
Medium Term
(5–10 year implementation start)
Lifestyle and Amenities
Priority Projects 1
• Physician recruitment program
• New playgrounds construction
Ongoing Projects
COMMUNITY STRATEGIC PLAN · 8
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Goal:
The Town of Tillsonburg will strive
for excellence and accountability in
government, providing effective and
efficient services, information, and
opportunities to shape municipal
initiatives.
Strategic Directions:
• Continue to develop digital service delivery while
maintaining counter and telephone channels.
• Develop a communications strategy to increase
awareness of Council decisions and municipal
programs, projects and services.
• Increase opportunities and promotion for
public engagement in municipal initiatives.
• Engage community groups, including
advisory committees and service organizations,
in shaping municipal initiatives.
• Enhance employee engagement and training as
the foundation for exceptional customer service.
• Explore opportunities for service efficiencies
in partnership with adjacent municipalities.
• Advocate for community needs with
other levels of government.
• Position Tillsonburg as a leader in the
municipal sector.
• Consolidated Town Hall initiative
• Navigation improvements on municipal website
• Mobile application for reporting and
service requests
• Employee Engagement Strategy
• Volunteer Recognition Program
• Youth Engagement Strategy and
Youth Advisory Committee
• Consolidated customer service counter
Immediate Term
(1–3 year implementation start)
• Continued roll-out of enterprise-wide
workflow management
• County-wide service delivery study
implementation
Ongoing Projects
• Multi-year budgeting
• Financial & Environmental Sustainability Plan
• Municipal service review
Short Term
(3–5 year implementation start)
Customer Service,
Communication and Engagement
Priority Projects 2
COMMUNITY STRATEGIC PLAN · 9
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Goal:
Through community and regional
partnerships, Tillsonburg will attract
and retain a diverse range of businesses,
creating employment opportunities for
residents and a balanced tax base.
Strategic Directions:
• Continue to streamline and expedite
the building approval process.
• Instill an “open for business” culture across
the corporation that prioritizes economic
development and business attraction.
• Ensure adequate supply of “shovel ready” land
for business attraction and expansion.
• Develop a “made in Tillsonburg” approach
to education, training and development
based on the workforce needs of current
and prospective employers.
• Support local businesses in
post-COVID-19 recovery.
• Explore the feasibility of an enhanced
tourism product offering in Tillsonburg.
• Facilitate attainable housing options
for local employees.
• Boundary expansion initiative
• Economic Development Strategy update
• Corporate-wide rapid response approach
for new business opportunities
Immediate Term
(1–3 year implementation start)
• Build out of new industrial land purchase
Short Term
(3–5 year implementation start)
Business Attraction,
Retention and Expansion
Priority Projects 3
• Marketing and build out of Van Norman
Innovation Park
• Continued roll-out and resourcing for
Cloud-based permit application system
• Continued promotion and facilitation
of COVID-19 business support programs
• Continued support for BIA and town-wide
businesses during COVID-19 recovery
• Increase diversity in manufacturing
and other key sectors
Ongoing Projects
COMMUNITY STRATEGIC PLAN · 10
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Goal:
The Town of Tillsonburg will
accommodate and support
sustainable growth.
Strategic Directions:
• Promote, preserve and enhance the downtown
core as the retail centre and community hub
for Tillsonburg.
• Continue to offer relevant, leading incentives
for revitalization and diversification in the
downtown and throughout Tillsonburg.
• Pursue the acquisition of additional municipal
land to accommodate growth.
• Plan and develop a long-term financing
strategy for new services and infrastructure
to support growth.
• Work with Oxford County and the development
community to proactively plan for a variety
of housing options that are affordable and
attainable for current and prospective residents.
• Boundary expansion initiative
• Development Charges Study
• Recreation Master Plan
• Attainable housing plan
• Enhanced development standards that
benefit the community (including tree
planting, affordable housing, walkability,
livability, connectivity)
• Identify opportunities for infill development
Immediate Term
(1–3 year implementation start)
• Enhanced public engagement in planning
policies and placemaking
Short Term
(3–5 year implementation start)
• Downtown Parking Strategy
• Resourcing review to service growth
Medium Term
(5–10 year implementation start)
Community Growth
Priority Projects
• Replenish and grow municipal reserves
Ongoing Projects
4
COMMUNITY STRATEGIC PLAN · 11
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Goal:
Tillsonburg residents and
businesses will be connected
to each other, regional networks,
and the world through effective
traditional and digital infrastructure.
Strategic Directions:
• Develop a multi-modal transportation
network with improved connectivity
to the 401 and VIA Rail.
• Leverage the municipal airport more
effectively to increase access, visibility
and business activity in Tillsonburg.
• Provide alternatives to automobile travel through
active transportation and public transit.
• Develop a robust, long-term asset management
plan to inform evidence-based decisions on the
maintenance, rehabilitation and replacement
of municipal infrastructure.
• Continue to support and advocate for
reliable, affordable and universal access
to broadband services.
• Airport Master Plan and implementation
Immediate Term
(1–3 year implementation start)
• Transportation Master Plan
(includes investigation of truck route
and Concession Street extension)
• Electric vehicle infrastructure study
Short Term
(3–5 year implementation start)
• Master drainage planning study
Medium Term
(5–10 year implementation start)
Connectivity and
Transportation
Priority Projects 5
Ongoing Projects
• Town participation in regional transit initiative
• Asset Management Plan
COMMUNITY STRATEGIC PLAN · 12
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What gets measured, gets done.
In addition to demonstrating progress on
the priority projects listed in this document,
the Town of Tillsonburg is committed
to tracking and reporting the following
performance indicators on an annual basis
to monitor Tillsonburg’s progress toward
community goals.
Lifestyle and Amenities
• Average percentage of household income
spent on housing
• Proportion of residents in core housing need
• Number of trees planted
• Total kilometers of trail network
• Total paved kilometers of trail network
• Total kilometers of cycling network
• Kilometers of trail network per capita
• Acres of parkland maintained
• Acres of parkland per capita
• Average household distance to a municipal park
• Average age of play structures
• Accessibility – number of compliant
play structures
• Facilities condition rating
• Accessibility – number of compliant facilities
• Percentage of downtown storefronts
as dining and retail
• Number of annual community events
• Number of community partnerships
• Net new community physicians
• Number of recreation program registrations
• Waterpark utilization
• Number of facility rentals
• Prime time facilities utilization rate
• Off-peak facilities utilization rate
Customer Service
• Number of services available online
• Number of services available through centralized
customer service counter
Communication, Engagement
• Customer satisfaction rate
• Employee engagement rate
• Annual local tax increase
• Rolling four-year average tax increase
• Average time for service resolution
• Average number of monthly visits
to municipal website
• Number of public engagement campaigns
Performance Framework
How will we know the plan is successful?
COMMUNITY STRATEGIC PLAN · 13
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Business Attraction, Retention and Expansion
• Number of jobs created through new investment
• Number of jobs retained
• Number of business starts/firm creation growth
• Number of net new business starts
• Percentage of tax base related to employment
• New commercial/industrial assessment
• Total acres of employment land
• Total acres of employment land available
for development
• Acres sold/developed in Van Norman
Innovation Park
• Working age population, 15 to 64 years of age
• Employment participation rate
• Number of local post-secondary
training programs
Community Growth
• Population growth
• Taxable assessment growth
• Value of construction activity
• Number of building permit applications
• Total value of building permits
• Downtown vacancy rate
• Average fire response times, in minutes
• Number of registered heritage properties
• Acres of land available for industrial
development
• Acres of land available for commercial
development
• Acres of land available for residential
development
• Number of housing units created as rent geared
to income
• Number of single-family detached units
• Number of semi-detached units
• Number of rowhouse units
• Number of multi-residential units
• Number of secondary units
• Rental vacancy rate
• Value of funding applications approved through
Community Improvement Plan
• Average building permit approval time, in days
• Number of public input opportunities in
planning issues
Performance Framework
How will we know the plan is successful?
COMMUNITY STRATEGIC PLAN · 14
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Connectivity and Transportation
• Average road condition rating
(Pavement Condition Index)
• Average bridge condition rating (OSIM)
• Number of road lane kilometers maintained
• Number of road land kilometers resurfaced
or reconstructed
• Number of sidewalk kilometers maintained
• Number of sidewalk kilometers rehabilitated
• Percentage of properties with access
to high-speed internet
• Number of passenger trips, T:GO in-town
• Number of passenger trips, T:GO
inter-community
• Kilometers of water/wastewater
distribution pipes
• Kilometers of stormwater collection pipes
• Number of stormwater collection ponds
• Number of watermain breaks
• Number of sewer back-ups
• Number of sinkholes
• Number of potholes
• Aircraft movement
• Airport hangar square footage
• Total rail volume
• Number of companies accessing rail
Performance Framework
How will we know the plan is successful?
COMMUNITY STRATEGIC PLAN · 15
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Thank you to the over 400 local residents
who participated in the Town of Tillsonburg’s
strategic planning process. From improving
local amenities such as the Community Centre
and trail network, to strengthening community
connections, to creating opportunities for youth,
every contribution was considered and drove
the development of this final Community
Strategic Plan.
Thank you to local businesses and service
clubs who took the time to participate in focus
group sessions. Feedback from local leaders was
instrumental in determining priorities related
to supporting businesses and facilitating
community partnerships.
Thank you to the many employees who
shared their views and ideas. With a steadfast
commitment to the people, businesses and
organizations in Tillsonburg, employees are
important contributors to the community’s success.
Thank you to Members of Tillsonburg Town
Council for their leadership, guidance and
community commitment during the strategic
planning process. Together with employees
and the community, Council has established
a forward-thinking vision for Tillsonburg,
a roadmap for moving the community forward,
and a commitment to demonstrate results.
Acknowledgements
COMMUNITY STRATEGIC PLAN · 16
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Municipal Partnerships
EFFECTIVENESS RATING
Effective 4
Satisfactory 3
Needs Improvement 2
Not working 1
Municipal Partner Partnership Effectiveness
1 Norwich Norwich (Sewage system of Ontario building Code 4 - Effective
2 Norwich Norwich Informal recreation and parks 4 - Effective
3 Oxford County Waste management agreement for the collection of large article items and yard waste
3 - Satisfactory
4 Oxford County Water/wastewater operating agreement for the collection of WW and water distribution
2- Needs Improvement
5 Oxford County Engineering agreement for water and wastewater (Capital projects) 2- Needs Improvement
6 Oxford County Agreement for the maintenance of County roads within Town limits 4- Effective
7 Oxford County Agreement for the provision of planning
services.
2- Needs
Improvement
8 Oxford County Information Technology Services 3- Satisfactory
9 Oxford County Agreement for the provision of GIS services 2 -Needs Improvement
10 Bayham Road boundary maintenance agreement 4- Effective
11 Bayham Agreement for the provision of building
official shared services
3- Satisfactory
12 Bayham Joint ownership/ admin of utility corridor 4 -Effective
13 Province Intercommunity transit service 3- Satisfactory
14 Elgin County Purchasing power 4- Effective
15 Middlesex County Purchasing power 4- Effective
16 Oxford County Purchasing power 4- Effective
17 Bayham Automatic Aid Fire Protection Agreement 4 -Effective
18 Oxford County Reservoir Tower Land Lease Agreement 4- Effective
19 Aylmer Fire Communications Agreement 4 - Effective
20 Bayham Fire Communications Agreement 4 - Effective
21 Central Elgin Fire Communications Agreement 4 - Effective
22 Dutton/Dunwich Fire Communications Agreement 2- Needs
Improvement
23 Malahide Fire Communications Agreement 4 - Effective
24 Southwold Fire Communications Agreement 4 - Effective
25 West Elgin Fire Communications Agreement 4 - Effective
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26 Chippewa’s Fire Communications Agreement 2 - Needs
Improvement
27 Ingersoll Fire Communications Agreement 4 - Effective
28 Kincardine Fire Communications Agreement 4 - Effective
29 Huron-Kinloss Fire Communications Agreement 4 - Effective
30 Walkerton Fire Communications Agreement 3 - Satisfactory
31 Elmwood Fire Communications Agreement 3 - Satisfactory
32 Central Elgin Fire Communications Agreement 4- Effective
33 South Huron Fire Communications Agreement 4 - Effective
34 Orangeville Fire Communications Agreement 2 - Needs Improvement
35 Mulmur Melachton Fire Communications Agreement 4 - Effective
36 Grand Valley Fire Communications Agreement 4 - Effective
37 Shelburne Fire Communications Agreement 4 - Effective
38 Welland Fire Communications Agreement 4 - Effective
39 Fort Erie Fire Communications Agreement 4 - Effective
40 Norwich (Rural Fire Services Oxford) Reservoir Radio Tower User Agreement 4 - Effective
41 Elgin County Fire Mutual Aid Agreement Partner 3 - Satisfactory
42 Oxford County Fire Mutual Aid Agreement Partner 3 - Satisfactory
43 Norfolk County Fire Mutual Aid Agreement Partner 3 - Satisfactory
44 Oxford Connection County wide Econ Dev’t coordination 4 - Effective
45 Southwestern Ontario marketing Alliance
Regional investment attraction 2 – Needs Improvement
46 South Central
Ontario Region
Capacity and infrastructure development 3- Satisfactory
47 Western Ontario Wardens Caucus Province wide Econ Dev’t coodination 3- Satisfactory
Page 109 of 358
Page 1 of 2
Subject: Appendix A – Personnel Policy Rates
Report Number: CS 22-13
Department: Corporate Services Department
Submitted by: Director of Corporate Services
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT the revised Appendix A of the Personnel Policy entitled “Personnel Policy Rates”
be approved, effective August 1, 2022.
BACKGROUND
Appendix A of the Personnel Policy includes rates for mileage and for meals. With the
mileage rate in the Council Policy being updated, staff wanted to ensure that the
wording was consistent for both mileage and meals.
DISCUSSION
It is suggested that the following be inserted under the reference to the mileage rate:
“Reimbursed at the Canada Revenue Agency’s Automobile per-kilometre
allowance rate posted for the year.”
This is consistent with the wording suggested to be used for the Council expense policy
as well.
Currently, there is a provision for a meal per diem and although the rates are fairly
competitive, it is suggested that a per diem no longer apply and instead that a
reimbursement amount be permitted with receipts to be provided. There is the issue of
meal prices being inconsistent across the Province. While breakfast at $20 is
reasonable in southern Ontario, it is more expensive in the Greater Toronto Area (GTA).
Instead of determining different values based on geography, some municipalities allow
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CS 22-13
Page 2 of 2
some flexibility and allow an upwards daily limit on meals. Staff is suggesting that the
following wording be inserted into the Meal Reimbursement section:
“Staff will be allowed $100 maximum meal reimbursement per day while attending
a municipal business function (conference, full day training session). Alcoholic
beverages are not eligible for re-imbursement. Receipts must be provided.”
No changes are being suggested for On Call Compensation at this time.
CONSULTATION
Management Team
FINANCIAL IMPACT/FUNDING SOURCE
N/A
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal - The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – N/A
Priority Projects – N/A
ATTACHMENTS
1. Current Appendix A
2. Proposed Appendix A
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Page 1 of 3
Subject: Committee Chairs/Liaison Meeting
Report Number: CS 22-21
Department: Corporate Services Department
Submitted by: Director of Corporate Services
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT the Committee Liaison/Chair meeting report be received for information; and
THAT staff be directed to take the appropriate steps to make amendments to the
procedural by-law to be considered at a future meeting.
BACKGROUND
The Clerk’s department facilitated a meeting of committee liaisons and chairs which was
held on June 6, 2022 in the Council Chambers.
DISCUSSION
Topics on the agenda included a review of the terms of reference/mandate, electronic
and in person meetings, training for committee members, Code of Conduct/committee
application and interview process, communication amongst all committees and
recognition opportunities to thank committee members.
As part of the Clerk’s business plan to review the current committees, each of the
Chairs was asked to review the current terms of reference and or mandate and to
provide the staff with any suggested changes. Comments and suggestions will be
collected over the summer months.
Training of committee members – especially AODA training was discussed and the
Clerk’s team noted that comprehensive training is being planned in conjunction with the
Council and Committee Orientation program to occur following the municipal election in
the fall.
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CS -22-21
Page 2 of 3
Some committee Chairs suggested that interviews be conducted in conjunction with the
application process for new committee members.
The Clerk’s team thanked the Chairs for their hard work and their patience during
COVID and appreciation events were discussed. A “thank you” breakfast was proposed
by staff but some members suggested that something more formal like a dinner with
members of staff and Council would be appreciated while other members noted that no
recognition is required. As part of the Corporate Services business plan, a thank you
breakfast has been budgeted for in 2022.
There was lots of good discussion around electronic and in-person meetings. While the
Chairs noted it is more challenging to Chair an electronic meeting, it was noted that
hybrid meetings are here to stay as it provides flexibility for members to join.
Currently electronic meeting participation is only permitted during a Health Emergency
or a pandemic. In keeping with the recently adopted notice of motion by Council
regarding hybrid meetings, staff would like to suggest the following amendment/addition
to the procedural by-law:
“Electronic Participation at Meetings
a. A member may participate in a meeting via teleconferencing or other electronic
means that has been tested for reliability and can be muted to block background
noise, subject to:
i. the member is unable to travel to the meeting; or
ii. the member’s health.
b. The chair may direct that the connection be terminated if the
councillor/member cannot be clearly understood, or if a poor connection or
background noise is deemed to be disruptive to the meeting.
c. If a technical problem prevents or interrupts a member’s electronic
participation in a meeting, the minutes shall reflect the time at which the member
ceased to participate in the meeting by reason of the technical problem. If such
technical problem is later resolved and the member rejoins the meeting by
electronic means without a vote on a motion having taken place during the
interruption in the member’s participation, the minutes shall reflect the time at
which the member rejoined the meeting.
d. If electronic communication is interrupted during a meeting and remains
interrupted while a vote on a motion is taken, the member affected is deemed to
have left the meeting prior to the vote and shall not be permitted to rejoin the
meeting, either electronically or in person.
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CS -22-21
Page 3 of 3
e. Invited delegates may participate in meetings electronically.”
Staff feels that this change in the procedural by-law will better position the Town to
continue with hybrid meetings even after the pandemic is over. There are provisions
needed to be followed to make changes to the procedural by-law and staff will ensure to
follow the notice requirements if Council directs staff to make this amendment.
It should be noted that there are other housekeeping changes that Clerks would like to
include such as setting the date of the Inaugural Council meeting with the change of the
election occurring sooner in the year (ie October vs November).
CONSULTATION
Committee Chairs
FINANCIAL IMPACT/FUNDING SOURCE
No financial impact, as costs to host hybrid meetings already included in the budget.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal - The Town of Tillsonburg will strive for excellence and accountability in government,
providing effective and efficient services, information and opportunities to shape municipal
initiatives.
Strategic Directions – Engage community groups, including advisory committees and
service organizations, in shaping municipal initiatives.
Priority Projects – Volunteer Recognition Program
ATTACHMENTS - none
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Page 1 of 3
Subject: 2022 Q2 COVID-19 Impact Report
Report Number: FIN 22-22
Department: Finance Department
Submitted by: Renato Pullia, Interim Director of Finance/Treasurer
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Report FIN 22-22 2022 Q2 Covid-19 Impact Report be received as information.
BACKGROUND
During budget deliberations, Council discussed Covid-19 and its impact in relation to the
draft 2022 budget. Subsequently, at its regular meeting on January 27, 2022, Council
passed the following resolution:
Resolution # 2022-037
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT staff provide Council with a quarterly report which provides a financial
update pertaining to expenses, income and losses in revenue due to COVID with
a breakdown for each department.
Carried
DISCUSSION
Similar to the Q1 report, to assess the impact of COVID-19 mitigation measures across
Town operations, we compare the 2022 actuals to the 2020 actuals to assess
differences in activity levels. This methodology is in line with the process in which to
measure the impact of COVID-19 on transit ridership revenues, the Ministry of
Transportation (MTO) looked to the difference in actual revenues received in 2021
against the revenues budgeted for 2020, as that budget would have been developed in
late 2019 and represents pre-COVID activity levels.
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FIN 22-22
Page 2 of 3
Staff have previously reported that the 2021 budget had reflected an approximate
$715,759 COVID-19 impact by way of 6 months of reduced revenues (less recreational
admission fees, fewer memberships, reduced attendance at seasonal programs, fewer
transit riders, etc.) and increased expenditures (masks, cleaning supplies and contractor
costs, etc.). During 2022 budget deliberations, staff noted that the revenues and
expenses impacted by COVID-19 in 2021 were anticipated to be similarly impacted for 6
months in 2022, given the then continuation of COVID-19 measures.
Appendix A includes Q2 actuals for 2020, 2021 and 2022 for the departments of
Corporate Services, Finance, Fire, Operations (separate Building & By-law), Recreation,
Culture & Parks (RCP), and Economic Development & Marketing.
While expenditures overall stayed consistent with general budget increases, as noted in
prior reports, the impact of COVID-19 measures was felt mostly in user fees. Thus
below is a summary of the differences, as shown in the Appendix A financials, in the
departments with the most direct user charges:
While overall there are increases for 2022 vs 2020 across the board, the fluctuations
vary. In RCP, due to the lockdown measures and resultant reduction in programs
delivered, the revenues dip significantly in 2021 but are resurging in 2022. In Corporate
Services, in 2021 there were vaccine clinic revenues of $83K, but only $1.6K in 2022.
Also in part due to COVID-19’s impact on the housing market, permit fees in Building &
By-law doubled from 2020 to 2021, and while still higher than 2020, 2022 is trending
lower than 2021.
Other expenditures in terms of supplies, masks, etc. tracked specific to COVID-19,
showed Q2 2021 costs of $11,195 (Q1 $11,346) and significantly lower Q2 2022 costs
of $229 (Q1 $5,427). Earlier this year, MTO also released Phase 3 Supplementary
funding to the Town of $2,406. This is to support the Town’s eligible COVID-19
municipal transit pressures and costs related to transit initiatives from January 1, 2022
to January 31, 2022.
User Charges by Department
Q2 Results
2020 2021 2022 2022 vs 2020
Q2 Actuals Q2 Actuals Q2 Actuals Difference
Corporate Services 146,223 233,381 169,942 23,719
Operations & Devlpmt 980,983 1,010,958 1,146,218 165,235
Building & By-law 401,112 860,063 729,575 328,463
Recreation, Culture & Parks 412,479 253,468 544,705 132,226
1,940,797 2,357,870 2,590,440 649,643
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FIN 22-22
Page 3 of 3
FINANCIAL IMPACT/FUNDING SOURCE
Most of the Provincial funding received over the last two years, including $49K net for
the vaccine clinic, $92K Safe Restart funding, $295K Recovery funding, and Safe
Restart Transit funding of $8K, have offset some of the impacts of reduced revenues,
and provided favourable support for the 2021 year end financials.
Barring any further COVID-19 measures being re-instituted that would impact user fee
activity, we are seeing a continuing trend of increased revenues from user fees.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – N/A
Priority Project – N/A
ATTACHMENTS
1. Appendix A – Departmental 2020 to 2022 Q2 Actuals Comparison
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2020 2021 2022 2022 vs 2020
Q2 Actuals Q2 Actuals Q2 Actuals Difference
Revenues
Grants 396,025 (396,025)
User Charges
3300 Misc Rev 3,917 96,628 16,726 12,809
3400 Permit Fees 2,980 2,780 4,180 1,200
3410 Licence Fees 11,067 7,388 21,256 10,189
3420 Cert Rev 9,630 435 580 (9,050)
3500 Rent Rev 118,359 125,850 125,850 7,491
3505 Merch Rev 270 300 1,350 1,080
Total User Charges 146,223 233,381 169,942 23,719
Other Revenue 51,523 (51,523)
Contribution from Reserves 90,310 10,709 (90,310)
Total Revenues 684,081 244,090 169,942 (514,139)
Expenditures
Labour 943,718 636,388 617,235 326,483
Purchases 356,512 315,024 268,529 87,983
Contracted Services 265,642 236,251 260,998 4,644
Contribution to Reserves 229,798 229,798
Interfunctional Adjustments (436,481)(334,384)(390,603)(45,878)
Debt Principal & Interest 1,346 15,678 15,477 (14,131)
Total Expenditures 1,360,535 868,957 771,636 588,899
Total Net Levy 676,454 624,867 601,694 74,760
Page 122 of 358
2020 2021 2022 2022 vs 2020
Q2 Actuals Q2 Actuals Q2 Actuals Difference
Revenues
Grants 664,383 556,140 556,140
User Charges 14,330 13,474 13,474
Other Revenue 37,411 32,503 32,503
Contribution from Reserves 195,388 1,006,929 1,006,929
Total Revenues 911,512 1,609,046 1,609,046
Expenditures
Labour 343,212 373,032 373,032
Purchases 21,383 25,338 25,338
Contracted Services (20,311)(29,988)(29,988)
Contribution to Reserves 320,091 1,253,922 1,253,922
Interfunctional Adjustments (99,558)(113,592)(113,592)
Total Expenditures 564,817 1,508,712 1,508,712
Total Net Levy (346,695)(100,334)100,334
Page 123 of 358
2020 2021 2022 2022 vs 2020
Q2 Actuals Q2 Actuals Q2 Actuals Difference
Revenues
Grants 8,500 55,561 55,561
User Charges
3300 Misc Rev 6,869 5,547 5,702 (1,167)
3360 Programs 94,742 298,513 337,224 242,482
3430 Inspections 4,028 698 3,663 (365)
3500 Rent Rev (311)311
Total User Charges 105,328 304,758 346,589 241,261
Total Revenues 105,328 313,258 402,150 296,822
Expenditures
Labour 546,554 554,207 636,173 (89,619)
Purchases 81,704 56,714 106,618 (24,914)
Contracted Services 53,262 117,233 65,750 (12,488)
Contribution to Reserves 45,000 45,000
Interfunctional Adjustments 146,364 148,317 162,498 (16,134)
Debt Principal & Interest 24,706 35,001 46,037 (21,331)
Total Expenditures 897,590 911,472 1,017,076 (119,486)
Total Net Levy 792,262 598,214 614,926 177,336
Page 124 of 358
2020 2021 2022 2022 vs 2020
Q2 Actuals Q2 Actuals Q2 Actuals Difference
Revenues
Levy, PILS 53,556 69,646 72,283 18,727
Grants 131,240 100,244 100,244
User Charges 0
3300 Misc Rev 6,251 14,242 32,718 26,467
3310 Fares 5,640 6,835 8,853 3,213
3420 Cert Rev 1,350 2,100 1,845 495
3430 Inspections 9,700 175 (9,700)
3440 Site Plan Review 2,900 8,052 8,085 5,185
3450 Subdivision Review 100 3,150 10,370 10,270
3500 Rent Rev 881,268 891,065 922,702 41,434
3505 Merch Rev 73,774 85,339 161,645 87,871
Total User Charges 980,983 1,010,958 1,146,218 165,235
Other Revenue 2 (2)
Contribution from Reserves
Total Revenues 1,034,541 1,211,844 1,318,745 284,204
Expenditures
Labour 1,117,197 1,144,310 1,194,176 (76,979)
Purchases 595,540 701,343 764,917 (169,377)
Contracted Services 185,641 252,434 327,896 (142,255)
Contribution to Reserves
Interfunctional Adjustments 307,977 225,894 241,956 66,021
Debt Principal & Interest 507,912 514,926 533,721 (25,809)
Total Expenditures 2,714,267 2,838,907 3,062,666 (348,399)
Total Net Levy 1,679,726 1,627,063 1,743,921 64,195
Page 125 of 358
2020 2021 2022 2022 vs 2020
Q2 Actuals Q2 Actuals Q2 Actuals Difference
Revenues
User Charges
3300 Misc Rev 29,347 41,883 42,059 12,712
3400 Permit Fees 323,594 768,553 648,152 324,558
3405 Forfeited Building Deposits 8,300 2,500 4,000 (4,300)
3406 Forfeited Design Criteria 500 (500)
3410 Licence Fees 36,021 43,787 32,199 (3,822)
3420 Cert Rev 3,350 3,340 3,165 (185)
Total User Charges 401,112 860,063 729,575 328,463
Total Revenues 401,112 860,063 729,575 328,463
Expenditures
Labour 314,288 344,336 380,565 (66,277)
Purchases 40,795 50,266 38,706 2,089
Contracted Services 2,806 2,402 40,010 (37,204)
Contribution to Reserves
Interfunctional Adjustments 31,050 59,256 69,900 (38,850)
Total Expenditures 388,939 456,260 529,181 (140,242)
Total Net Levy (12,173)(403,803)(200,394)188,221
Page 126 of 358
2020 2021 2022 2022 vs 2020
Actuals Actuals YTD Actuals Difference
Revenues
Grants 46,350 41,053 24,390 (21,960)
User Charges
3300 Misc Rev 1,241 9,413 12,517 11,276
3305 Admissions 9,152 4,532 15,406 6,254
3310 Fares 34,373 407 (33,966)
3315 Memberships 48,502 13,239 48,615 113
3320 Seasonal Rev 42,552 11,307 (42,552)
3321 Niche Sales Rev 4,505 45,360 24,990 20,485
3322 Plot Sales Rev 2,940 6,615 12,360 9,420
3323 Services Rev 21,989 22,812 36,280 14,291
3324 Foundation Rev 1,948 11,987 256 (1,692)
3325 Sports Fields Fees 463 17,713 17,250
3330 Youth Program Fees 45,624 7,189 100,843 55,219
3335 Adult Program Fees 14,637 7,885 8,621 (6,016)
3340 Summer Programs (650)140 12,182 12,832
3350 Minor Hockey 60,269 6,138 (60,269)
3355 Figure Skating 16,500 9,903 (16,500)
3360 Programs 10,841 8,797 84,967 74,126
3375 F.A.R.E. Subsidy 5,791 21,575 2,768 (3,023)
3500 Rent Rev 87,288 65,793 164,854 77,566
3505 Merch Rev 99 22 1,533 1,434
3510 Concession Sales 3,290 777 81 (3,209)
3515 Vending Machines 1,139 312 (827)
3710 Prepaid on Account (14)(16)14
Total User Charges 412,479 253,468 544,705 132,226
Other Revenue 39,347 20,511 27,119 (12,228)
Specified Revenue 2,077 1,709 4,066 1,989
Contribution from Reserves 30,300
Total Revenues 500,253 347,041 600,280 100,027
Expenditures
Labour 1,304,187 1,221,393 1,353,966 (49,779)
Purchases 471,514 535,851 504,609 (33,095)
Contracted Services 235,270 188,482 239,397 (4,127)
Contribution to Reserves 2,855 7,689 6,249 (3,394)
Interfunctional Adjustments 208,650 218,394 232,630 (23,980)
Debt Principal & Interest 361,816 352,244 353,848 7,968
Total Expenditures 2,584,292 2,524,053 2,690,699 (106,407)
Total Net Levy 2,084,039 2,177,012 2,090,419 6,380
Page 127 of 358
2020 2021 2022 2022 vs 2020
Actuals Actuals YTD Actuals Difference
Revenues
Grants 5,000 4,000 23,598 18,598
User Charges 0
3300 Misc Rev (649)38,000 19,000 19,649
3500 Rent Rev 17,625 24,450 24,450 6,825
Total User Charges 16,976 62,450 43,450 26,474
Contribution from Reserves 65,000 (65,000)
Total Revenues 86,976 66,450 67,048 (19,928)
Expenditures
Labour 125,676 93,738 94,211 31,465
Purchases 97,154 87,928 82,279 14,875
Contracted Services 71,781 3,177 947 70,834
Contribution to Reserves 38,000 19,000 (19,000)
Interfunctional Adjustments (7,548)(7,098)(7,950)402
Debt Principal & Interest 79,577 42,624 42,242 37,335
Total Expenditures 366,640 258,369 230,729 135,911
Total Net Levy 279,664 191,919 163,681 155,839
Page 128 of 358
Page 1 of 5
Subject: School Crossing Guard Program Policy
Report Number: OPD 22-27
Department: Operations and Development Department
Submitted by: Geno Vanhaelewyn, Chief Building Official
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Policy 2-012 - School Crossing Guard Program to regulate crossing guard
placement and warrants in the Town of Tillsonburg be brought forward for Council
consideration.
AND THAT Council approves to eliminate the school crossing guard at Quarter Town
Line/North Street West based on low average numbers and recent implementation of
the 4-way stop.
AND THAT Council approves to eliminate the school crossing guard at Maple Lane
based on low average numbers and the closure of Maple Lane Public School.
AND THAT Council approves the implementation of a new school crossing guard at
Frances Street based on high counts, risk/exposure of through street/mid-block crossing
and activity.
BACKGROUND
The Town of Tillsonburg provides six controlled school crossings for children within the
community to ensure safe travel to and from school. The Town’s current School
Crossing Guard Program does not have a specific policy in place to regulate the
placement/deployment of guards. In completing some internal historical research it was
found that some of the existing guards were deployed by the Town’s Police Community
Service Officer and most recently though the site plan review process for the creation of
Westfield Public School and the deletion of Rolph Street Public School.
In its current state, the School Crossing Guard Program has recently presented
challenges with respect to warrant triggers, efficient service standards and staffing
hurdles which has prompted a comprehensive review of the program.
Page 129 of 358
OPD 22-27 – School Crossing Guard Program Policy
Page 2 of 5
DISCUSSION
Municipalities in Ontario have been resourcing the 2017 OTC School Crossing Guard
Guide (attached), a technical guide developed by the Ontario Traffic Council that has
provided standardization based on a wide range of pedestrian crossovers. This guide
provides a technical approach including a broad range of best practices to determine
whether or not a school crossing guard should be provided at a specific location.
The OTC School Crossing Guard Guide sets out a minimum of 40 students during
the school peak periods as an established threshold for a warrant study to be
initiated. Also, student totals only include children from Kindergarten to Grade 5.
In May of 2022, By-Law staff completed site inspections of the current Town guarded
locations and collected specific data during typical school days. Information, statistics
and recommendations that follow in the report have been complied in the map and
table below.
Map of Existing & Proposed Crossings
Page 130 of 358
OPD 22-27 – School Crossing Guard Program Policy
Page 3 of 5
May 2022 Site Inspection Statistics
LOCATION AVERAGE
NUMBER
OF
CHILDREN
(AM)
AVERAGE
NUMBER
OF
CHILDREN
(PM)
TOTAL
AVERAGE
(AM & PM)
POSTED
SPEED
TYPE OF
CROSSING
SCHOOLS
AFFECTED
QUARTERTOWN
LINE AT
WESTFIELD 61 67 64 40
PEDESTRIAN
CROSSOVER
WITH LIGHTS
(PXO)
WESTFIELD
PUBLIC
QUARTERTOWN
LINE AT
CONCESSION ST
W
21 24 23 50 4-WAY STOP
WESTFIELD
PUBLIC
QUARTERTOWN
LINE AT NORTH
ST W
(REMOVE)
3 3 3 50 4-WAY STOP
MONSIGNOR
J.H O’NEIL
CATHOLIC
&
SOUTH RIDGE
PUBLIC
QUARTERTOWN
LINE AT
SOUTHRIDGE 35 45 40 40
PEDESTRIAN
CROSSOVER
WITH LIGHTS
(PXO)
SOUTH RIDGE
PUBLIC
TILLSON
AVENUE 20 16 18 40 THROUGH
STREET
ANNANDALE
PUBLIC
MAPLE LANE
(REMOVE)
4 4 4 40 THROUGH
STREET
ANNANDALE
PUBLIC
FRANCES
STREET
(NEW
PROPOSED
LOCATION)
65 86 76 40 THROUGH
STREET
ST. JOSEPH’S
CATHOLIC
- In the above table the school guard crossings in red are proposed to be removed
and blue is proposed to be added.
In review/analysis of the OTC School Crossing Guard Guide, information/statistics
above and taking into account the size and needs of the community, staff
recommends that the following be implemented prior to the September 2022 school
year:
- implement a School Crossing Guard Policy with a reduced minimum
threshold of 18 students versus 40 to initiate a warrant study subject to the
OTC School Crossing Guard Guide.
- eliminate the school crossing guard at Quarter Town Line/North Street West
based on low average numbers and recent implementation of the 4-way stop.
- eliminate the school crossing guard at Maple Lane based on low average
Page 131 of 358
OPD 22-27 – School Crossing Guard Program Policy
Page 4 of 5
numbers and the closure of Maple Lane Public School.
- implement a new school crossing guard at Frances Street based on high
counts, risk/exposure of through street/mid-block crossing and activity at St.
Joseph’s Catholic.
CONSULTATION
Staff attended the Ontario Traffic Council Warrant Study presentations, collected specific
traffic data and consulted with neighboring municipalities. Staff also communicated with
the elementary schools on the specific recommendations to eliminate and add guards as
proposed without concerns.
Upon approval, staff will communicate and work with the elementary schools to ensure
the updated information is provided to residents/parents.
FINANCIAL IMPACT/FUNDING SOURCE
Funding approved in the 2022 Building and Protection budget.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – N/A
Priority Project – N/A
Page 132 of 358
OPD 22-27 – School Crossing Guard Program Policy
Page 5 of 5
ATTACHMENTS
- Policy 2-012 – School Crossing Guard Program
- Ontario Traffic Council School Crossing Guard Guide (2017)
Page 133 of 358
TOWN OF TILLSONBURG BY-LAW SERVICES
School Crossing Guard Program (SCGP)
Policy Number 2-012
Approval Date 08/08/22 Revision Date
Schedules N/A
Page 1 / 4 School Crossing Guard Program
A. POLICY STATEMENT
This policy contributes to enhancing community well-being by encouraging children’s
active and safe school travel.
B. PURPOSE
The purpose of this policy is to improve the SCGP performance and reduce risk and
liability through:
• Consistent and uniform application of the Ontario Traffic Council (OTC) School
Crossing Guard (SCG) Guide with established criteria for evaluating controlled and
uncontrolled locations for SCGs;
• Development of processes for the assessment, deployment or reallocation of
SCG’s based on warrant studies and where (SCG) are most essential and;
• Standardization of administrative practices; hiring, orientation, training and
development, supervision and inspections in accordance with Ontario Health &
Safety Act (OHSA) requirements and OTC SCG Guide.
C. SCOPE
The SCGP policy assists staff to determine the most appropriate location for a SCG and
where it is most needed.
D. POLICY
Definitions:
Controlled Crossing Location: Locations with stop signs, a pedestrian crossover
(PXO), intersection pedestrian signals (IPS), mid-block pedestrian signals (MPS)
or full traffic control signals (TCS). At controlled crossings, vehicles must obey the
respective Highway Traffic Act (HTA) regulations for each type of control. A school
Page 134 of 358
TOWN OF TILLSONBURG BY-LAW SERVICES
School Crossing Guard Program (SCGP)
Policy Number 2-012
Page 2 / 4 School Crossing Guard Program
crossing in the absence of stop signs, Intersection Pedestrian Signal (IPS), Pedestrian
Crossover (PXO), Midblock Pedestrian Signal (MPS) or Traffic Control Signal (TCS) is
considered a controlled crossing only when the crossing is being supervised by a SCG.
Eligible School: A school is eligible for a SCG if elementary school children (age 5 to 10)
attend, whether private or public.
Exposure Index (EI): A warrant methodology that examines the level of interaction and
conflict between vehicular and student pedestrian volumes. The Exposure Index method
generates a graph based on historical trends at existing SCG locations. The graph is then
used as the threshold for future crossing locations where a SCG may be required. The EI
methodology is suitable for controlled crossing facilities that have conflicting movements
between vehicular and student volumes.
Gap Study Method: An objective process that:
(i) uses site observations to establish the safe gap threshold for pedestrians to cross
a roadway, and
(ii) measures the available gaps along the roadway to determine if there are enough
safe gaps. The Gap Study methodology is suitable for uncontrolled crossing
locations.
Highway Traffic Act (HTA): Means the Highway Traffic Act, R.S.O. 1990, c. H.8, as
amended.
Ontario Traffic Council (OTC): Provides guidelines to address practices and procedures
for SCG operations.
School Crossing Guard (SCG): A person employed by the Town of Tillsonburg who is
directing the movement of persons (as defined in the HTA) across a highway (HTA term
for any road) by creating necessary gaps in vehicular traffic to provide safe passage at a
designated school crossing location.
Uncontrolled Crossing Location: Locations where pedestrians do not have the right-of-way
and must wait for a safe gap in traffic prior to attempting to enter the roadway. Examples
of uncontrolled locations are:
Page 135 of 358
TOWN OF TILLSONBURG BY-LAW SERVICES
School Crossing Guard Program (SCGP)
Policy Number 2-012
Page 3 / 4 School Crossing Guard Program
1. Mid-Block Crossings (in the absence of Mid-Block Pedestrian Signal (MPS) or
Pedestrian Crossover (PXO).
2. Designated School Crossing (in the absence of a SCG and without other forms of
control such as Traffic Control Signal (TCS), Intersection Pedestrian Signal (IPS),
Midblock Pedestrian Signal (MPS), Pedestrian Crossover (PXO), stop signs or Yield
signs).
3. Marked Crossing (at an intersection in the absence of Stop or Yield signs).
4. Roundabouts.
Warrant: A consistent and uniform approach to the implementation of school crossing locations.
It is used to determine where SCG’s are needed, warrants are set by the OTC SCG Guide.
Responsibility
Directors/Managers/Supervisors are responsible for:
the management, administration and promotion of the SCGP in accordance with the
mandate given by the OTC School Crossing Guard Guide and HTA regulations;
and, in accordance with the SCG policy, to ensure the active and safe travel of children to
and from school.
Employees are responsible for:
escorting school children across the roadway safely at designated school crossing
locations, in accordance with: The Ontario Highway Traffic Act, the Occupational Health
and Safety Act, and the Town of Tillsonburg Crossing Guard Guidelines and Procedures.
Minimum Student Crossing Volume
To establish a consistent method of evaluation, the minimum number of students crossing during
the school peak periods shall be 18 students. Counts will be reviewed on an annual basis, if a
request for a SCG has been made to the Town, or a change has occurred at a school effecting
the crossing location.
If the student crossing volumes do not meet the minimum threshold, a warrant study will not be
conducted and the Town will consider alternative solutions as outlined in the OTC SCG Guide to
improve the safety of student crossings.
Page 136 of 358
TOWN OF TILLSONBURG BY-LAW SERVICES
School Crossing Guard Program (SCGP)
Policy Number 2-012
Page 4 / 4 School Crossing Guard Program
Warrants and Annual Reviews
Warrants for SCG’s must be administered in accordance with the criteria and guidelines set out
in the OTC SCG Guide. If the necessary traffic studies, including but not limited to the Exposure
Index and Gap Study Method, determine a warrant has been met, and the minimum student
threshold has been met, a SCG will be implemented at the discretion of the Town.
Existing SCG locations, currently warranted or not, will remain in place until such time as the
locations are due to be reassessed.
SCG locations will be studied to determine warrant of the SCG location at the implementation of
this policy and for the subsequent school year. Locations may also be reviewed based on
request.
SCG locations not meeting warrant will be subject to the SCG removal and/or reallocation
process. Warrant criteria set out in the OTC SCG Guide must be verified prior to the removal or
reallocation of SCG’s.
Removal or reallocation of a SCG will be implemented based on criteria outlined in this policy
and is subject to Council approval.
Communications
The SCG Supervisor will ensure all affected Town employees, residents, and eligible schools
are advised via written communication and/or meetings on any intention to implement, not
implement, remove or reallocate SCGs, as well as any changes impacting the SCGP, operating
procedures and policies set out herein.
Reference Materials:
Ontario Traffic Council School Crossing Guard Guide
Highway Traffic Act (HTA) R.S.O. 1990, c.H.8
Occupational Health and Safety Act (OHSA)
Page 137 of 358
School Crossing Guard Guide
May 2017
Page 138 of 358
B
Table of Contents
1.0 FOREWORD...........................................................................................................1
2.0 INTRODUCTION .....................................................................................................3
2.1 Background ...............................................................................................3
2.2 Intent of the Guide .....................................................................................3
2.3 Contents of the Guide ................................................................................3
3.0 BACKGROUND INFORMATION ...........................................................................5
3.1 Legislative Authority...................................................................................5
3.2 Role of the School Crossing Guard ...............................................................5
3.3 Definition of a School Crossing ....................................................................5
3.4 Definition of Terms ....................................................................................5
3.5 Urban versus Rural School Crossing Locations .............................................13
3.6 New versus Existing School Site ................................................................13
3.7 Alternative Solutions other than Crossing Guards .........................................13
4.0 SITE INSPECTION ...........................................................................................16
4.1 Who .......................................................................................................16
4.2 Why .......................................................................................................16
4.3 What ......................................................................................................16
4.4 Where ....................................................................................................17
4.5 When .....................................................................................................17
4.6 How .......................................................................................................18
5.0 SCHOOL CROSSING GUARD WARRANT METHODOLOGIES ................................19
5.1 Context ..................................................................................................19
5.2 Exposure Index Method ............................................................................19
5.3 Gap Study Method ...................................................................................20
5.4 Other Factors ..........................................................................................21
6.0 SCHOOL CROSSING GUARD WARRANT AT SIGNALIZED INTERSECTIONS ...........22
6.1 Context ..................................................................................................22
6.2 Data Collection ........................................................................................22
6.3 Warrant Method ......................................................................................23
6.3.1 Exposure Index ....................................................................................................23
6.3.2 Developing an Exposure Index ............................................................................23
OTC School Crossing Guard Guide ∙ May 2017
Page 139 of 358
COTC School Crossing Guard Guide ∙ May 2017
6.3.3 Using the Exposure Index for Warrants ...............................................................26
6.3.4 Other Factors .......................................................................................................27
6.4 Signage and Pavement Markings ................................................................27
7.0 SCHOOL CROSSING GUARD WARRANT AT
ALL WAY STOP-CONTROLLED INTERSECTIONS ...................................................28
7.1 Context ..................................................................................................28
7.2 Data Collection ........................................................................................28
7.3 Warrant Method ......................................................................................29
7.3.1 Exposure Index ....................................................................................................29
7.3.2 Developing an Exposure Index ............................................................................29
7.3.3 Using the Exposure Index for Warrants ...............................................................32
7.3.4 Other Factors .......................................................................................................33
7.4 Signage and Pavement Marking Applications ...............................................33
8.0 SCHOOL CROSSING GUARD WARRANT AT
MINOR STREET STOP-CONTROLLED INTERSECTIONS ........................................35
8.1 Context ..................................................................................................35
8.2 Data Collection ........................................................................................36
8.3 Exposure Index Method ............................................................................36
8.3.1 Developing an Exposure Index ............................................................................36
8.3.2 Using the Exposure Index for Warrants ...............................................................38
8.4 Gap Study Method ...................................................................................39
8.4.1 Phase 1: Safe Gap Time .......................................................................................39
8.4.2 Phase 2: Gap Surveys and Analyses ....................................................................40
8.5 Other Factors ..........................................................................................40
8.6 Signage and Pavement Marking Applications ...............................................41
9.0 SCHOOL CROSSING GUARD WARRANT AT PEDESTRIAN SIGNALS ....................43
9.1 Context ..................................................................................................43
9.2 Data Collection ........................................................................................43
9.3 Warrant Method ......................................................................................44
9.3.1 Exposure Index Method ......................................................................................44
9.3.2 Developing an Exposure Index ............................................................................44
9.3.3 Using the Exposure Index for Warrants ...............................................................46
9.3.4 Other Factors .......................................................................................................46
Page 140 of 358
D
9.4 Signage and Pavement Marking Applications ...............................................47
10.0 SCHOOL CROSSING GUARD WARRANTS AT PEDESTRIAN CROSSOVERS ...........48
10.1 Context ..................................................................................................48
10.2 Data Collection ........................................................................................51
10.3 Warrant Method ......................................................................................51
10.3.1 Exposure Index ....................................................................................................51
10.3.2 Developing an Exposure Index ............................................................................52
10.3.3 Using the Exposure Index for Warrants ...............................................................53
10.3.4 Other Factors .......................................................................................................53
10.4 Signage and Pavement Markings ................................................................54
11.0 SCHOOL CROSSING GUARD WARRANTS AT MID-BLOCK LOCATIONS ................55
11.1 Context ..................................................................................................55
11.2 Gap Study Method ................................................................................. 55
11.2.1 Phase 1: Safe Gap Time .......................................................................................55
11.2.2 Phase 2: Gap Survey and Analyses .....................................................................56
11.2.3 Other Factors .......................................................................................................57
11.3 Signage and Pavement Marking Applications ...............................................58
12.0 SCHOOL CROSSING GUARDS AT ROUNDABOUTS ............................................62
12.1 Context ..................................................................................................62
12.2 Best Practice Findings ..............................................................................62
12.3 Warrant Methods .....................................................................................63
12.4 Next Steps ..............................................................................................64
12.5 Signage and Pavement Marking Applications ...............................................65
13.0 REMOVAL OF A SCHOOL CROSSING GUARD ...................................................66
13.1 Context ..................................................................................................66
13.2 Method ...................................................................................................66
13.2.1 Site Inspection .....................................................................................................66
13.2.2 Data Collection and Removal Warrant..................................................................67
13.2.3 Next Steps ...........................................................................................................67
14.0 HUMAN RESOURCES ......................................................................................69
14.1 Hiring a School Crossing Guard ..................................................................69
14.1.1 Recruitment .........................................................................................................70
14.2 Duties of a School Crossing Guard Supervisor .............................................70
14.3 School Crossing Guard Standard Equipment ................................................71
14.4 Training ..................................................................................................73
OTC School Crossing Guard Guide ∙ May 2017
Page 141 of 358
EOTC School Crossing Guard Guide ∙ May 2017
14.5 Crossing Guard Positioning at a Crossing ....................................................74
14.6 Incident Response ....................................................................................75
14.6.1 Near Miss or Disobedience of the Crossing Guard by a Driver ...........................75
14.6.2 Disobedience of the Crossing Guard by a Student ..............................................76
14.6.3 Vehicle Collision at a Crossing .............................................................................76
14.7 General Practices of School Crossing Guards ...............................................76
15.0 PUBLIC EDUCATION .......................................................................................78
15.1 School Staff ............................................................................................78
15.2 Parents and Students ...............................................................................78
15.3 General Public .........................................................................................78
APPENDIX A: HIGHWAY TRAFFIC ACT INFORMATION
APPENDIX B: SAMPLE SITE INSPECTION FORMS
APPENDIX C: EXPOSURE INDEX METHOD INFORMATION
APPENDIX D: GAP STUDY METHOD INFORMATION
APPENDIX E: SAMPLE GUARD TRAINING AND POSITIONING MANUALS
Page 142 of 358
1OTC School Crossing Guard Guide ∙ May 2017
1.0 FOREWORD
The Ontario Traffic Council (OTC) prepared a School
Crossing Guard Guide (SCGG) in 2006 for use by
municipalities across the province. Since that time,
new guidelines and manuals have been produced,
the Highway Traffic Act has been amended and
new best practices have emerged. Members
of the OTC decided it was time to undertake a
comprehensive update of the SCGG to reflect the
Committee Member Jurisdiction
Violet Skirten Brampton
Christine Hopwood Burlington
Karen Accursi Cambridge
Shannon Noonan Cambridge
Slav Potrykus Clarington
Allister Mcllveen Guelph
Christine Vettor Guelph
Dean McMillan Kitchener
Alexei Chkouro London
Shane Maguire London
Valerie Lister Milton
Heide Schlegl Milton
Daniel Prelipcean Ministry of Transportation Ontario
Sheelagh Duffin Mississauga
Kim Hutton Oakville
Marco D’Angelo Ontario Traffic Council
Kerry-Lynn Mohr Ottawa
Rob Cowie Richmond Hill
Sheldon Koo Toronto
Brett Moore Toronto Police Service
Derrick Martin Toronto Police Service
Margie Chung Vaughan
Wai Lam Tang Vaughan
Dhaval Pandya Whitby
Table 1: School Crossing Guard Guide Committee Members
changes in policy and best practice. Members also
expressed a strong desire to ensure that the SCGG
is easy to understand, justified in its guidance and
straightforward to implement. The names of the
OTC Committee members and the WSP | MMM
Group consulting team that contributed to the
development of the 2017 School Crossing Guard
Guide are provided in Table 1.
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OTC would like to thank the members of the SCGG Committee for their efforts and dedication in creating
this fully updated and revised School Crossing Guard Guide.
The Ministry of Transportation Ontario (MTO) was one of the stakeholders that participated in the
development of the School Crossing Guard Guide. While MTO does not administer school crossing guard
programs on provincial highways, their Traffic Office has reviewed this Guide and views it as a valuable
document to promote school crossing safety and uniformity in the province.
Consultant Team
David Richardson WSP|MMM Group
Brett Sears WSP|MMM Group
Peter Yu WSP|MMM Group
Safiyyah Saleh WSP|MMM Group
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2.0 INTRODUCTION
2.1 Background
Over the years, various programs have been
developed across the Province of Ontario with
respect to the implementation and standardization
of school crossings. In 1992, representatives from
both the Ontario Traffic Council (OTC) and the Ontario
Ministry of Transportation (MTO) collaborated to
prepare a report entitled School Crossing Review
1992. That document was then used as the
springboard from which the OTC produced the 2006
School Crossing Guard Guide (SCGG).
Since that time, new technology has evolved
for crossing locations, such as a wider range of
pedestrian crossovers. In addition, roundabouts
have become more prevalent as a form of
intersection control. New Ontario Traffic Manuals
have been produced and others have been updated.
The Highway Traffic Act has also been amended.
With these changes in mind, members of the OTC
decided to update both the technical content and
the organization of the chapters of the SCGG in
order to provide clear direction, and to make the
Guide easier to use by practitioners.
2.2 Intent of the Guide
The goal of this Guide is to provide a step-by-step
technical approach to determine whether or not
a school crossing guard should be provided at
a specific location. The Guide is organized as a
reference document so that practitioners can turn
to the specific area of interest and find an easy to
understand, straightforward process to develop a
technical recommendation. If the decision is made
to provide a school crossing guard, information is
included on training and equipment, as well as public
education for those who will come into contact with
the guard.
While this Guide covers a broad range of best
practices, no document such as this one can
cover all contingencies or all situations involving a
school crossing guard. Therefore, field experience
and knowledge of application are essential in
deciding what to do in the absence of specific
direction from the Guide itself, and in overriding any
recommendations in this Guide.
The practitioner’s fundamental responsibility is to
exercise good engineering judgment and experience
on technical matters in the best interests of the
public and students. Guidelines are provided in this
Guide to assist in making those judgments, but
they should not be used as a substitute for good
judgment.
Application, operational guidelines and
procedures should be used with judicious
care and proper consideration of the prevailing
circumstances. Reasons for departing from the
recommended guidelines should be documented.
2.3 Contents of the Guide
The 2017 SCGG begins with the Background
Information in Chapter 3, which provides details
on the legislative authority and the role of a school
crossing guard. This information includes the
definition of terms used throughout the Guide, and
addresses issues pertaining to urban versus rural
school sites, new versus existing sites and crossing
solutions other than school crossing guards.
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The Site Inspection chapter describes how to
examine school sites to gather data that will be
used to determine if a location needs a crossing
guard. General information is provided on the
warrant analysis of a crossing location, with the
methodology explained for two ways to determine if
a crossing guard is warranted.
Eight chapters are dedicated to providing warrants
for different crossing facilities. Practitioners can
quickly refer to the chapter that applies to their type
of facility. The types of crossing facilities included in
this Guide are:
•Signalized intersections;
•All way stop-controlled intersections;
•Minor street stop-controlled intersections;
•Intersection and mid-block pedestrian signals;
•Pedestrians crossovers;
•Mid-block locations; and
•Roundabouts.
Once it is determined that a school crossing guard
is warranted, chapters are provided on human
resources needed to staff the location, standard
equipment, training and how to respond to incidents.
The process to follow when considering whether or
not to remove a school crossing guard is provided
in Chapter 13. The removal warrant methodology
has been made clear so that decision makers can be
confident with the recommendation resulting from
the analysis.
Finally, a chapter is provided on public education to
give general guidance on how to inform school staff,
students, parents, guardians and the general public
about the role of a school crossing guard and how to
obey the directions of a guard.
Appendices are included at the end of the Guide to
provide additional detail and examples of some of
the topics addressed in the Guide.
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3.0 BACKGROUND INFORMATION
This chapter provides the context for this Guide
by outlining the Legislative Authority for school
crossings provided by the Highway Traffic Act. It also
defines the role of the school crossing guard and
provides other definitions for commonly used terms
in the Guide. Finally, it addresses the differences
between urban and rural school settings, new and
existing school sites and alternative solutions to
school crossing guards that should be considered.
3.1 Legislative Authority
The Highway Traffic Act (HTA) sets out the rules of
the road in Ontario, including the operation of school
crossings and the role of school crossing guards.
There are several sections that refer to pedestrians
and road crossing regulations. Specific legislation
related to school crossings and the operation of
school crossing guards is found in section 176 of the
HTA and is provided in Appendix A for reference. Of
particular importance is the fact that school crossing
guards can only be assigned if the speed limit is
less than 60 km/h. The references in this Guide are
current as of January 23, 2017. Users of this Guide
should refer to the original statutes for updates.
3.2 Role of the School Crossing Guard
The role of the school crossing guard is to direct and
supervise the movement of persons (as defined in
the HTA) across a highway (the HTA term for any
public road) by creating necessary gaps in vehicular
traffic to provide safe passage at a designated
school crossing location.
3.3 Definition of a School Crossing
A school crossing is a location supervised by a
school crossing guard that has been recommended
through a combination of a site inspection and a
warrant evaluation process. These designated school
crossings are identified by pavement markings and
signage as described in the Ontario Traffic Manual
Books 6 and 11.
3.4 Definition of Terms
There are a number of technical terms used
throughout this Guide, and the key ones are defined
in this section. Some of these terms are common
to other Ontario Traffic Manuals and Guides. In
these cases, the definitions previously used in
existing manuals and guides have been used again
in this School Crossing Guard Guide to maintain
consistency.
AADT: Abbreviation for Annual Average Daily Traffic,
which is the estimated total traffic volume for a
typical day on a particular road segment. AADT data
are commonly used to calculate traffic growth on a
roadway.
All-way stop: An intersection where STOP signs
are installed on all approaches. As per OTM Book
15, vehicles approaching a STOP sign in advance
of a crosswalk are required to stop at the stop bar,
thereby yielding to vehicular traffic and pedestrians
whose arrival preceded theirs before they in turn
proceed.
Approval Authority: The Approval Authority in the
context of this guide is the agency or regulatory body
responsible for carrying out an evaluation process
to make an executive decision or recommendation.
The approval authority can be those appointed to
complete the school crossing guard warrants, and
be responsible for the hiring and training of crossing
guard personnel.
Conflicting vehicular movement: In the context
of this guide, a conflicting vehicular movement is
one that interferes with or compromises the safety
of the crossing of student volumes. The conflicting
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Controlled Crossings Uncontrolled Crossings
•Traffic Control Signals (TCS)
•Intersection Pedestrian Signals (IPS)
•Mid-block Pedestrian Signals (MPS)
•Pedestrian Crossover (PXO)
•Stop sign
•Yield Sign
•School Crossing when a school crossing
guard is supervising
•Mid-block Crossings (in the absence of MPS or PXO)
•Designated School Crossing (in the absence of a
school crossing guard and without other forms of
control such as TCS, IPS, MPS, PXO, Stop signs or
Yield signs)
•Marked Crossing (at an intersection in the absence of
Stop or Yield signs)
•Roundabouts
Exposure Index method: The Exposure Index method is used in the transportation industry as a screening
tool to determine the need for safety-related initiatives. For example, many municipalities use an Exposure
Index as the primary screening tool to evaluate the need for grade separations at railroad crossings by
relating the rail and vehicular volumes. In the context of this guide, the Exposure Index method examines
the level of interaction and conflict between vehicular and student pedestrian volumes. The Exposure Index
method generates a graph based on historical trends at existing crossing guard locations. The graph is then
used as the threshold for future crossing locations where a school crossing guard may be required.
Chapter 3
vehicular movements vary depending on the type of intersection, crossing or control where students are
crossing. The conflicting vehicular movements for each type of intersection and location are outlined in the
respective sections of Chapters 6 to 12.
Controlled crossing: A controlled crossing location is one with stop or yield signs, a pedestrian crossover
(PXO), intersection pedestrian signals (IPS), mid-block pedestrian signals (MPS) or full traffic control signals
(TCS). At controlled crossings, vehicles must obey the respective HTA regulations for each type of control. A
school crossing in the absence of stop signs, IPS, PXO, MPS or TCS is considered a controlled crossing only
when the crossing is being supervised by a school crossing guard (OTM Book 15). Table 1 from OTM Book
15 summarizes the types of controlled crossings relative to the uncontrolled crossings, as shown below.
Table 1: Controlled and Uncontrolled Crossings (OTM Book 15)
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Gap: In the context of this guide, it is measured as the elapsed time between the rear of a lead vehicle
passing a location and the front of the following vehicle passing the same location, as shown in Figure 3-2.
Gaps are measured as part of the Gap Study warrant methodology described in Chapter 5.
Figure 3-2: Gap
Gap acceptance level: The minimum gap required for road users, inclusive of pedestrians and drivers, to
safely complete a specific manoeuvre such as crossing an intersection or roadway.
Gap Study method: An objective process using site observations to establish the safe gap threshold for
pedestrians to cross a roadway, and measuring the available gaps along the roadway to determine if there is
a sufficient number of safe gaps. The Gap Study method is one of the school crossing guard warrants that is
available to the Approval Authority.
Heavy vehicle percentage: Refers to the proportion of vehicular traffic passing through a given intersection
or other reference point composed of trucks, buses and other heavy vehicles weighing over 3,856 kg as
per regulatory information provided by Environment and Climate Change Canada, or the weight threshold
established by each municipality.
Intersection: The area enclosed by the extension of lateral cub lines or, if none, of the rights-of-way of two
or more highways that intersect one another at an angle, whether or not one highway crosses the other
(OTM Book 11).
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Intersection pedestrian signal (IPS): Traffic control signals installed at intersections that are dedicated
to providing controlled crossing opportunities for pedestrians. This is illustrated below in Figures 3-3 and
3-4. There are no traffic signals facing vehicles on the minor street. These vehicles are controlled by stop
signs, and have the option to proceed into the intersection when it is clear and safe to do so, similar to the
operation of a minor street stop-controlled intersection.
Junior kindergarten (JK): In Ontario, junior kindergarten refers to students who are entering the
kindergarten program at age 4.
Legs of an intersection: The part of any one of the roadways radiating from an intersection which is outside
the immediate area of the intersection proper. This is illustrated in Figure 3-5.
Mid-block: the segment of a roadway between two intersections as illustrated in Figure 3-6.
Mid-block pedestrian signal (MPS): Traffic control signals that are installed between two intersections and
dedicated to providing a controlled crossing for pedestrians. This is shown in Figures 3-7 and 3-8.
Figure 3-3: Intersection Pedestrian Signal
(MTO – Driver’s Handbook)
Figure 3-4: Components of an Intersection
Pedestrian Signal (OTM Book 15)
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OTM: Abbreviation for Ontario Traffic Manual, which provides information and guidance for transportation
practitioners, and promotes uniformity of treatment in the design, application and operation of traffic control
devices and systems across the province. The objective is safe driving behaviour, achieved by a predictable
roadway environment through the consistent and appropriate application of traffic control devices. The
information based on the OTM books are current as of the time of publishing this Guide. Future updates to
the OTM books should be followed.
Pedestrian crossover (PXO): Any portion of a roadway, designated by municipal By-law, at an intersection
or mid-block, exclusively for pedestrian crossings and designated by signs and pavement markings as
prescribed by the regulations in the HTA. There are four types of pedestrian crossovers that can be applied
in Ontario. These are further discussed in Chapter 10 of this Guide.
Figure 3-5: Legs of an Intersection Figure 3-6: Mid-block Locations (Guelph)
Figure 3-8: Mid-block Pedestrian
Signal (Guelph)
Figure 3-7: Components of a Mid-block Pedestrian Signal (OTM Book 15)
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Pedestrian crosswalk: A crosswalk means:
a.That part of a highway at an intersection that is included within the connections of the lateral lines of
the sidewalk on opposite sides of the highway measured from the curbs or, in the absence of curbs,
from the edges of the roadway; or
b.Any portion of a roadway at an intersection or elsewhere distinctly indicated for pedestrian crossing by
signs or lines or other markings on the surface.
An example is shown in Figure 3-9.
Figure 3-9: Pedestrian Crosswalks
Permissive phase: During a permissive phase, vehicles can manoeuvre in conjunction with other
movements that may conflict. For example, permissive left-turns enable drivers to proceed, but only when
there is a sufficient gap in the opposing flow. Similarly, right turns on red allow drivers to turn when there is
a sufficient gap in the crossing traffic and the pedestrian flow. Additional information on traffic signals are
provided in OTM Book 12.
Phase of a traffic signal: The portion of a traffic signal cycle where one or more movements receive a
simultaneous green or walk indication. The time required for a single phase is the total of the green display
plus the amber and all-red interval times. Similarly, it can be the time required for the walk plus the flashing
and solid don’t walk indications. For more information, see OTM Book 12.
Protected phase: During a protected phase, vehicles can manoeuvre without any conflict. For example,
protected left-turns require the opposing flow and any conflicting pedestrian movements to be stopped on
a red or don’t walk indication. Protected phases can also be applied to through or right turns where separate
movements are necessary. For more information, see OTM Book 12
Refuge island: Medians placed in the centre of the roadway at mid-block locations or unsignalized
intersections. As per OTM Book 15, refuge islands are intended to assist pedestrians in crossing wide
streets by providing a safe storage area in the centre of the road, allowing pedestrians to cross one direction
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of traffic at a time. The presence of a refuge island
reduces the time a pedestrian must wait for an
adequate gap in the traffic stream and reduces the
crossing distance that they must face at one time.
Regulatory sign: A traffic sign advising drivers of
an action they must or must not do under a given
set of circumstances. Disregarding a regulatory sign
constitutes an offence under the HTA.
Right-of-way: In the context of this guide, right-
of-way is the allocation of time or priority to a road
user, in preference over other road users. Road
users include motorists, pedestrians and cyclists.
Roundabout: A raised circular island located in the
centre of an intersection, which requires vehicles
to travel through the intersection in a counter-
clockwise direction around the island. Roundabouts
are distinguished by YIELD signs and raised splitter
islands on all approaches, and in some cases,
gradual widening of the entry approach to two or
more lanes. For more information, see OTM Book
15.A roundabout is shown in Figure 3-10.
Rural area: An area outside of the limits of any
incorporated or unincorporated city, town, village
or other designated residential or commercial area.
Further discussion of rural relative to urban areas in
the context of this guide is provided in Chapter 3.5.
Stopping sight distance: As per the OTM, stopping
sight distance is the distance required by a driver of
a vehicle, travelling at a given speed, to bring their
vehicle to a stop after an object on the roadway
becomes visible. It includes the distance travelled
during the decision time plus the vehicle braking
distance.
School crossing guard: A person 16 years or older
who is directing the movement of persons (as
defined in the HTA) across a highway (HTA term for
any road) by creating necessary gaps in vehicular
traffic to provide safe passage at a designated
school crossing location.
Figure 3-10: Roundabout (Ottawa)
School crossing guard warrants: The process of
verifying whether one or multiple crossing guards
are required for an intersection or location. The
warrant process is intended to be an unbiased
and consistent evaluation method that is done
without outside influence. There may be multiple
ways to complete a school crossing guard warrant
depending on the type of intersection and location
being assessed.
School peak periods: The timeframes in the
morning, midday and afternoon during which the
majority of students arrive at and depart from school.
School zone: A roadway section with a lower speed
limit in the vicinity of a school. The periods during
which the lower speed limits are in effect are at the
discretion of each municipality.
Sight line: An unobstructed view of a roadway or
intersection available to a pedestrian or other road
user, which allows the user to anticipate and react to
the movements of others, as well as to choose gaps
for crossing the roadway. Methods of evaluating
sight line distance are provided in the Transportation
Association of Canada (TAC) – Geometric Design
Guide for Canadian Roads – Part 1: Chapter 1.2.5
Sight Distance.
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Speed bumps and humps: Raised pavement area
that extends transversely across the travel way
with the primary purpose of acting as a vertical
traffic calming measure. Speed bumps usually
have more abrupt raised areas and are not typically
used on public roadways. Speed humps are more
gradual and are utilized extensively in residential
areas to reduce both vehicular operating speeds and
“through” traffic volumes.
Splitter island: As per OTM Book 15, a splitter
island is a raised or painted area on an approach to
a roundabout that is used to separate entering and
exiting traffic. It also deflects and slows entering
traffic, and provides storage space for pedestrians
crossing the road in two stages and thus functioning
as a refuge island.
Student volume: The total number of students
crossing at a given intersection or reference
point over a defined period of time. Students are
considered those in Junior Kindergarten (JK) to
Grade 5. At the discretion of each municipality,
more senior grades may be included in the student
volume. For the purpose of crossing guard warrants,
student volumes may include students walking
with their parents. It should be noted that parents
walking with their children are not counted. Bused
students are not typically recorded in the student
count. Crossing Guards would not be assigned for
bused students since school buses are equipped
with flashing lights and a stop sign and can change
their pick up/drop off location if considered unsafe.
Tab: A sign smaller than the primary sign with
which it is associated, and mounted below it. There
are two types of tab signs:
1.Supplementary tab signs contain additional,
related information; and
2.Educational tab signs convey the meaning of
symbols during their introductory period.
Traffic calming: The utilization of primarily physical
measures to reduce the negative effects of motor
vehicle use, alter driver behaviour and improve
conditions for non-motorized street users.
Traffic control devices: Any sign, signal, marking
or device placed upon, over or adjacent to a roadway
by a public authority or official having jurisdiction,
for the purpose of regulating, warning, guiding or
informing road users. For more information, see
OTM Book 15.
Traffic control signal (TCS): Any power-operated
Traffic Control Device, whether manually, electrically
or mechanically operated, by which traffic is
alternately directed to stop and permitted to
proceed. A Traffic Signal:
1.When used in general discussion, is a complete
installation including signal heads, wiring,
controller, poles and other appurtenances;
2.When used specifically, the term refers to the
signal head which conveys a message to the
observer; and
3.That part of a traffic control signal system
that consists of one set of no less than three
coloured lenses, red, amber and green,
mounted on a frame and commonly referred to
as a signal head.
Turn lane: A lane reserved for turning vehicles and
so indicated by pavement markings and sometimes
supplemented by lane designation signs.
Uncontrolled crossing: In the context of this
guide, uncontrolled crossings are locations where
pedestrians do not have the right-of-way, and must
wait for a safe gap in traffic prior to attempting to
enter the roadway.
Urban area: An area of land used primarily for
residential, commercial, recreational and/or
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industrial purposes, usually associated with a given
city, town, village or incorporated area. Further
discussion of rural relative to urban areas in the
context of this guide is provided in Chapter 3.5.
Vehicular volume: The number of vehicles that
pass a given point on a lane or a roadway, or make a
particular movement during a specific time period.
3.5 Urban versus Rural School Crossing
Locations
Locations for school crossings in urban and rural
locations may exhibit different characteristics
including student and vehicular volumes, posted
speed limits, topography, driving patterns and mix
of vehicle types.
Some municipalities include slight variations in the
number of student pedestrians or the volume of
vehicular traffic required to warrant a school crossing
guard. In general, lower traffic volumes and fewer
students are required in rural settings to warrant a
school crossing guard compared to urban locations.
As a guide for all of Ontario, this School Crossing
Guard Guide has been designed to be tailored
to the individual needs of each municipality. The
Exposure Index worksheet provided in Appendix
C and discussed in Chapter 5 allows municipalities
to determine their own threshold given their locally
observed volumes of students and vehicles.
Recognizing that tools such as the Exposure Index
method or the Gap Study Method are only one step
in the overall evaluation of a location for a school
crossing guard, observations made during site
inspections must be considered. The site-specific
characteristics are often the best indicators of the
need for school crossing guards, and so it may be
irrelevant as to whether a crossing is located within
an urban or rural location.
This Guide recommends a thorough site inspection
of the local context and the application of the
appropriate warrant process in order to evaluate
the need for a school crossing guard. Using the
steps outlined in this Guide, the Approval Authority
will be able to make an informed decision for rural,
suburban and urban locations.
3.6 New versus Existing School Site
The need for a school crossing guard at new versus
existing school sites can also be assessed using
the methodology set forth in this Guide. The site
inspection and warrant application processes are
designed to mitigate any differences between new
and existing school sites so that a well informed
decision can be made.
For new school sites, the forecast of student
and vehicular traffic volumes likely will need to
be analyzed as part of the overall assessment
process. The vehicular volumes should be able to be
obtained through a Traffic Impact Study that would
have been prepared during the process to develop
the site plan for the school or through a proxy site
survey at a comparable school location. The student
volumes can be estimated based on the maximum
school enrolment as well as the catchment area of
each school. A guard may be proactively assigned
at school opening. Once the school opens, the
combination of site inspection and warrants may
be completed to evaluate if warrants are met and
whether the positioning of a guard is appropriate.
3.7 Alternative Solutions other than
Crossing Guards
A school crossing guard should not be considered
the only or first tool to improve the safety of
students as they cross roadways to and from school.
Furthermore, school crossing guards should not be
assigned as a means of addressing illegal parking.
The assignment of a school crossing guard does
not impact illegal parking or stopping in the vicinity
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of guard supervision. Instead, parking or stopping
concerns should be dealt with through By-law
compliance and enforcement.
During the site inspection process (Chapter 4), the
surveyor must observe if the following options are
feasible depending on the type of intersection or
crossing:
Signalized intersections
•Educating students and parents on how to
properly cross at signalized intersections. For
instance, the use of pedestrian pushbuttons or
how to interpret the signal phases;
•If safer routes that lead to and from the school
exist, students should be directed to use those
routes instead of the signalized intersection;
•If there is a high volume of conflicting traffic
on one leg of an intersection, student volumes
should be directed to cross an alternate leg of
the intersection;
•Review the walk and flashing don’t walk
times to ensure that they are sufficient for
student pedestrians to walk safely across the
intersection. Signal timings may need to be
adjusted;
•The installation of traffic calming devices such
as curb extensions, medians or refuge islands;
•Traffic enforcement such as the implementation
of speed or red light cameras; and
•Modification of parking regulations based on
parking patterns.
All-way stop-controlled intersections
•Educating students and parents on how to
properly cross at all-way stop-controlled
intersections;
•If safer routes that lead to and from the school
exist, students should be directed to use those
routes instead of at the all-way stop-controlled
intersection;
•If there is a high volume of conflicting traffic
on one leg of an intersection, student volumes
should be directed to cross an alternate leg of
the intersection;
•The installation of traffic calming devices such
as curb extensions, medians or refuge islands;
•Conducting signal warrants (OTM Book 12)
and all-way stop control warrants (OTM Book
5) to evaluate whether traffic signals or an all-
way stop-controlled arrangement is the most
suitable type of control;
•Traffic enforcement such as the implementation
speed cameras; and
•Modification of parking regulations based on
parking patterns.
Minor street stop-controlled intersections
•Educating students and parents on how to
properly cross at minor street stop-controlled
intersections;
•If safer routes that lead to and from the school
exist, student pedestrians should be directed
to use those routes instead of at the side street
stop-controlled intersection;
•If there is a high volume of conflicting traffic
on one leg of an intersection, student volumes
should be directed to cross an alternate leg of
the intersection;
•The use of signage, traffic devices or markings
that make drivers aware of the presence of a
school crossing;
•The installation of traffic calming devices such
as curb extensions, speed humps, medians or
refuge islands;
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•Conducting signal warrants (OTM Book 12)
and all-way stop control warrants (OTM Book
5) to evaluate whether traffic signals or an all-
way stop-controlled arrangement are adequate
types of control;
•Traffic enforcement such as the implementation
of speed cameras; and
•Modification of parking regulations based on
parking patterns.
Mid-block uncontrolled intersections
•Educating students and parents on how to
properly cross at mid-block locations;
•If safer routes that lead to and from the school
exist, student pedestrians should be directed
to use those routes instead of the mid-block
uncontrolled intersection;
•The installation of traffic calming devices such
as curb extensions, speed humps, medians or
refuge islands;
•Conducting signal warrants and pedestrian
crossover (OTM Book 15) warrants to evaluate
whether traffic signals or pedestrian crossovers
are adequate types of control;
•Traffic enforcement such as the implementation
of speed cameras; and
•Modification of parking regulations based on
parking patterns.
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4.0 SITE INSPECTION
Site inspections are an important component of
assessing the need for school crossing guards.
In addition to the control-specific data collection
detailed in the warrant chapters, this chapter
outlines the “who, why, what, where, when and
how” of the site inspection process.
4.1 Who
The process recommends appointing a Site
Inspection Authority, comprised of either a single
person or group, who will be responsible for
conducting the site inspections as part of the school
crossing guard evaluation. Designating a stable
person or group as the Site Inspection Authority
helps to improve the consistency of site inspections.
4.2 Why
Site inspections are usually the first step taken in
the school crossing guard evaluation process. It may
be followed by or completed in conjunction with the
control-specific warrant surveys such as gap studies
or traffic counts. The purpose of the site inspection
is to identify and assess apparent hazards at a
potential school crossing location. Implementation
of a school crossing should be considered only after
all of the other options discussed in Chapter 3.7
have been exhausted.
4.3 What
The site inspection report contains information
about site conditions. It is used to determine
whether the proposed school crossing location is
safe for students, or if there are alternative solutions
to any identified safety issues that would make the
crossing safer. The site inspection should capture, at
a minimum, the following operational and geometric
characteristics of the potential school crossing
location:
•Time period of observations;
•School hours;
•Peak morning, midday and afternoon school
periods when the highest number of students
are walking to or from school;
•School enrolment data and demographics such
as age distribution;
•Weather and road conditions during the site
inspection;
•Proximity of the potential school crossing to the
school;
•Any “near misses” observed;
•Distance of the potential crossing location
to the nearest upstream and downstream
crossings or intersections;
•Presence of sidewalks in the vicinity of the
potential school crossing location;
•Posted speed limit;
•Observations of aggressive driving patterns and
non-compliance with the Highway Traffic Act;
•Intersection or crossing geometry such as the
number of lanes in each direction;
•Width of the potential school crossing location;
•Quantity and pattern of school buses or public
transit;
•Availability of alternative routes that would be
safer for students to utilize;
•Route surveys that may explain certain route
preferences. For example, major origin and
destination locations, shortcuts, attractions,
transit patterns or high traffic volume areas. It
should be noted that crossing guards would not
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be provided if a certain location is outside the
school’s boundary;
•Number of students crossing at the potential
crossing location;
•Approximate proportion of students being
walked by parents;
•Existing control type, if any, at the potential
crossing location;
•Is the existing control, if any, utilized properly?
For example, do students know how to use the
pedestrian pushbuttons, or are they familiar
with how to cross at a PXO?
•Are there queue spill-overs, illegal parking or
lay-bys encumbering the safety of students
crossing at the potential crossing location?
•Are there any temporary or permanent sightline
obstructions such as hedges, fences, trees or
billboards?
•Are there any steep vertical or horizontal
grades?
•Are there any school staff, patrollers or
volunteers assisting with student crossings?
•Are there any signs or pavement markings in
the vicinity of the potential school crossing, and
are they clearly legible and do they conform to
the OTM requirements?
4.4 Where
Site inspections are generally conducted at potential
school crossing guard locations that may include:
•Signalized intersections;
•Mid-block locations without any form of traffic
control;
•All way stop-controlled intersections;
•Minor street stop-controlled intersections;
•Intersections controlled by an Intersection
Pedestrian Signal (IPS);
•Locations controlled by a Mid-block Pedestrian
Signal (MPS);
•Pedestrian Crossovers (PXO); and
•Roundabouts.
4.5 When
Site inspections should be done during typical
school days. The following atypical days should be
avoided:
•First and last week of school;
•Christmas break;
•Spring break;
•Statutory, public and “elective” holidays such as
Remembrance Day;
•Days that precede or follow a holiday break;
•Professional Activity (PA) days;
•Days that precede or follow a PA day;
•Days with special events at the school such as a
concert or track and field; and
•Days with inclement weather.
Site inspections should be completed during the
morning, midday and afternoon school peak periods,
which are usually 30 minutes before the school start
time, during the lunch period, and 30 minutes after
the school dismissal time, respectively. The duration
of site inspections may vary depending on the arrival
and dismissal pattern of students. The midday peak
period may be inspected depending on the school’s
policy during the lunch break. The exact timing of
the school start and dismissal may also vary among
different schools and municipalities. In addition to
the initial site inspection conducted at the start of
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the school crossing guard evaluation, regular site
inspections may be scheduled to monitor future
conditions with or without school crossing guards.
4.6 How
Standard report forms should be developed by
each municipality to be used for all site inspections.
Appendix B provides sample generic site inspection
forms as well as ones from various municipalities
in Ontario. This form should cover the list of items
noted in the “what” section above. After the
inspection form is completed, the information can
then be input to the school crossing guard evaluation
processes outlined in Chapters 6 to 12.
Logistically speaking, a consistent routing and
handling of site inspection requests should be
established. For example, a process should be in
place for School Boards to advise the Site Inspection
Authority of new school openings, school closings,
changes to school boundaries, changes in school
start and dismissal times or busing changes that
could impact student crossing safety. Contact
information of the Site Inspection Authority should
be readily accessible to schools, the local police
service or any member of the public who may have
a question or concern about student safety related
to school crossings.
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5.0 SCHOOL CROSSING
GUARD WARRANT
METHODOLOGIES
5.1 Context
Once it is determined that other alternatives, as
discussed in Chapter 3.7, are not sufficient to
provide a safe student crossing environment,
a school crossing guard warrant needs to be
completed. Based on a best practice review of
several municipalities within Ontario, there are two
methods to conduct the warrant:
1.Exposure Index method: a warrant
methodology suitable for controlled crossing
facilities that have conflicting movements
between vehicular and student volumes; or
2.Gap Study Method: warrant methodology
suitable for uncontrolled crossing facilities.
The Gap Study method may also be used to
evaluate some controlled crossing facilities.
In addition to methods 1 and 2, other site-specific
factors need to be considered in the school crossing
guard warrant process.
An overview of the above methods is provided in
the following sections.
5.2 Exposure Index Method
In the transportation industry, the Exposure Index
method is used as a screening tool to determine
the need for improvement initiatives. For example,
many municipalities use the Exposure Index method
as the primary screening tool to objectively evaluate
the need for grade separations at railway crossings.
In this context, the Exposure Index method relates
the average number of trains that cross a specific
location along a road and the average daily traffic
that crosses the railway at the same location. The
Exposure Index is also used by rail authorities such
as Metrolinx to evaluate and prioritize the need for
grade separations at their at-grade rail crossings
because it allows for an “apples to apples”
comparison among multiple locations.
In 2002, HDR (formerly iTrans) collaborated with
the Town of Oakville to develop Exposure Indices
to evaluate the need for school crossing guards at
signalized, all-way stop-controlled and minor street
stop-controlled crossing facilities. The need for the
Exposure Index method was due to the lack of
warrant information at controlled crossing locations
in the previous OTC School Crossing Guard Guide,
and difficulties encountered when applying the Gap
Study method at controlled locations. The Gap Study
method, featured prominently in the previous OTC
School Crossing Guard Guide, does not fully account
for the conflicting movements between vehicular
and student volumes at controlled crossing facilities.
The 2002 Exposure Indices were developed based
on the peak hour vehicular and student volumes at
existing school crossing guard locations in the Town
of Oakville. The Exposure Index establishes the
85th percentile threshold of the existing locations.
This threshold is then used to evaluate the level
of conflicting vehicular and student volumes at
potential school crossing guard locations. The
Exposure Index method can also be used as a
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prioritization tool because it allows for an easy
comparison of the level of conflicting movements
between different school crossing guard locations.
Exposure Indices were also developed for the Town
of Ajax as part of the Traffic Operations at Schools
Study, dated March 2006. Because the 2002 and
2006 Exposure Indices were developed based on
data collected in the Town of Oakville and the Town
of Ajax, respectively, it is recommended that each
municipality develop their own Exposure Indices.
This approach ensures that the input data accounts
for the municipality-specific characteristics.
For municipalities that are not able to develop their
own Exposure Indices for reasons such as the lack
of existing school crossing guard locations, it is
recommended that the Approval Authority consult
other municipalities that have similar characteristics
such as population, density, school structure, or
school arrival and dismissal periods. The Exposure
Indices from a suitable municipality can be used
as an interim school crossing guard warrant.
Eventually, when more crossing guards have been
designated, the Approval Authorities have the option
of developing their own Exposure Indices.
The Exposure Index method requires the Approval
Authority to exercise good engineering judgment on
whether an existing school crossing guard location
should be included as part of the model input data.
For example, if an existing school crossing guard
location has seen a drastic decrease in student
crossing demand since the school crossing guard
inception, then data from this crossing location
should not be used to develop the Exposure Index.
Other outliers that should not be included are
locations where school crossing guards have been
provided due to external influences that would have
otherwise not resulted in a guard being warranted.
The inclusion of such school crossing guard locations
will skew the Exposure Indices. The need for school
crossing guards due to unique circumstances are
separately evaluated in the consideration of the
other site-specific factors, as discussed in Chapter
5.4.
It should be noted that an Exposure Index should
be developed for each type of crossing facility.
The Exposure Index template is a Microsoft Excel
document and instructions on how to access and
use it are provided in Appendix C. Because it is
important to include only the conflicting vehicular
movements in the Exposure Index method, the
conflicting movements at each type of crossing
facility are provided in each of the respective
chapters below, along with step-by-step instructions
on how to apply the Exposure Index method:
•Signalized intersection
Chapter 6
•All-way stop controlled
Chapter 7
•Minor street stop controlled
Chapter 8
•Intersection pedestrian signal
Chapter 9
•Pedestrian crossover at an intersection
Chapter 10
5.3 Gap Study Method
The Gap Study method is an objective means of
evaluating whether there are enough safe gaps in
traffic along a road for students to cross. The safe
gap time is calculated based on the site specific
characteristics for each location. The calculated
safe gap time is then used as a benchmark for the
gaps measured at the crossing facility. If there are
insufficient gaps, then a school crossing guard
may be considered. Further descriptions of the
methodology and gap survey forms are provided in
Appendix D.
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Based on the best practice review, the Gap Study
method is most effective for evaluating school
crossing guard needs at the following types of
crossing facilities:
•Minor street stop controlled
Chapter 8
•Mid-block uncontrolled locations
Chapter 11
The Gap Study method is typically not suitable for
fully controlled intersections because the gaps
provided at these locations are a natural by-product
of the control. The exception for this is at more
urban locations where conflicting movements are
high even when the pedestrian has the right-of-way.
Under these circumstances, the gaps available for
pedestrians to cross safely should be evaluated.
The step-by-step method of the Gap Study
methodology at minor street stop-controlled
intersections and at mid-block locations are outlined
in Chapters 8 and 11, respectively.
5.4 Other Factors
It is important to note that in addition to the Exposure
Index and Gap Study methods, there are several
other factors to consider when evaluating the need
for a school crossing guard. There may be instances
where either controlled or uncontrolled locations
fail to meet the Exposure Index or the Gap Study
warrant requirements. This does not automatically
mean that a school crossing guard should not be
considered further. Likewise, locations that satisfy
the Exposure Index and Gap Study warrants do not
always need a crossing guard. It is the responsibility
of the authority to review the following list of factors
before completing the warrant evaluation:
•Minimum student crossing volume;
•Collision hazard reporting frequency;
•Motorist behaviour;
•Posted speed limit and speed adherence;
•Number of lanes on each approach;
•Sightline distance for drivers;
•Sightline distance for students;
•Proximity to a school;
•Walking route preference of students;
•Presence of pedestrian facilities; and
•Proportion of students that would require
longer reaction times.
Because some of the above factors vary depending
on the type of crossing facilities being evaluated,
the details of these factors are discussed in the
individual warrant sections in Chapters 6 to 12.
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6.0 SCHOOL CROSSING GUARD
WARRANT AT SIGNALIZED
INTERSECTIONS
This chapter describes the process to determine
whether or not to assign a school crossing guard at
a signalized intersection. The chapter begins with a
description of the data that needs to be collected,
followed by the steps required to develop an
Exposure Index, along with how to apply the warrant
to candidate signalized intersections. Other factors
to consider in the warrant process are also provided.
6.1 Context
As per OTM Book 15 – Pedestrian Crossing
Treatments, crossing guards are assigned to
signalized intersections in order to assist students
who encounter conflicting turning movements.
Prior to conducting a warrant analysis at a signalized
intersection, it is important to understand the
fundamental characteristics of this type of crossing
facility from the perspective of a school crossing
guard. With the exception of protected phases,
vehicles are permitted to turn across the parallel
pedestrian crosswalks on a “walk” indication. As
a result, there may be simultaneous vehicle and
pedestrian movements during the pedestrian “walk”
and vehicle “green” indications. In addition, vehicles
making a “right turn on red” may also conflict with
pedestrians on the crosswalk. School crossing
guards may be needed at signalized intersections
if the degree of vehicle-to-student conflict exceeds
the threshold established by the warrant.
As noted in Chapter 3, school crossing guards can
only be assigned if the speed limit is less than 60
km/h.
6.2 Data Collection
In addition to the site inspection process outlined
in Chapter 4, additional data and observations are
needed to complete the school crossing guard
warrant at a signalized intersection. These items
include:
Quantitative:
•Count the conflicting vehicular volume as
specified in Step 4 of Chapter 6.3.2 during the
morning, midday and afternoon school peak
periods;
•Count the number of students that cross each
leg of the intersection during the morning,
midday and afternoon school peak periods.
Students are considered those in JK to Grade
5. At the discretion of each municipality, more
senior grades may be included in the student
volume. For the purpose of crossing guard
warrants, student volumes include students
walking with their parents. These counts should
be done concurrently with the conflicting
vehicular volume count;
•Monitor the vehicular speeds in the vicinity if
speed compliance is of concern; and
•Note the conflicting vehicular volumes that are
heavy vehicles. Higher proportions of heavy
vehicles at an intersection may impede the
sight lines of motorists or students proceeding
through the intersection.
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Qualitative:
•Aggressiveness or indecision of drivers during
the amber and all red indications;
•Poor driver behaviour such as not yielding
the right-of-way to pedestrians, not coming
to a complete stop at the intersection prior to
turning on a red display, drivers inching forward
thus intimidating pedestrians in the crosswalk,
or drivers manoeuvring through pedestrians as
they cross the roadway; and
•The students appear timid in crossing the
roadway or do not seem to be properly trained
on how to cross the road safely. This may
include forgetting to push the pedestrian
pushbutton if one is present, or entering
the roadway after the “flashing don’t walk”
indication commences.
6.3 Warrant Method
6.3.1 Exposure Index
As discussed in Chapter 5.1, the school crossing
guard warrant at a signalized intersection is best
evaluated with the Exposure Index method,
along with the consideration of other factors. The
application of the Exposure Index method is done
in two phases. The initial phase is to develop an
Exposure Index for signalized intersections. The
second phase is to use the Exposure Index method
to evaluate candidate signalized intersections as to
the need for school crossing guards.
6.3.2 Developing an Exposure Index
The step-by-step procedure for developing an
Exposure Index at signalized intersections is
provided as follows, with the template provided in
Appendix C.
Step 1:
Review all of the signalized intersections that
currently have school crossing guards in place.
Obvious outlier locations where school crossing
guards may not normally be needed should not
be included since they would skew the threshold
established to evaluate candidate school crossing
guard locations. For very large municipalities
which have a significant number of crossing guard
locations, it may be difficult or impractical to
review “all” of the crossings in their jurisdictions.
Accordingly, these municipalities could gather a
representative sample size that is statistically valid
as a basis for analysis.
Step 2:
Review the duration of current school crossing guard
supervision at all of the signalized intersections
during the morning, midday and afternoon school
peak periods. Then determine a common duration
that best satisfies all of the signalized intersections.
For example, if school crossing guards are currently
implemented at a minimum of 30 minutes at all of
the signalized intersections during various school
peak periods, then the common duration would be
30 minutes. The purpose of this is to establish a
common observation duration so that all subsequent
evaluations can be completed on the same basis.
Step 3:
For the leg of the intersection that is being crossed
with the assistance of a guard, identify the
conflicting vehicular movements. In the context of
this Guide, the conflicting movements for different
legs of a signalized intersection are shown in Figures
6-1 to 6-4. These conflicting vehicular movements
have the most direct correlation with the safety
of student crossings. As noted in Chapter 3.4, a
permissive phase is when vehicles can manoeuvre
in conjunction with other movements that may
conflict. For example, right turns on red allow drivers
to turn when there is a sufficient gap in the crossing
traffic and the pedestrian flow.
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On the north leg of the intersection during the
east-west green indication, the conflicting vehicular
movements are:
•Southbound right turns on red;
•Eastbound left turns during the permissive
phase; and
•Westbound right turns during the permissive
phase.
These conflicting movements are illustrated in
Figure 6-1.
On the south leg of the intersection during the
east-west green indication, the conflicting vehicular
movements are:
•Northbound right turns on red;
•Westbound left turns during the permissive
phase; and
•Eastbound right turns during the permissive
phase.
These conflicting movements are illustrated in
Figure 6-2.
On the east leg of the intersection during the north-
south green indication, the conflicting vehicular
movements are:
•Westbound right turns on red;
•Southbound left turns during the permissive
phase; and
•Northbound right turns during the permissive
phase.
Figure 6-1 Conflicting Movements for
Pedestrians on the North Leg
Figure 6-2 Conflicting Movements for
Pedestrians on the South Leg
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These conflicting movements are illustrated in
Figure 6-3.
On the west leg of the intersection during the north-
south green indication, the conflicting vehicular
movements are:
•Eastbound right turns on red;
•Northbound left turns during the permissive
phase; and
•Southbound right turns during the permissive
phase.
These conflicting movements are illustrated in
Figure 6-4.
Step 4:
Count the conflicting vehicular volume during
the school peak periods. The duration of the
counts would be based on the uniform duration
established in Step 2, and the movements counted
are established in Step 3. The counts should be
completed on typical school days, as discussed
further in Chapter 4.5.
Step 5:
Count the student crossing volumes at the leg
of the intersection that is being crossed with the
assistance of the guard. The count needs to be
completed concurrently and for the same duration
as the vehicular count in Step 2. Students are at a
minimum to be those in JK to Grade 5, and beyond
at the discretion of each municipality. Students
crossing with their parents should also be included
in the count. Bused students are not typically
recorded in the student count. Crossing Guards
would not be assigned for bused students since
school busses are equipped with flashing lights and
a stop sign and can change their pick up/drop off
location if considered unsafe.
Figure 6-3 Conflicting Movements for
Pedestrians on the East Leg
Figure 6-4 Conflicting Movements for
Pedestrians on the West Leg
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Step 6:
Multiply the student crossing volume by the
conflicting vehicular volume for each intersection
and for each school period evaluated.
Step 7:
Select the school period for each signalized
intersection that has the highest product of student
crossing volume and conflicting vehicular volume.
For example, the morning and afternoon school peak
periods were counted at a signalized intersection
and the products of student and conflicting vehicular
volume were 1,000 and 1,700, respectively. In this
case, the conflicting vehicular volume and student
crossing volume during the school afternoon peak
would be the critical dataset that is used for this
intersection.
Step 8:
Input the critical dataset of conflicting vehicular
volume and the student crossing volume for each
signalized intersection into the Exposure Index
template that is presented Appendix C.
Step 9:
Once Step 8 is complete, the Microsoft Excel
worksheet will automatically generate the 85th
percentile curve of the input data. This curve
represents the threshold used to evaluate the
need for school crossing guards at signalized
intersections.
6.3.3 Using the Exposure Index for Warrants
Once an Exposure Index has been developed for
signalized intersections, the following steps can be
taken to evaluate potential school crossing guard
locations that are signalized:
Step 1:
Establish the leg of the intersection that would be
most suitable for a school crossing guard. This is
typically based on the observed tendency of how
students cross at an intersection, or based on the
preference of the school to establish a safer route.
Care should be taken to respect natural “desire
lines”, rather than trying to force students to take a
more indirect or circuitous route.
Step 2:
Identify the conflicting vehicular movements for
the leg of the intersection that was established in
Step 1. The conflicting movements for each leg of a
signalized intersection are shown in Figures 6-1 to
6-4.
Step 3:
Count the conflicting vehicular volumes and student
crossing volumes during the school peak periods.
The duration of the counts would be based on the
uniform duration that is used in the Exposure Index
method, as established in Step 2 in Chapter 6.3.2.
The count should be completed on typical school
days, as discussed further in Chapter 4.5.
Step 4:
Input the conflicting vehicular volume and student
crossing volume to the appropriate table of the
Exposure Index template. If the resulting point on
the graph that corresponds to the location being
evaluated is located above the 85th percentile line,
then the Exposure Index warrant is met. If the
resulting point is plotted below the 85th percentile
line, then the signalized intersection being evaluated
does not meet the Exposure Index threshold for
requiring school crossing guards. In either case, the
other factors discussed in Chapter 6.3.4 need to
be considered.
As noted in Chapter 5.2, for municipalities that
are not able to develop their own Exposure Indices
for reasons such as the lack of existing school
crossing guard locations, it is recommended that
the Approval Authority consult other municipalities
that have similar characteristics such as population,
density, school structure, or school arrival and
dismissal periods. The Exposure Indices from a
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suitable municipality can be used as an interim
school crossing guard warrant. Eventually, when
more crossing guards have been designated, the
Approval Authority has the option of developing
their own Exposure Indices.
6.3.4 Other Factors
As noted in Chapter 5.3, the Exposure Index
method should be supplemented with a review
of other factors to ensure a comprehensive
assessment of the need for school crossing guards
is completed. These factors include:
Minimum Student Crossing Volume: To establish
a consistent method of evaluation, the minimum
number of students crossing during the school peak
periods should be set at a threshold of 40 students.
A lower value may be used at the discretion of
each municipality. For instance, a municipality can
establish a minimum threshold of 30 students
crossing at a signalized intersection. Regardless of
the threshold, the use of a uniform value throughout
the municipality provides a quantitative tool for
prioritizing the implementation of school crossing
guards. The benefits are to ensure consistency
of application, and to allow municipalities to
focus their resources at school crossings where
student utilization is higher. If the student crossing
volumes do not meet the minimum threshold,
alternate solutions outlined in Chapter 3.7 should
be considered to improve the safety of student
crossings.
Collision Hazard Reporting Frequency: Over the
previous three years, there has been an average of
more than two reported collisions per year during
school operations that are susceptible to correction
by a school crossing guard.
Inadequate Visibility: During the site visit,
pedestrian and motorist visibility should be
evaluated based on the presence of:
•Vertical or horizontal road geometries;
•Permanent or temporary physical barriers such
as trees, shrubs, billboards, bus shelters or
buildings; or
•High frequency of heavy vehicles.
Methods of evaluating sight distance are provided
in the Transportation Association of Canada (TAC) –
Geometric Design Guide for Canadian Roads – Part
1: Chapter 1.2.5 Sight Distance.
Number of Gaps Available at Urban Locations: In
highly urban locations where mixed uses surround
a school site and where the number of conflicting
vehicular movements is consistently high, the actual
number of gaps during the pedestrian phase should
be monitored. Under these circumstances, the Gap
Study method can be used to complete the school
crossing guard warrant. Details of the Gap Study
method are provided in Chapter 5.3.
Proximity to a School: In general, school crossing
guards should be assigned at intersections or
crossings where the subject school to be served is
visible or in proximity. In addition, the site inspection
process should also verify which route students
prefer to take. The combination of these two
aspects will help determine the appropriate location
for a school crossing guard. A signalized intersection
may meet the Exposure Index requirements, but it
may not lead to the preferable route for students.
6.4 Signage and Pavement Markings
As per OTM Book 6 - Warning Signs Section 7, signed
school crossings must not be located at pedestrian
crossovers or at any signalized intersections. Thus,
no school-related signs or pavement markings
should be placed at a signalized intersection. Any
deviation from the OTM requirements should be
supported by a well-documented rationale.
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7.0 SCHOOL CROSSING
GUARD WARRANT AT ALL-
WAY STOP-CONTROLLED
INTERSECTIONS
This chapter describes the process to determine
whether or not to assign a school crossing guard at
an all-way stop-controlled intersection. The chapter
begins with a description of the data that needs to
be collected. Next, the steps required to develop an
Exposure Index is provided, along with how to apply
the warrant to candidate all-way stop-controlled
intersections. Other factors to consider in the
warrant process are also provided.
7.1 Context
An all-way stop control is when STOP signs are
installed on all approaches to an intersection. As
per the Highway Traffic Act, vehicles approaching
a stop sign at an intersection must stop at the
stop bar, or if none, before the nearest crosswalk,
thereby yielding to vehicular traffic and pedestrians
on the approaches with the right-of-way. From a
safety perspective, pedestrians at an all-way stop-
controlled intersection are expected to:
•Cross only at marked crosswalks, but not in the
middle of the block or between parked cars; and
•Make eye contact with the driver and ensure
they have come to a complete stop before
entering the crosswalk.
As per OTM Book 15, stop controls at an intersection
provide clear opportunities for pedestrians to cross
different legs of intersections. The selection of stop
control is based on guidelines provided in OTM Book
5 – Regulatory Signs. Consistent with OTM Book 5
Section 2, all-way stop controls should not be used
where the protection of pedestrians, students in
particular, is the prime concern. This concern can
usually be addressed by other means such as school
crossing guards.
As noted in Chapter 3, school crossing guards can
only be implemented if the speed limit is less than
60 km/h.
7.2 Data Collection
In addition to the site inspection process outlined
in Chapter 4, additional data and observations are
needed to complete the school crossing guard
warrant at an all-way stop-controlled intersection.
These items include:
Quantitative:
•Count the conflicting vehicular volume as
specified in Step 4 of Chapter 7.3.2 during the
morning, midday and afternoon school peak
periods;
•Count the number of students that cross each
leg of the intersection during the morning,
midday and afternoon school peak periods.
Students are considered those in JK to Grade
5. At the discretion of each municipality, more
senior grades may be included in the student
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volume. For the purpose of crossing guard
warrants, student volumes include students
walking with their parents. These counts should
be done concurrently with the conflicting
vehicular volume count;
•Monitor the vehicular speeds in the vicinity if
speed compliance is of concern; and
•Note the conflicting vehicular volumes that are
heavy vehicles. Higher proportions of heavy
vehicles at an intersection may impede the
sight lines of motorists or students proceeding
through the intersection.
Qualitative:
•Aggressiveness or indecision of drivers;
•Poor driver behaviour such as not yielding the
right-of-way to pedestrians, not coming to
a complete stop at the intersection, drivers
inching forward thus intimidating pedestrians in
the crosswalk, or drivers manoeuvring through
pedestrians as they cross the roadway; and
•The students appear timid in crossing the
roadway or do not seem to be properly
educated on how an all-way stop-controlled
intersection operates. For example if students
are unsure of when it is their turn to cross.
7.3 Warrant Method
7.3.1 Exposure Index
As discussed in Chapter 5.1, the warrant at an all-
way stop-controlled intersection is best evaluated
with the Exposure Index method, along with the
consideration of the other factors. The application
of the Exposure Index method is done in two
phases. The initial phase is to develop an Exposure
Index for all-way stop-controlled intersections. The
second phase is to use the Exposure Index method
to evaluate candidate all-way stop-controlled
intersections as to the need for school crossing
guards.
7.3.2 Developing an Exposure Index
The step-by-step procedure for developing
an Exposure Index at all-way stop-controlled
intersections is provided as follows, with the
template provided in Appendix C.
Step 1:
Review all of the all-way stop-controlled
intersections that currently have school crossing
guards in place. Obvious outlier locations where
school crossing guards may not normally be needed
should not be included since they would skew
the threshold established to evaluate candidate
school crossing guard locations. For very large
municipalities which have a significant number
of crossing guard locations, it may be difficult or
impractical to review “all” of the crossings in their
jurisdictions. Accordingly, these municipalities
could gather a representative sample size that is
statistically valid as a basis for analysis.
Step 2:
Review the duration of current school crossing
guard supervision at all of the all-way stop-
controlled intersections during the morning, midday
and afternoon school peak periods. Then determine
a common duration that best satisfies all of the
intersections. For example, if school crossing guards
are currently implemented at a minimum of 30
minutes at all all-way stop-controlled intersections
during various school peak periods, then the
common duration would be 30 minutes. The
purpose of this is to establish a common observation
duration so that all subsequent evaluations can be
completed on the same basis.
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Step 3:
For the leg of the intersection that is being crossed
with the assistance of a guard, establish the
conflicting vehicular movements. In the context of
this Guide, the conflicting movements for different
legs of an all-way stop-controlled intersection are
shown in Figures 7-1 to 7-4. These conflicting
vehicular movements have the most direct
correlation with the safety of student crossings.
On the north leg of the intersection, the conflicting
vehicular movements are:
•All southbound movements;
•Eastbound left turns;
•Westbound right turns; and
•Northbound through traffic.
These conflicting movements are illustrated in
Figure 7-1.
On the south leg of the intersection, the conflicting
vehicular movements are:
•All northbound movements;
•Westbound left turns;
•Eastbound right turns; and
•Southbound through traffic.
These conflicting movements are illustrated in
Figure 7-2.
On the east leg of the intersection, the conflicting
vehicular movements are:
•All westbound movements;
•Southbound left turns;
•Northbound right turns; and
•Eastbound through traffic.
Figure 7-1 Conflicting Movements for
Pedestrians on the North Leg
Figure 7-2 Conflicting Movements for
Pedestrians on the South Leg
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These conflicting movements are illustrated in
Figure 7-3.
On the west leg of the intersection, the conflicting
vehicular movements are:
•All eastbound movements;
•Northbound left turns;
•Southbound right turns; and
•Westbound through traffic.
These conflicting movements are illustrated in
Figure 7-4.
Step 4:
Count the conflicting vehicular volumes during the
school peak periods. The duration of the counts
would be based on the uniform duration established
in Step 2, and the movements counted are
established in Step 3. The count dates should be on
typical school days, as discussed further in Chapter
4.5.
Step 5:
Count the student crossing volumes at the leg
of the intersection that is being crossed with the
assistance of the guard. The count needs to be
completed concurrently and for the same duration
as the vehicular count in Step 2. Students are at a
minimum to be those in JK to Grade 5, and beyond
at the discretion of each municipality. Students
crossing with their parents should also be included
in the count. Bused students are not typically
recorded in the student count. Crossing Guards
would not be assigned for bused students since
school busses are equipped with flashing lights and
a stop sign and can change their pick up/drop off
location if considered unsafe.
Figure 7-3 Conflicting Movements for Pedestrians
on the East Leg
Figure 7-4 Conflicting Movements for Pedestrians
on the West Leg
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Step 6:
Multiply the student crossing volume by the
conflicting vehicular volume for each intersection
and for each school period evaluated.
Step 7:
Select the school period for each intersection that
has the highest product of student crossing volume
and conflicting vehicular volume. For example, the
morning and afternoon school peak periods were
counted at an all-way stop-controlled intersection
and the products of student and conflicting vehicular
volume were 1,000 and 1,700, respectively. In this
case, the conflicting vehicular volume and student
crossing volume during the afternoon school peak
would be the critical dataset that is used for this
intersection.
Step 8:
Input the critical dataset of conflicting vehicular
volume and the student crossing volume for each
intersection into the Exposure Index template that
is presented Appendix C.
Step 9:
Once Step 8 is complete, the Microsoft Excel
worksheet will automatically generate the 85th
percentile curve of the input data. This curve
represents the threshold used to evaluate the need
for school crossing guards at all-way stop-controlled
intersections.
7.3.3 Using the Exposure Index for Warrants
Once an Exposure Index has been developed for
all-way stop-controlled intersections, the following
steps can be taken to evaluate potential school
crossing guard locations that are all-way stop
controlled:
Step 1:
Establish the leg of the intersection that would be
most suitable for a school crossing guard. This is
typically based on the observed tendency of how
students cross at an intersection, or based on the
preference of the school to establish a safer route.
Care should be taken to respect natural “desire
lines”, rather than trying to force students to take a
more indirect or circuitous route.
Step 2:
Identify the conflicting vehicular movements for
the leg of the intersection that was established in
Step 1. The conflicting movements for each leg of
an all-way stop-controlled intersection are shown in
Figures 7-1 to 7-4.
Step 3:
Count the conflicting vehicular volumes and student
crossing volumes during the school peak periods.
The duration of the counts would be based on the
uniform duration that is used in the Exposure Index
method, as established in Step 2 in Chapter 7.3.2.
The count should be completed on typical school
days, as discussed further in Chapter 4.5.
Step 4:
Input the conflicting vehicular volume and student
crossing volume into the appropriate table of the
Exposure Index template. If the resulting point on
the graph that corresponds to the location being
evaluated is located above the 85th percentile line,
then the Exposure Index warrant is met. If the
resulting point is plotted below the 85th percentile
line, then the all-way stop-controlled intersection
being evaluated does not meet the Exposure Index
threshold for requiring school crossing guards. In
either case, the other factors discussed in Chapter
7.3.4 need to be considered.
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7.3.4 Other Factors
As noted in Chapter 5.3, the Exposure Index
method should be supplemented with a review
of other factors to ensure a comprehensive
assessment of the need for school crossing guards
is completed. These factors include:
Minimum Student Crossing Volume: To establish
a consistent method of evaluation, the minimum
number of students crossing during the school peak
periods should be set at a threshold of 40 students.
A lower value may be used at the discretion of
each municipality. For instance, a municipality can
establish a minimum threshold of 30 students
crossing at an all-way stop-controlled intersection.
Regardless of the threshold, the use of a uniform
value throughout the municipality provides a
quantitative tool for prioritizing the implementation
of school crossing guards. The benefits are to
ensure consistency of application, and to allow
municipalities to focus their resources at school
crossings where student utilization is higher. If the
student crossing volumes do not meet the minimum
threshold, alternate solutions outlined in Chapter
3.7 should be considered to improve the safety of
student crossings.
Collision Hazard Reporting Frequency: Over the
previous three years, there has been an average of
more than two reported collisions per year during
school operations that are susceptible to correction
by a school crossing guard.
Inadequate Visibility: During the site visit,
pedestrian and motorist visibility should be
evaluated based on the presence of:
•Vertical or horizontal road geometries;
•Permanent or temporary physical barriers such
as trees, shrubs, billboards, bus shelters or
buildings; or
•High frequency of heavy vehicles.
Methods of evaluating sight distance are provided
in the Transportation Association of Canada (TAC) –
Geometric Design Guide for Canadian Roads – Part
1: Chapter 1.2.5 Sight Distance.
Number of Gaps Available in Urban Locations: In
highly urban locations where mixed-uses surround
a school site and where the number of conflicting
vehicular movements is consistently high, the actual
number of gaps should be monitored. Under these
circumstances, the Gap Study method can be used
to complete the school crossing guard warrant.
Details of the Gap Study method are provided in
Chapter 5.3.
Proximity to a School: In general, crossing guards
should be deployed at intersections or crossings
where the subject school to be served is visible or
in proximity. In addition, the site inspection process
should also verify which route students prefer
to take. The combination of these two aspects
will help determine the appropriate location for a
school crossing guard. An all-way stop-controlled
intersection may meet the Exposure Index
requirements, but it may not lead to the preferable
route for students.
7.4 Signage and Pavement Marking
Applications
Once it is established that school crossing guards
are warranted at an all-way stop-controlled
intersection, the associated signage and pavement
markings required for implementation are outlined
below.
(a)As per Section 3.8 of OTM Book 11
- Pavement, Hazard and Delineation
Markings, crosswalk lines must be solid
white parallel retroreflective lines 10
cm to 20 cm wide, extending entirely
across the pavement. The crosswalk
must be at least 2.5 m wide. Widths of 3
m to 4 m are typical for urban areas with
significant pedestrian activity.
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(b)Crosswalk markings for supervised school crosswalks, must conform to the OTM requirements.
(c)School crosswalks may be supplemented with signs and pavement markings warning of
a school crossing ahead. Pavement markings stating “SCHOOL” or “SCHOOL XING” may be
provided on both approaches to the school crossing. Additional details on the use of advance
warning text are available in Section 3.9 of OTM Book 11.
(d)Where a school crossing is located on a multi-lane road, solid white lane lines should be installed
on each approach to the school crossing in order to discourage lane changing. The length of
these lane lines is dependent on the posted speed of the road, and should be based on field
observations. A minimum distance of 30 m is suggested.
While these signage applications are based on the OTM series, the Approval Authority is responsible for
ensuring that the necessary traffic control devices, signage and pavement markings are implemented in an
appropriate manner. Therefore, it is recommended that the Approval Authority review each crossing location
on a site-by-site basis to ensure that the site-specific characteristics are considered in the signage and
pavement marking application.
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8.0 SCHOOL CROSSING
GUARD WARRANT AT
MINOR STREET
STOP-CONTROLLED
INTERSECTIONS
This chapter describes the process to determine
whether or not to assign a school crossing guard
at a minor street stop-controlled intersection. The
chapter begins with a description of the data that
needs to be collected. Next, the different warrant
methods are described. Other factors to consider in
the warrant process are also provided.
8.1 Context
At a minor street stop-controlled intersection, stop
signs are provided on the minor street approaches.
Generally speaking, the traffic volumes on the
uncontrolled or free-flow approaches are higher
than the stop-controlled approaches. As per the
Highway Traffic Act, vehicles approaching a stop
sign at an intersection must stop at the stop bar,
or if none, before the nearest crosswalk, thereby
yielding to vehicular traffic and pedestrians on the
approaches with the right-of-way. From a pedestrian
perspective, there are two types of crossing at a
minor street stop-controlled intersection:
1.Pedestrians crossing parallel to the free-flow
traffic approach: Traffic from the minor street
approach is required to stop at the stop bar
and yield to these pedestrians. This is shown
in Figure 8-1. There may be conflicting turning
movements from the free-flow approach that
compete for the same right-of-way with these
pedestrians. On this basis, the Exposure
Index method is the recommended way of
evaluating the need for school crossing guards
for the crossing parallel to the free-flow traffic
approach.
Figure 8-1 – Crossing Parallel to the
Major Street Approach
2.Pedestrians crossing from the stop-controlled
approach: These pedestrians have to rely on
gaps in the free-flow traffic approaches in order
to cross the road. This is shown in Figure 8-2.
The need for school crossing guards for this
type of pedestrian crossing can be evaluated
with either the Exposure Index method or
the Gap Study method because there are
conflicting movements and also reliance on
gaps in the free-flow approach to cross.
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8.2 Data Collection
In addition to the site inspection process outlined in
Chapter 4, and the warrant-specific data collection
in Chapters 8.3 and 8.4, additional data and
observations are needed to complete the school
crossing guard warrant at a minor street stop-
controlled intersection. These items include:
Quantitative:
•Monitor the vehicular speeds in the vicinity if
speed compliance is of concern; and
•Note the conflicting vehicular volumes that are
heavy vehicles. Higher proportions of heavy
vehicles at an intersection may impede the
sight lines of motorists or students proceeding
through the intersection.
Qualitative:
•Aggressiveness or indecision of drivers;
•Poor driver behaviour such as not yielding the
right-of-way to pedestrians, not coming to
a complete stop at the intersection, drivers
inching forward thus intimidating pedestrians in
the crosswalk, or drivers manoeuvring through
pedestrians as they cross the roadway; and
•The students appear timid in crossing the
roadway or do not seem to be properly
educated on how a minor street stop-controlled
intersection operates. For example if students
are unsure of when it is their turn to cross.
8.3 Exposure Index Method
The application of the Exposure Index method is
done in two phases. The initial phase is to develop
an Exposure Index for minor street stop-controlled
intersections. The second phase is to use the
Exposure Index method to evaluate candidate minor
street stop-controlled intersections as to the need
for school crossing guards.
8.3.1 Developing an Exposure Index
The step-by-step procedure for developing an
Exposure Index at minor street stop-controlled
intersections is provided as follows, with the
template provided in Appendix C.
Step 1:
Review all of the minor street stop-controlled
intersections that currently have school crossing
guards in place. Obvious outlier locations where
school crossing guards may not normally be needed
should not be included since they would skew
the threshold established to evaluate candidate
school crossing guard locations. For very large
municipalities which have a significant number
of crossing guard locations, it may be difficult or
impractical to review “all” of the crossings in their
jurisdictions. Accordingly, these municipalities
could gather a representative sample size that is
statistically valid as a basis for analysis.
Figure 8-2 – Crossing from the
Minor Street Approach
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Step 2:
Review the duration of current school crossing
guard supervision at all of the minor street stop-
controlled intersections during the morning,
midday and afternoon school peak periods. Then
determine a common duration that best satisfies all
of the intersections. For example, if school crossing
guards are currently implemented at a minimum of
30 minutes at all of the minor street stop-controlled
intersections during various school peak periods,
then the common duration would be 30 minutes.
The purpose of this is to establish a common
observation duration so that all subsequent
evaluations can be completed on the same basis.
Step 3:
For the leg of the intersection that is being crossed
with the assistance of a guard, identify the conflicting
vehicular movements. In the context of this Guide,
the conflicting movements for different legs of a
minor street stop-controlled intersection are shown
in Figures 8-3 and 8-4. These conflicting vehicular
movements have the most direct correlation with
the safety of student crossings.
In Figure 8-3, the conflicting vehicular movements
for the pedestrian crossing along the minor street
stop-controlled approach are:
• Southbound through traffic;
• Eastbound right turns;
• Westbound left turns; and
• All northbound movements.
In Figure 8-4, the conflicting vehicular movements
for the pedestrian crossing along the major street
approach are:
• Southbound through traffic;
• Eastbound right turns;
• Westbound left turns; and
• All northbound movements.
Figure 8-4 – Conflicting Vehicular Movements
for the Major Street Free Flow Leg
Figure 8-3 – Conflicting Vehicular Movements
for the Minor Street Stop-controlled Leg
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Step 4:
Count the conflicting vehicular volume during
the school peak periods. The duration of the
counts would be based on the uniform duration
established in Step 2, and the movements counted
are established in Step 3. The counts should be
completed on typical school days, as discussed
further in Chapter 4.5.
Step 5:
Count the student crossing volumes that are
assisted by the school crossing guard. The count
needs to be completed concurrently and for the
same duration as the vehicular count in Step 2.
Students are at a minimum to be those in JK to Grade
5, and beyond at the discretion of each municipality.
Students crossing with their parents should also
be included in the count. Bused students are not
typically recorded in the student count. Crossing
guards would not be assigned for bused students
since school buses are equipped with flashing lights
and a stop sign and can change their pick up/drop off
location if considered unsafe.
Step 6:
Multiply the student crossing volume by the
conflicting vehicular volume for each intersection
and for each school period evaluated.
Step 7:
Select the school period for each minor street stop-
controlled intersection that has the highest product
of student crossing volume and conflicting vehicular
volume. For example, the morning and afternoon
school peak periods were counted at a minor street
stop-controlled intersection and the products of
student and conflicting vehicular volume were 1,000
and 1,700, respectively. In this case, the conflicting
vehicular volume and student crossing volume
during the afternoon school peak would be the
critical dataset that is used for this intersection.
Step 8:
Input the critical dataset of conflicting vehicular
volume and the student crossing volume for each
minor street stop-controlled intersection into the
Exposure Index template that is presented in
Appendix C.
Step 9:
Once Step 8 is complete, the Microsoft Excel
worksheet will automatically generate the 85th
percentile line of the input data. This line represents
the threshold used to evaluate the need for school
crossing guards at minor street stop-controlled
intersections.
8.3.2 Using the Exposure Index for Warrants
Once an Exposure Index has been developed minor
street stop-controlled intersections, the following
steps can be taken to evaluate potential school
crossing guard locations that are minor street stop
controlled:
Step 1:
Establish the leg of the intersection that would be
most suitable for a school crossing guard. This is
typically based on the observed tendency of how
students cross at an intersection, or based on the
preference of the school to establish a safer route.
Care should be taken to respect natural “desire
lines”, rather than trying to force students to take a
more indirect or circuitous route.
Step 2:
Identify the conflicting vehicular movements for the
leg of the intersection that was established in Step
1. The conflicting movements for the pedestrian
crossings along the minor and major approaches are
shown in Figures 8-3 and 8-4, respectively.
Step 3:
Count the conflicting vehicular volume and student
crossing volume during the school peak periods.
The duration of the counts would be based on the
uniform duration that is used in the Exposure Index
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method, as established in Step 2 in Chapter 8.3.1.
The count should be completed on typical school
days, as discussed further in Chapter 4.5.
Step 4:
Input the conflicting vehicular volume and student
crossing volume into the appropriate table of the
Exposure Index template. If the resulting point on
the graph that corresponds to the location being
evaluated is located above the 85th percentile
line, then the Exposure Index warrant is met.
If the resulting point is plotted below the 85th
percentile line, then the minor street stop-controlled
intersection being evaluated does not meet the
Exposure Index threshold for requiring school
crossing guards. In either case, the other factors
discussed in Chapter 8.5 need to be considered.
8.4 Gap Study Method
There are two phases to the Gap Study method at
a minor street stop-controlled intersection. The first
phase is to establish the Safe Gap Time threshold
based on the characteristics of the free-flow
approach. The second phase is to survey the gaps
available in the free-flow approach, and evaluate
whether there are enough safe gaps to allow
students cross safely.
8.4.1 Phase 1: Safe Gap Time
A Safe Gap Time is the time required during the
break in traffic flow that permits students to cross
the road safely. Because this parameter will be
used as the benchmark for the minor street stop-
controlled school crossing guard warrant, it is
important that the Approval Authority understands
the Safe Gap Time calculation methodology. Safe
Gap Time can be calculated as:
Safe Gap Time (G) = Perception & Reaction Time (P)
+ Crossing Time + Group Factor Time
which is the equivalent to:
G = P + (W / S) + T (N – 1)
The parameters in the Safe Gap Time calculation
need to be collected as part of the site inspection
process outlined in Chapter 4, and are detailed as
follows:
• P = Average perception and reaction time of
students (measured in seconds) – This is the
time it takes for a student to perceive whether
there are any vehicles approaching and to
decide whether to cross or wait. If this is not
available, assume 4.0 seconds;
• W = width of the roadway (measured in m)
– typically measured as the pavement width of
the road. However, to err on the conservative
side, the width of the roadway could also be
considered the crossing distance from where
students typically queue while waiting for a
safe gap in the traffic stream to the opposite
side of the roadway. This is more conservative
because students do not always wait to cross
at the edge of pavement or on the curb. This
parameter is used to calculate the crossing
time;
• S = Average walking speed of students
(measured in metres per second) – This can
be calculated by measuring the amount of time
it takes for students to cross the roadway. The
width of the roadway can then be related to the
time required to calculate the walking speed.
This parameter is used to calculate the crossing
time. If this is not available, assume 1.0 m/s;
• T = Group factor (measured in seconds) –
This factor is used to account for the fact that
when more students cross at the same time,
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it takes longer to cross. This is because a large
group of students will have to cross in multiple
rows instead one. This parameter is used to
calculate the group factor time. If this is not
available, assume 2.0 seconds; and
•N = Predominant group size – Observe the
average number of students crossing together
in increments of five (for example if 3 students
cross together: N = 1, if 8 students cross
together: N = 2). This parameter is used to
calculate the group factor time.
Sample calculations of the Safe Gap Time are
provided in Appendix D.
8.4.2 Phase 2: Gap Surveys and Analyses
Once the Safe Gap Time has been calculated, the
following steps need to be completed during the
morning, midday and afternoon school peak periods
at the minor street stop-controlled intersection
being evaluated:
Step 1:
Record the number of gaps in the free-flow approach
of the minor street stop-controlled intersection
and measure the respective durations using a
stopwatch. These observations need to be recorded
in five minute intervals during the morning, midday
and afternoon school peak periods. Sample Gap
Survey forms are provided in Appendix D.
Step 2:
Record the number of students crossing during
the gap survey in each of the five minute intervals.
Students are considered at the minimum to be
those in JK to Grade 5, and beyond at the discretion
of each municipality.
Step 3:
Count the number of gaps recorded in each five
minute interval that is equal to or higher than the
Safe Gap Time calculated in Chapter 8.4.1. Gaps
that are longer than the calculated Safe Gap Time
need to be expressed as increments of the Safe
Gap Time. This is done by dividing the gap times
by the Safe Gap Time. For example, if the Safe Gap
Time was calculated to be 10 seconds, and a long
gap of 34 seconds was observed, then there would
be three gaps that are considered to be Safe Gaps
(34 seconds divided by 10 seconds).
Step 4:
Count the number of five minute intervals where
there are less than four surveyed gaps that are equal
to or higher than the Safe Gap Time.
Step 5:
Count the total number of five minute intervals
surveyed.
Step 6:
Determine the proportion of five minute intervals
where there are less than four Safe Gap Times.
Step 7:
If less than 50% of the five minute intervals surveyed
had less than four Safe Gaps, then a school crossing
guard is warranted for the stop-controlled crossing
at the minor street stop-controlled intersection.
8.5 Other Factors
In addition to the Exposure Index and the Gap Study
methods, the School Crossing Guard warrant at
minor street stop-controlled intersections needs to
also consider the following factors:
Minimum Student Crossing Volume: To establish
a consistent method of evaluation, the minimum
number of students crossing during the school peak
periods should be set at a threshold of 40 students.
A lower value may be used at the discretion of
each municipality. For instance, a municipality can
establish a minimum threshold of 30 students
crossing at a minor street stop-controlled
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intersection. Regardless of the threshold, the use
of a uniform value throughout the municipality
provides a quantitative tool for prioritizing the
implementation of school crossing guards. The
benefits are to ensure consistency of application,
and to allow municipalities to focus their resources
at school crossings where student utilization is
higher. If the student crossing volumes do not meet
the minimum threshold, alternate solutions outlined
in Chapter 3.7 should be considered to improve the
safety of student crossings.
Collision Hazard Reporting Frequency: Over the
previous three years, there has been an average of
more than two reported collisions per year during
school operations that are susceptible to correction
by a school crossing guard.
Inadequate Visibility: During the site visit,
pedestrian and motorist visibility should be
evaluated based on the presence of:
•Vertical or horizontal road geometries;
•Permanent or temporary physical barriers such
as trees, shrubs, billboards, bus shelters or
buildings; or
•High frequency of heavy vehicles.
Methods of evaluating sight distance are provided
in the Transportation Association of Canada (TAC) –
Geometric Design Guide for Canadian Roads – Part
1: Chapter 1.2.5 Sight Distance.
Proximity to a School: In general, school crossing
guards should be deployed at crossing facilities
where the subject school to be served is visible or
in proximity. In addition, the site inspection process
should verify which route students prefer to take.
The combination of these two aspects will help
determine the appropriate location for a school
crossing guard.
8.6 Signage and Pavement Marking
Applications
Once it is established that a school crossing guard
is warranted at a minor street stop-controlled
intersection, the associated signage and pavement
markings required for implementation are outlined
below.
(a) As per Section 3.8 of OTM Book 11
- Pavement, Hazard and Delineation
Markings, crosswalk lines must be solid
white parallel retroreflective lines 10 cm
to 20 cm wide, extending entirely across
the pavement. The crosswalk must be
at least 2.5 m wide. Widths of 3.0 m to
4.0 m are typical for urban areas with
significant pedestrian activity.
(b)Crosswalk markings for supervised
school crosswalks must conform to the
OTM requirements.
(c) School crosswalks may be
supplemented with signs and pavement
markings warning of a school crossing
ahead. Pavement markings stating
“SCHOOL” or “SCHOOL XING” may
be provided on both approaches to the
school crossing. Additional details on
the use of advanced warning text are
available in Section 3.8 of OTM Book 11.
(d)Where a school crossing is located on
a multi-lane road, solid white lane lines
should be installed on each approach
to the school crossing in order to
discourage lane changing. The length
of these lane lines is dependent on the
posted speed of the road, and should be
based on field observations. A minimum
distance of 30 m is recommended.
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While these signage applications are based on the OTM series, the Approval Authority is responsible for
ensuring that the necessary signage and pavement markings are implemented in an appropriate manner. It
is recommended that the Approval Authority review each crossing location on a site-by-site basis to ensure
that the site-specific characteristics are considered in the signage application. Any deviation from the OTM
requirements should be supported by a well-documented rationale.
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9.0 SCHOOL CROSSING
GUARD WARRANT AT
PEDESTRIAN SIGNALS
This chapter describes the process to determine
whether or not to assign a school crossing guard
at a pedestrian signal location. The chapter begins
with a description of the data that needs to be
collected. Next the steps required to develop an
Exposure Index is provided, along with how to apply
the warrant to candidate pedestrian signal locations.
Other factors to consider in the warrant process are
also provided.
9.1 Context
Based on OTM Book 15, Section 6.3.1.2, traffic
signals that are dedicated primarily to providing a
controlled environment for pedestrians to cross a
roadway may be installed as pedestrian signals at
either:
•Intersections as Intersection Pedestrian Signals
(IPS); or
•Between intersections as Mid-block Pedestrian
Signals (MPS)
Pedestrian signals operate in a “semi-actuated”
mode by pedestrians activating a pushbutton to
cross the main street. Regular traffic signals control
the major roadway approaches. The minor street
at an IPS intersection is controlled by stop signs.
For IPS intersections, the minor street traffic must
be stop controlled, and may cross the intersection
during a gap in traffic on the major street or turn
during the pedestrian phase if motorists do not
conflict with pedestrian crossings. The definition
and concept of IPS and MPS are discussed in
Chapter 3.
9.2 Data Collection
In addition to the site inspection process outlined
in Chapter 4, additional data and observations are
needed to complete the crossing guard warrant
at an IPS or MPS crossing location. These items
include:
Quantitative:
•Count the conflicting vehicular volume as
specified in Step 4 of Chapter 9.3.2 during the
morning, midday and afternoon school peak
periods;
•Count the number of students that cross each
leg of the intersection during the morning,
midday and afternoon school peak periods.
Students are considered those in JK to Grade
5. At the discretion of each municipality, more
senior grades may be included in the student
volume. For the purpose of crossing guard
warrants, student volumes include students
walking with their parents. These counts should
be done concurrently with the conflicting
vehicular volume count;
•Monitor the vehicular speeds in the vicinity if
speed compliance is of concern; and
•Note the conflicting vehicular volumes that are
heavy vehicles. Higher proportions of heavy
vehicles at an intersection may impede the
sight lines of motorists or students proceeding
through the intersection.
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Qualitative:
•Aggressiveness or indecision of drivers during
the amber and all red indications, as well as
confusion from the stop-controlled approaches;
•Poor driver behaviour such as not yielding
the right-of-way to pedestrians, not coming
to a complete stop at the intersection prior to
turning on a red display, drivers inching forward
thus intimidating pedestrians in the crosswalk,
or drivers manoeuvring through pedestrians as
they cross the roadway; and
•The students appear timid in crossing the
roadway or do not seem to be properly trained
on how to cross the road safely. This may
include forgetting to push the pedestrian
pushbutton, or entering the roadway after the
flashing Don’t Walk indication commences.
9.3 Warrant Method
The warrant method for IPS and MPS locations are
not the same because they differ from a conflicting
movement perspective. At an IPS intersection there
is the potential for conflicting movements between
motorist and pedestrians. For example, vehicular
movements from the minor street approach can
conflict with the pedestrian phase. At a MPS location
there are no conflicting movements because all
through volumes must adhere to the traffic signal
display. With respect to these differences, the
following warrant methods should be applied.
9.3.1 Exposure Index Method
The need for school crossing guard at an IPS
intersection is best evaluated with the Exposure
Index method, which relates the student volume
to the conflicting vehicular movements. The
application of the Exposure Index method is done
in two phases. The initial phase is to develop an
Exposure Index for IPS intersections. The second
phase is to use the Exposure Index method to
evaluate candidate IPS intersections as to the need
for school crossing guards.
9.3.2 Developing an Exposure Index
The step-by-step procedure for developing an
Exposure Index at IPS intersections is provided as
follows, with the template provided in Appendix C.
Step 1:
Review all of the IPS intersections that currently
have school crossing guards in place. Obvious
outlier locations where school crossing guards may
not normally be needed should not be included
since they would skew the threshold established
to evaluate candidate school crossing guard
locations. For very large municipalities which have
a significant number of crossing guard locations, it
may be difficult or impractical to review “all” of the
crossings in their jurisdictions. Accordingly, these
municipalities could gather a representative sample
size that is statistically valid as a basis for analysis.
Step 2:
Review the duration of current school crossing
guard supervision at all of the IPS intersections
during the morning, midday and afternoon school
peak periods. Then determine a common duration
that best satisfies all of the IPS intersections. For
example, if school crossing guards are currently
implemented at a minimum of 30 minutes at all IPS
intersections during various school peak periods,
then the common duration would be 30 minutes.
The purpose of this is to establish a common
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observation duration so that all subsequent
evaluations can be completed on the same basis.
Step 3:
For the crossing that is equipped with the IPS and
being supervised by a school crossing guard, identify
the conflicting vehicular movements. The conflicting
movements for an IPS crossing are shown in Figure
9-1.
It should be noted that the need for a school
crossing guard at the stop-controlled approaches
would be evaluated based on the minor street stop-
controlled warrant methodology outlined in Chapter
8. For the major street crossing, a guard should only
be assigned to the crosswalk that is equipped with
the IPS. The intent is to concentrate the crossings
of the major street to where there are pedestrian
signals and a marked crosswalk.
Step 4:
Count the conflicting vehicular volumes during
the school peak periods. The duration of the
counts would be based on the uniform duration
established in Step 2, and the movements counted
are established in Step 3. The counts should be
completed on typical school days, as discussed
further in Chapter 4.5.
Step 5:
Count the student crossing volumes that are
assisted by the school crossing guard. The count
needs to be completed concurrently and for the
same duration as the vehicular count in Step 2.
Students are at a minimum to be those in JK to Grade
5, and beyond at the discretion of each municipality.
Students crossing with their parents should also
be included in the count. Bused students are not
typically recorded in the student count. Crossing
Guards would not be assigned for bused students
since school buses are equipped with flashing lights
and a stop sign and can change their pick up/drop off
location if considered unsafe.
Figure 9-1 – Conflicting Movements for
Pedestrians at an IPS
Chapter 9
Step 6:
Multiply the student crossing volume by the
conflicting vehicular volume for each IPS intersection
and for each school period evaluated.
Step 7:
Select the school period for each IPS intersection
that has the highest product of student crossing
volume and conflicting vehicular volume. For
example, the morning and afternoon school peak
periods were counted at an IPS intersection and the
products of student and conflicting vehicular volume
were 1,000 and 1,700, respectively. In this case, the
conflicting vehicular volume and student crossing
volume during the afternoon school peak would be
the critical dataset that for this IPS intersection.
Step 8:
Input the critical dataset of conflicting vehicular
volume and the student crossing volume for each
IPS intersection into the Exposure Index template
that is presented in Appendix C.
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Step 9:
Once Step 8 is complete, the Microsoft Excel
worksheet will automatically generate the 85th
percentile line of the input data. This line represents
the threshold used to evaluate the need for school
crossing guards at IPS intersections.
9.3.3 Using the Exposure Index for Warrants
Once an Exposure Index has been developed for
IPS intersections, the following steps can be taken
to evaluate potential school crossing guard locations
that are IPS controlled:
Step 1:
Identify the conflicting vehicular movements for the
crossing of the major street that is equipped with
the IPS. The conflicting movements for the IPS leg
are shown in Figure 9-1.
Step 2:
Count the conflicting vehicular volumes and student
crossing volumes during the school peak periods.
The duration of the counts would be based on the
uniform duration that is used in the Exposure Index
method, as established in Step 2 in Chapter 9.3.2.
The count should be completed on typical school
days, as discussed further in Chapter 4.5.
Step 3:
Input the conflicting vehicular volume and student
crossing volume into the appropriate table of the
Exposure Index template. If the resulting point on the
graph that corresponds to the location being evaluated
is located above the 85th percentile line, then the
Exposure Index warrant is met. If the resulting point
is plotted below the 85th percentile line, then the
IPS intersection being evaluated does not meet the
Exposure Index threshold for requiring school crossing
guards. In either case, the other factors discussed in
Chapter 9.3.4 need to be considered.
Chapter 9
9.3.4 Other Factors
For both IPS and MPS locations, the following
factors need to be considered – often in combination
to determine the need for school crossing guards:
Minimum Student Crossing Volume: To establish
a consistent method of evaluation, the minimum
number of students crossing during the school peak
periods should be set at a threshold of 40 students.
A lower value may be used at the discretion of
each municipality. For instance, a municipality can
establish a minimum threshold of 30 students
crossing at an IPS or MPS location. Regardless of
the threshold, the use of a uniform value throughout
the municipality provides a quantitative tool for
prioritizing the implementation of school crossing
guards. The benefits are to ensure consistency
of application, and to allow municipalities to
focus their resources at school crossings where
student utilization is higher. If the student crossing
volumes do not meet the minimum threshold,
alternate solutions outlined in Chapter 3.7 should
be considered to improve the safety of student
crossings.
Collision Hazard Reporting Frequency: Over the
previous three years, there has been an average
more than two reported collisions per year during
school operations that are susceptible to correction
by a school crossing guard.
Inadequate Visibility: During the site visit,
pedestrian and motorist visibility should be
evaluated based on the presence of:
•Vertical or horizontal road geometries;
•Permanent or temporary physical barriers such
as trees, shrubs, billboards, bus shelters or
buildings; or
•High frequency of heavy vehicles.
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Methods of evaluating sight distance are provided in the Transportation Association of Canada (TAC) –
Geometric Design Guide for Canadian Roads – Part 1: Chapter 1.2.5 Sight Distance.
Number of Gaps Available at Urban Locations: In highly urban locations where mixed uses surround a
school site and where the number of conflicting vehicular movements at an IPS is consistently high, the
actual number of gaps during the pedestrian phase should be monitored. Under these circumstances, the
Gap Study method can be used to complete the school crossing guard warrant. Details of the Gap Study
method are provided in Chapter 5.3.
Proximity to a School: In general, school crossing guards should be deployed at intersections or crossings
where the subject school to be served is visible or in proximity. In addition, the site inspection process
should verify which route students prefer to take. The combination of these two aspects will help determine
the appropriate location for a school crossing guard. An IPS or MPS location may meet the Exposure Index
requirements, but it may not lead to the preferable route for students.
9.4 Signage and Pavement Marking Applications
As per OTM Book 6 - Warning Signs Section 7, signed school crossings must not be provided if pedestrian
signals are provided. Thus, no school-related signs or pavement markings should be placed at an IPS or MPS
location. Any deviation from the OTM requirements should be supported by a well-documented rationale.
General signage and pavement marking requirements for IPS or MPS locations are provided in OTM Book
15, Section 6.3.1.
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10.0 SCHOOL CROSSING
GUARD WARRANTS AT
PEDESTRIAN CROSSOVERS
This chapter describes the process to determine
whether or not to assign a school crossing guard at
a pedestrian crossover (PXO). This chapter begins
with a description of the different types of PXOs and
the data that needs to be collected. Next, the steps
of the warrant process are described.
10.1 Context
Based on OTM Book 15, Section 6.3.2, PXOs provide
pedestrians with protected crossing opportunities
by requiring motorists to yield to pedestrians within
the crosswalk. PXOs mean any portion of a roadway
distinctly indicated for pedestrian crossings by
signs on the highway and lines or other markings
on the surface of the roadway as prescribed by
the regulations and the HTA. The presence of a
pedestrian in the crosswalk requires motorists
approaching the PXO to stop, yield the right-of-way,
and proceed only when the pedestrian has crossed
the roadway. For additional legislative and By-law
information, refer to Chapter 3.1 – Legislative
Authority.
There are four types of PXOs:
Level 1 Type A: is distinctively defined by the use
of regulatory and warning signs, flashing amber
beacons and pavement markings prescribed and
illustrated by Ontario Regulation 402/15, Pedestrian
Crossover Signs. This treatment system uses
internally illuminated overhead warning signs. An
illustration of a Level 1 Type A PXO as per MTO is
shown in Figure 10-1.
Figure 10-1: Level 1 Type A
Pedestrian Crossover
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Level 2 Type B: is distinctly defined by the
prescribed use of regulatory and warning signs,
rapid rectangular flashing beacons (RRFB) and
pavement markings prescribed and illustrated by
Ontario Regulation 402/15, Pedestrian Crossover
Signs. The system uses both the side-mounted and
overhead regulatory signs. An illustration of a Level
2 Type B PXO as per MTO is shown in Figure 10-2.
Figure 10-3 illustrates the application of this type of
PXO at a mid-block crossing.
Figure 10-2: Level 2 Type B
Pedestrian Crossover
Figure 10-3: Level 2 Type B Pedestrian
Crossover (Milton)
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Level 2 Type C: is distinctly defined by the
prescribed use of regulatory and warning signs, rapid
rectangular flashing beacons (RRFB) and pavement
markings prescribed and illustrated by Ontario
Regulation 402/15, Pedestrian Crossover Signs. The
system uses only side-mounted regulatory signs.
An illustration of a Level 2 Type C PXO as per MTO is
shown in Figure 10-4.
Level 2 Type D: is distinctly defined by the
prescribed use of regulatory and warning signs plus
pavement markings prescribed and illustrated by
Ontario Regulation 402/15, Pedestrian Crossover
Signs. The system uses only side-mounted
regulatory signs and does not require flashing
beacons. An illustration of a Level 2 Type D PXO
as per MTO is shown in Figure 10-5. Figure 10-6
illustrates the application of this type of PXO at a
minor street stop-controlled intersection.
Figure 10-5: Level 2 Type D Pedestrian
Crossover
Figure 10-6: Level 2 Type D Pedestrian
Crossover (London)
Chapter 10
Figure 10-4: Level 2 Type C Pedestrian
Crossover
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10.2 Data Collection
In addition to the site inspection process outlined
in Chapter 4, additional data and observations are
needed to complete the school crossing guard
warrant at a PXO location. These items include:
Quantitative:
•Count the conflicting vehicular volume as
specified in Step 4 of Chapter 10.3.2 during
the morning, midday and afternoon school peak
periods;
•Count the number of students that cross the
PXO during the morning, midday and afternoon
school peak periods. Students are considered
those in JK to Grade 5. At the discretion of
each municipality, more senior grades may be
included in the student volume. For the purpose
of crossing guard warrants, student volumes
include students walking with their parents.
These counts should be done concurrently with
the conflicting vehicular volume count;
•Monitor the vehicular speeds in the vicinity if
speed compliance is of concern; and
•Note the conflicting vehicular volumes that are
heavy vehicles. Higher proportions of heavy
vehicles at an intersection may impede the
sight lines of motorists or students proceeding
through the intersection.
Qualitative:
•Aggressiveness or indecision of drivers in the
vicinity of the PXO;
•Poor driver behaviour such as not yielding the
right-of-way to pedestrians, drivers inching
forward thus intimidating pedestrians in the
crosswalk, or drivers manoeuvring through
pedestrians as they cross the roadway; and
•The students appear timid in crossing the
roadway or do not seem to be properly trained
on how to cross at the PXO. This may include
forgetting to push the pedestrian pushbutton if
one is present, or understanding when they can
safely enter the crosswalk after the approaching
vehicles have stopped.
10.3 Warrant Method
The warrant method at a PXO is dependent on
whether the PXO is located at a mid-block location
or in the vicinity of an intersection. It is important to
distinguish this because a PXO at a mid-block location
would have no conflicting vehicular movements
since all of the through traffic is required to stop and
yield to pedestrians including students. Conversely,
a PXO at an intersection would be susceptible to
conflicting vehicular movements from the side
streets. With respect to this difference, the school
crossing guard warrant methods for PXOs located at
both locations are outlined below:
Mid-block PXO: The recommended warrant
method is based on the consideration of the other
factors listed in Chapter 10.3.4.
PXO at an intersection: The recommended
warrant method is based on the Exposure Index
in conjunction with the consideration of the other
factors listed in Chapter 10.3.4.
10.3.1 Exposure Index
The application of the Exposure Index method is
done in two phases. The initial phase is to develop
an Exposure Index for PXO locations located at
an intersection. The second phase is to use the
Exposure Index method to evaluate candidate PXOs
as to the need for school crossing guards.
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10.3.2 Developing an Exposure Index
The step-by-step procedure for developing an
Exposure Index is provided as follows, with the
template provided in Appendix C.
Step 1:
Review all of the PXOs located at intersections
that currently have school crossing guards in place.
Obvious outlier locations where school crossing
guards may not normally be needed should not
be included since they would skew the threshold
established to evaluate candidate school crossing
guard locations. For very large municipalities
which have a significant number of crossing guard
locations, it may be difficult or impractical to
review “all” of the crossings in their jurisdictions.
Accordingly, these municipalities could gather a
representative sample size that is statistically valid
as a basis for analysis.
Step 2:
Review the duration of current school crossing
guard supervision at all of the PXO locations being
evaluated during the morning, midday and afternoon
school peak periods. Then determine a common
duration that best satisfies all of the PXO locations.
For example, if school crossing guards are currently
implemented at a minimum of 30 minutes at all of
the locations during various school peak periods,
then the common duration would be 30 minutes.
The purpose of this is to establish a common
observation duration so that all subsequent
evaluations can be completed on the same basis.
Step 3:
For the crossing that is equipped with the PXO and
is being supervised with the assistance of a school
crossing guard, identify the conflicting vehicular
movements. The conflicting movements for a PXO
located at an intersection are shown in Figure 10-7.
It should be noted that the need for a school
crossing guard at the stop-controlled approaches
would be evaluated based on the minor street stop-
controlled warrant methodology outlined in Chapter
8. For the major street crossing, a guard should only
be assigned to the crosswalk that is equipped with
the PXO. The intent is to concentrate the crossings
of the major street to where there is a PXO and a
marked crosswalk.
Step 4:
Count the conflicting vehicular volumes during the
school peak periods. The duration of the counts would
be based on the uniform duration established in Step
2, and the movements counted are established in
Step 3. The counts should be completed on typical
school days, as discussed further in Chapter 4.5.
Step 5:
Count the student crossing volume that are assisted
by school crossing guard. The count needs to be
completed concurrently and for the same duration
as the vehicular count in Step 2. Students are at a
minimum to be those in JK to Grade 5, and beyond
at the discretion of each municipality. Students
crossing with their parents should also be included
in the count. Bused students are not typically
recorded in the student count. Crossing guards
Figure 10-7 – Conflicting Movements for a PXO
Crossing at an Intersection
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would not be assigned for bused students since
school buses are equipped with flashing lights and
a stop sign and can change their pick up/drop off
location if considered unsafe.
Step 6:
Multiply the student crossing volume by the
conflicting vehicular volume for each intersection
and for each school period evaluated.
Step 7:
Select the school period for each PXO location that
has the highest product of student crossing volume
and conflicting vehicular volume. For example,
the morning and afternoon school peak periods
were counted at a PXO location and the products
of student and conflicting vehicular volume were
1,000 and 1,700, respectively. In this case, the
conflicting vehicular volume and student crossing
volume during the afternoon school peak would be
the critical dataset that is used for this intersection.
Step 8:
Input the critical dataset of conflicting vehicular
volume and the student crossing volume for each
PXO location into the Exposure Index template that
is presented in Appendix C.
Step 9:
Once Step 8 is complete, the Microsoft Excel
worksheet will automatically generate the 85th
percentile curve of the input data. This curve
represents the threshold used to evaluate the need
for school crossing guards at PXO locations at an
intersection.
10.3.3 Using the Exposure Index for Warrants
Once an Exposure Index has been developed for
PXOs located at an intersection, the following steps
can be taken to evaluate potential school crossing
guard locations that are PXO controlled:
Step 1:
Identify the conflicting vehicular movements for the
crossing of the major street that is equipped with the
PXO. The conflicting movements for the PXO leg are
shown in Figure 10-7.
Step 2:
Count the conflicting vehicular volumes and student
crossing volumes during the school peak periods. The
duration of the counts would be based on the uniform
duration that is used in the Exposure Index method,
as established in Step 2 in Chapter 10.3.2. The
count should be completed on typical school days, as
discussed further in Chapter 4.5.
Step 3:
Input the conflicting vehicular volume and student
crossing volume into the appropriate table of the
Exposure Index template. If the resulting point on the
graph that corresponds to the location being evaluated
is located above the 85th percentile line, then the
Exposure Index warrant is met. If the resulting point
is plotted below the 85th percentile line, then the PXO
location being evaluated does not meet the Exposure
Index threshold for requiring school crossing guards.
In either case, the other factors discussed in Chapter
10.3.4 need to be considered.
10.3.4 Other Factors
As noted in Chapter 5.3, the following factors
need to be considered – often in combination when
evaluating the need for a school crossing guard:
Minimum Student Crossing Volume: To establish
a consistent method of evaluation, the minimum
number of students crossing during the school peak
periods should be set at a threshold of 40 students.
A lower value may be used at the discretion of each
municipality. For instance, a municipality can establish
a minimum threshold of 30 students crossing at PXO
locations. Regardless of the threshold, the use of a
uniform value throughout the municipality provides a
quantitative tool for prioritizing the implementation of
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school crossing guards. The benefits are to ensure consistency of application, and to allow municipalities to
focus their resources at school crossings where student utilization is higher. If the student crossing volumes
do not meet the minimum threshold, alternate solutions outlined in Chapter 3.7 should be considered to
improve the safety of student crossings.
Collision Hazard Reporting Frequency: Over the previous three years, there has been an average of more
than two reported collisions per year during school operations that are susceptible to correction by a school
crossing guard.
Inadequate Visibility: During the site visit, pedestrian and motorist visibility should be evaluated based on
the presence of:
•Vertical or horizontal road geometries;
•Permanent or temporary physical barriers such as trees, shrubs, billboards, bus shelters or buildings; or
•High frequency of heavy vehicles.
Methods of evaluating sight distance are provided in theTransportation Association of Canada (TAC) –
Geometric Design Guide for Canadian Roads – Part 1: Chapter 1.2.5 Sight Distance.
Number of Gaps Available at Urban Locations: In highly urban locations where mixed-uses surround
a school site and where the number of conflicting vehicular movements is consistently high, the actual
number of gaps during the pedestrian phase should be monitored. Under these circumstances, the Gap
Study method can be used to complete the school crossing guard warrant. Details of the Gap Study method
are provided in Chapter 5.3.
Proximity to a School: In general, school crossing guards should be deployed at intersections or crossings
where the subject school to be served is visible or in proximity. In addition, the site inspection process
should also verify which route students prefer to take. The combination of these two aspects will help
determine the appropriate location for a school crossing guard. A PXO location may meet the Exposure
Index requirements, but it may not lead to the preferable route for students.
HTA Compliance: Since the operation of a pedestrian crossover relies on the compliance of motorists and
pedestrians to the Highway Traffic Act, the compliance rate would be an important indicator of the need for
additional safety measures.
10.4 Signage and Pavement Markings
As per OTM Book 6 - Warning Signs Section 7, signed school crossings must not be located at pedestrian
crossovers. Thus, no school-related signs or pavement markings should be placed at PXO locations. Any
deviation from the OTM requirements should be supported by a well-documented rationale.
General signage and pavement marking requirements for PXOs are provided in OTM Book 15, Section 6.3.1.
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11.0 SCHOOL CROSSING
GUARD WARRANTS AT
MID-BLOCK LOCATIONS
This chapter describes the process to determine
whether or not to assign a school crossing guard
at a mid-block location. The chapter begins with
a description of the data required to establish the
benchmark for the Gap Study method, along with
how the Safe gap Time is calculated. Next, the steps
to using the Gap Study method are outlined. Other
factors to consider in the warrant process are also
provided.
11.1 Context
School crossing guards are implemented at mid-
block locations to assist students crossing a
street as they walk to and from a nearby school.
The fundamental difference between mid-
block crossings and signalized or unsignalized
intersections is that motorists have the right-of-way
on the road; thus, students have to rely on available
gaps in traffic to cross the roadway. For younger
students, this may present a challenge due to
their inability to judge vehicular speeds or the time
required to safely cross the road. There are generally
two types of mid-block crossings:
1. An uncontrolled mid-block crossing that is
indicated by pavement markings or signs. A
concern with this type of mid-block crossing
location is that they create a false sense of
safety for the students, since some pedestrians
may mistakenly expect motorists to stop and
yield to them once they enter the roadway,
even though the vehicle has the right-of-way.
2. A mid-block location that has no pavement
markings and/or signs. These mid-block
locations are casually used by students to cross
because they are often situated in proximity
to a school or transit facility, and may attract
crossings despite the lack of formal pavement
markings or signage.
An effective way to improve the safety of mid-
block school crossing locations is to assign a school
crossing guard to that location, and implement the
necessary signage and pavement markings.
11.2 Gap Study Method
Based on the review of best practices in various
municipalities, the Gap Study method is the most
commonly used and applicable warrant method at
mid-block crossings. The Exposure Index method
at mid-block locations does not account for the
difficulty experienced by students looking for gaps
in the roadway due to the absence of any form of
clear right-of-way for pedestrians.
There are two phases to the Gap Study method.
The first phase is to establish the Safe Gap Time
threshold based on the characteristics of a mid-
block location. The second phase is to survey the
gaps available at the mid-block location and evaluate
whether there are enough safe gaps to allow
students to cross safely.
11.2.1 Phase 1: Safe Gap Time
A Safe Gap Time is the time required in a break
within the traffic flow that permits students to cross
the road safely. Because this parameter will be used
as the benchmark for the mid-block school crossing
guard warrant, it is important that the Approval
Authority understand the Safe Gap Time calculation
methodology. Safe Gap Time can be calculated as:
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Safe Gap Time (G) = Perception & Reaction Time (P)
+ Crossing Time + Group Factor Time
which is the equivalent to:
G = P + (W / S) + T (N – 1)
The parameters in the Safe Gap Time calculation
need to be collected as part of the site inspection
process outlined in Chapter 4, and are detailed as
follows:
•P = Average perception and reaction time of
students (measured in seconds) – This is the
time it takes for a student to perceive whether
there are any vehicles approaching and to
decide whether to cross or wait. If this is not
available, assume 4.0 seconds;
•W = width of the roadway (measured in m)
– typically measured as the pavement width of
the road. However, to err on the conservative
side, the width of the roadway could also be
considered the crossing distance from where
students typically queue while waiting for a
safe gap in the traffic stream to the opposite
side of the roadway. This is more conservative
because students do not always wait to cross
at the edge of pavement or on the curb. This
parameter is used to calculate the crossing
time;
•S = Average walking speed of students
(measured in metres per second) – This can
be calculated by measuring the amount of time
it takes for students to cross the roadway. The
width of the roadway can then be related to the
time required to calculate the walking speed.
This parameter is used to calculate the crossing
time. If this is not available, assume 1.0 m/s;
•T = Group factor (measured in seconds) –
This factor is used to account for the fact that
when more students cross at the same time,
it takes longer to cross. This is because a large
group of students will have to cross in multiple
rows instead one. This parameter is used to
calculate the group factor time. If this is not
available, assume 2.0 seconds; and
•N = Predominant group size – Observe the
average number of students crossing together
in increments of five (for example if 3 students
cross together: N = 1, if 8 students cross
together: N = 2). This parameter is used to
calculate the group factor time.
Sample calculations of the Safe Gap Time are
provided in Appendix D.
11.2.2 Phase 2: Gap Survey and Analyses
Once the Safe Gap Time has been calculated, the
following steps need to completed during the
morning, midday and afternoon school peak periods
at the mid-block location being evaluated: Phase 2 of
the Gap Study method includes the following steps:
Once the Safe Gap Time has been calculated, the
following items need to be surveyed during the
morning, midday and afternoon school peak periods
at the mid-block location being evaluated:
Step 1:
Record the number of gaps in the roadway
and measure the respective durations using a
stopwatch. These observations need to be recorded
in five minute intervals during the morning, midday
and afternoon school peak periods. Sample Gap
Survey forms are provided in Appendix D.
Step 2:
Record the number of students crossing during
the gap survey in each of the five minute intervals.
Students are considered at the minimum to be
those in JK to Grade 5, and beyond at the discretion
of each municipality. Bused students are not
typically recorded in the student count. Crossing
Guards would not be assigned for bused students
since school busses are equipped with flashing
lights and a stop sign and can change their pick up/
drop off location if considered unsafe.
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Step 3:
Count the number of gaps recorded in each five
minute interval that is equal to or higher than the
Safe Gap Time calculated in Chapter 11.2.1.
Continuous long gap times should be expressed as
increments of the Safe Gap Time. This is done by
dividing long gap times by the Safe Gap Time. For
example, if the Safe Gap Time was calculated to
be 10 seconds, and a long gap of 34 seconds was
observed, then there would be three gaps that are
considered to be Safe Gaps (34 seconds divided by
10 seconds).
Step 4:
Count the number of five minute intervals where
there are less than four surveyed gaps that are equal
to or higher than the Safe Gap Time.
Step 5:
Count the total number of five minute intervals
surveyed.
Step 6:
Determine the proportion of five minute intervals
where there are less than four Safe Gap Times.
Step 7:
If less than 50% of the five minute intervals surveyed
had less than four Safe Gaps, then a school crossing
guard is warranted at the mid-block location.
11.2.3 Other Factors
In addition to the Gap Study method, the School
crossing guard warrant at mid-block locations needs
to also consider the following factors:
Minimum Student Crossing Volume: To establish
a consistent method of evaluation, the minimum
number of students crossing during the school peak
periods should be set at a threshold of 40 students.
A lower value may be used at the discretion of
each municipality. For instance, a municipality can
establish a minimum threshold of 30 students
crossing at mid-block location. Regardless of the
threshold, the use of a uniform value throughout
the municipality provides a quantitative tool for
prioritizing the implementation of school crossing
guards. The benefits are to ensure consistency
of application, and to allow municipalities to
focus their resources at school crossings where
student utilization is higher. If the student crossing
volumes do not meet the minimum threshold,
alternate solutions outlined in Chapter 3.7 should
be considered to improve the safety of student
crossings.
Collision Hazard Reporting Frequency: Over the
previous three years, there has been an average of
more than two reported collisions per year during
school operations that are susceptible to correction
by a school crossing guard.
Inadequate Visibility: During the site visit,
pedestrian and motorist visibility should be
evaluated based on the presence of:
•Vertical or horizontal road geometries;
•Permanent or temporary physical barriers such
as trees, shrubs, billboards, bus shelters or
buildings; or
•High frequency of heavy vehicles.
Methods of evaluating sight distance are provided
in the Transportation Association of Canada (TAC) –
Geometric Design Guide for Canadian Roads – Part
1: Chapter 1.2.5 Sight Distance.
Proximity to a School: In general, school crossing
guards should be deployed at crossing facilities
where the subject school to be served is visible or
in proximity. In addition, the site inspection process
should verify which route students prefer to take.
The combination of these two aspects will help
determine the appropriate location for a school
crossing guard.
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11.3 Signage and Pavement Marking
Applications
Once it is established that a school crossing guard
is warranted at a mid-block location, the associated
signage and pavement markings required for
implementation are outlined below.
(a) As per Section 3.8 of OTM Book 11
- Pavement, Hazard and Delineation
Markings, crosswalk lines must be solid
white parallel retroreflective lines 10 cm
to 20 cm wide, extending entirely across
the pavement. The crosswalk must be
at least 2.5 m wide. Widths of 3.0 m to
4.0 m are typical for urban areas with
significant pedestrian activity.
(b)Crosswalk markings for supervised
school crosswalks must conform to
the OTM requirements. Figures 50
and 51 of OTM Book 15 are presented
below and, illustrate the required
components of mid-block uncontrolled
school crossings with designated
crossing guards. The layouts provided
are for illustrative purposes only and
do not cover every case that may be
encountered in the field. Furthermore,
the layouts may not show all mandatory
components discussed in item d.
(c) School crosswalks may be
supplemented with signs and pavement
markings to caution the presence of
a school crossing ahead. Pavement
markings stating “SCHOOL” or
“SCHOOL XING” may be provided on
both approaches to the school crossing.
Additional details on the use of advance
warning text are available in Section 3.8
of OTM Book 11.
(d)As per Section 6.3.4 of OTM Book
15, the components of a designated
supervised school crossing are provided
in the following table:
(e)The recommended distances between
the crosswalk and the advanced warning
signs specified in the above table are
dependent upon the posted speed limit
of the road being crossed as detailed in
Section 1.5 of OTM Book 6 – Warning
Signs. Details of the pedestrian warning
signs are provided in Section 7 of OTM
Book 6.
(f) Where a school crossing is located on
a multi-lane road, solid white lane lines
should be installed on each approach
to the school crossing in order to
discourage lane changing. The length of
these lane lines is dependent upon the
posted speed of the road, and should be
based on field observations. A minimum
distance of 30 m is recommended.
While these signage applications are based on the
OTM series, the Approval Authority is responsible for
ensuring that the necessary signage and pavement
markings are implemented in an appropriate manner.
It is recommended that the Approval Authority
review each crossing location on a site-by-site basis
to ensure that the site-specific characteristics are
considered in the signage application. Any deviation
from the OTM requirements should be supported
by a well-documented rationale.
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Figure 50: School Crossing with Designated Crossing Guard (Rural Areas)
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Figure 51: School Crossing with Designated Crossing Guard (Urban Areas)
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Required Components Desirable Components Optional Components
•Crossing Guard
•School Crosswalk Markings
for supervised crossing
according to OTM Book 11
(different requirements for
urban and rural locations)
•School Crossing Sign (Wc-2,
Wc-102)
•School Crossing Tab Sign
(Wc-2t, Wc-102t)
•School Crossing Ahead Sign
(Wc-2A, Wc-102A)
•Crossing Ahead Tab Sign (Wc-
2At, Wc-102-At)
•Parking and other sight
obstruction prohibition within
at least 30 m of crossings
•Stopping prohibition for a
minimum of 15 m on each
approach to the crossing, and
10 m following the crossing
•Refuge Islands and Centre
Medians with mandatory:
-Pavement markings
on approaches to
obstructions
-Keep Right Sign (Rb-
25, Rb-125)
-Object Marker Sign
(Wa-33L)
-School Zone
Maximum Speed
Sign (Rb-6)
•School Zone Maximum
Speed When Flashing Sign
(Rb-6A)
•Stopping prohibition for a
minimum of 30 m on each
approach to the crossing,
and 15 m following the
crossing
•Raised Crosswalk
•Textured Crosswalk
•Advanced Stop Bar
•Safety elements
including Barricades,
Pedestrian fencing,
Gates, Walls,
Bollards, or Barriers
Table 15: Components of School Crossing Guard (OTM Book 15)
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12.0 SCHOOL CROSSING
GUARDS AT
ROUNDABOUTS
12.1 Context
Roundabouts are circular intersections that are used
as an alternative form of traffic control to signalized
or stop-controlled intersections. Similar to other
types of traffic controls, roundabouts should be
designed to accommodate pedestrians where there
is a reasonable possibility of pedestrian activity. A
properly designed roundabout places a high priority
on encouraging speed reduction, which then
reduces collision severity, especially for pedestrians.
A roundabout also reduces the number of conflict
points in comparison to a traditional intersection.
The following documents have been reviewed for
background and best practices:
•An Examination of Pedestrian Crosswalk
Design at Roundabouts, TAC Paper - Phil Weber,
2012;
•TAC Synthesis of North American Roundabout
Practice, December 2008;
•FHWA Roundabouts: An Informational Guide,
2000; and
•NCHRP Report 672 Roundabouts, An
Information Guide, 2010.
12.2 Best Practice Findings
Based on the review of various municipal guidelines
and standards for roundabouts, there is currently
insufficient information to evaluate whether a school
crossing guard is needed at a roundabout in order to
establish a best practice methodology. It should also
be noted that some municipalities and guidelines
do not recommend implementing school crossing
guards at roundabouts for the following reasons:
•The objectives associated with pedestrian
crosswalks at roundabouts compete with the
operation of a roundabout. For example, in an
urban environment with high vehicular and
pedestrian volumes, there is limited storage for
vehicular queues within a roundabout. This may
result in queue spillover or more aggressive
driving patterns in the vicinity of a roundabout;
•With the landscaping and the nature of a
roundabout configuration, it may be challenging
to maximize visibility between pedestrians and
drivers;
•It is generally accepted that pedestrians will
not cross at a facility if it takes them too far
from their intended travel path. The case of a
roundabout designed with a crosswalk located
three or more passenger car lengths away may
qualify as such a facility;
•Not enough studies have been completed at
the different types of roundabouts that feature
a wide range of geometry, provision of splitter
islands, flared entries, tapered exits, pedestrian
crosswalk setbacks or multi-lane scenarios. The
variation of these roundabout components may
have an impact on student safety and whether a
school crossing guard should be assigned;
•Depending on the configuration and size of the
roundabout, multiple school crossing guards
may be necessary. The resources may be more
effectively allocated at other types of crossing
facilities where only one school crossing guard
would be needed;
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•At the time of preparing this Guide, general
unfamiliarity exists for both pedestrians and
motorists regarding the safe and effective use
of roundabouts. The addition of crossing guards
further complicates understanding of the right-
of-way at this form of traffic control; and
•In Ontario, pedestrians do not have the right-of-
way at a roundabout if signs that require drivers
to yield to pedestrians are not present. For
this reason, some municipalities are installing
pedestrian crossovers on the entrances and
exits of roundabouts. The intent is to enhance
pedestrian mobility at roundabouts by requiring
motorists to observe pedestrian crossover
rules and stop for pedestrians. Under these
circumstances, a school crossing guard may not
be needed.
For the above reasons, there is some resistance
to implementing school crossing guards at
roundabouts. Accordingly, consideration could be
given to implementing the guard either downstream
or upstream of the roundabout so that it operates
similar to a mid-block crossing. This approach
provides more storage for vehicular traffic and better
visibility between motorists and students.
12.3 Warrant Methods
The Exposure Index method and the Gap Study
method are being used by some municipalities to
evaluate the need for school crossing guards at a
roundabout. As noted earlier, it is recommended
that additional studies be done to monitor the
need for school crossing guards at roundabouts.
The following aspects should be considered when
completing a warrant:
Exposure Index Method: As noted in Chapter
5.2, this method relates the conflicting vehicular
volume to the student crossing volume. The
application of the Exposure Index method is done
in two phases. The initial phase is to develop an
Exposure Index for roundabouts. The second phase
is to use the Exposure Index method to evaluate
candidate roundabouts as to the need for school
crossing guards. The step-by-step approach to
developing an Exposure Index and applying it is the
same as outlined in Chapters 6, 7, 8, 9 and 10.
The only thing to note is the difference in defining
conflicting vehicular movements at a roundabout.
The conflicting movements on a leg of a roundabout
would be those that travel through the crosswalk.
An example of conflicting movements on a leg of a
roundabout is shown in Figure 12-1.
Figure 12-1 Conflicting Vehicular Movements at
a Leg of a Roundabout
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Gap Study Method: This method can also be
applied at roundabouts. The practitioner would
have to calculate the safe gap time for the leg that
is being evaluated for a school crossing guard.
Then the frequency and length of gaps present
for pedestrians to cross the leg would have to be
surveyed. This method is very similar to the Gap
Study method applied at mid-block crossings as
described in Chapter 5.3 and applied in Chapters
8 and 11. Any time a vehicle enters or exits the
roundabout past the leg that is being evaluated, the
measurement for a gap would be reset.
In addition to the Exposure Index or the Gap Study
methods, it is imperative to consider the following
other factors as part of the school crossing guard
warrant at roundabouts:
Minimum Student Crossing Volume: To establish
a consistent method of evaluation, the minimum
number of students crossing during the school peak
periods should be set at a threshold of 40 students.
A lower value may be used at the discretion of
each municipality. For instance, a municipality can
establish a minimum threshold of 30 students
crossing at a roundabout. Regardless of the
threshold, the use of a uniform value throughout
the municipality provides a quantitative tool for
prioritizing the implementation of school crossing
guards. The benefits are to ensure consistency
of application, and to allow municipalities to
focus their resources at school crossings where
student utilization is higher. If the student crossing
volumes do not meet the minimum threshold,
alternate solutions outlined in Chapter 3.7 should
be considered to improve the safety of student
crossings.
Collision Hazard Reporting Frequency: Over the
previous three years, there has been an average of
more than two reported collisions per year during
school operations that are susceptible to correction
by a school crossing guard.
Inadequate Visibility: During the site visit,
pedestrian and motorist visibility should be
evaluated based on the presence of:
•Vertical or horizontal road geometries;
•Permanent or temporary physical barriers such
as trees, shrubs, billboards, bus shelters or
buildings; or
•High frequency of heavy vehicles.
Methods of evaluating sight distance are provided
in the Transportation Association of Canada (TAC) –
Geometric Design Guide for Canadian Roads – Part
1: Chapter 1.2.5 Sight Distance.
Proximity to a School: In general, school crossing
guards should be deployed at intersections or
crossings where the subject school to be served is
visible or in proximity. In addition, the site inspection
process should also verify which route students
prefer to take. The combination of these two
aspects will help determine the appropriate location
for a school crossing guard. A roundabout location
may meet the Exposure Index requirements, but it
may not lead to the preferable route for students.
12.4 Next Steps
As roundabouts become more prevalent in Ontario,
it is recommended that the effectiveness of
implementing school crossing guards directly at
roundabouts be compared to other safety measures
such as implementing PXOs at roundabouts or
shifting the guard to a mid-block location. A better
understanding of the impact of various aspects of
the roundabout on the operation of a school crossing
guard should also be established.
Municipalities requiring more information on
roundabout design guidelines can refer to the
report An Examination of Pedestrian Crosswalk
Design at Roundabouts, which is available online,
along with other standards related to roundabouts.
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Municipalities can also refer to OTM Book 15- Pedestrian Crossing Facilities, which can be found on the
Ministry of Transportation of Ontario’s website library.
12.5 Signage and Pavement Marking Applications
As per OTM Book 6 - Warning Signs Section 7, signed school crossings must not be located at pedestrian
crossovers. Therefore, municipalities that are implementing PXOs directly at roundabouts should not provide
school crossing signs at these particular locations. Examples of pedestrian crossovers at roundabouts are
provided in Section 6.3.2.2 of OTM Book 15. The OTM books currently do not have a formal application of
signs related to school crossing guards at roundabouts.
While these signage applications are based on the OTM Book series, the Approval Authority is responsible
for ensuring that the necessary traffic control devices, signage and pavement markings are implemented
in a safe and predictable manner. Therefore, it is recommended that the Approval Authority review each
crossing location on a site-by-site basis to ensure that the site-specific characteristics are considered in the
application of signage and pavement markings.
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13.0 REMOVAL OF A SCHOOL
CROSSING GUARD
13.1 Context
School crossing guards are implemented for the
safety of students. Removal of a crossing guard
should be undertaken only after careful inspection
and analysis of the existing school crossing guard
location to verify that student safety would not
be compromised by the removal of the guard. As
per OTM Book 15 Section 6.3.4, marked school
crossing locations in the absence of a traffic control
and without the presence of an adult crossing guard
are considered as uncontrolled crossings since
they create a false sense of security on the part of
pedestrians, particularly children, who may enter the
crossing expecting the approaching drivers will see
them and stop. If the school crossing is at a PXO,
then pedestrians still have the right-of-way.
In certain scenarios, a school crossing guard may be
removed without the need to re-evaluate the school
crossing location. These scenarios include:
•A school closing or significant downsizing; or
•A school boundary change such that students
are no longer required to cross at the existing
school crossing guard location.
However, there may be instances where the need to
re-evaluate a school crossing guard location should
be undertaken based on the following factors:
•Vehicular or student patterns have changed;
•A significant increase in the number of students
being driven or taking school
buses; and
•Requests for reassessment from the school,
municipality or the public.
In these cases, it is recommended that the school
crossing guard Approval Authority conduct site
inspections and school crossing guard warrant
studies in order to understand whether the removal
of a school crossing guard is appropriate.
13.2 Method
In general terms, the site inspection, data collection
and warrant process for removing a school crossing
guard is the same as that for evaluating the need for
a new school crossing guard.
13.2.1 Site Inspection
Once it has been established that a school
crossing guard location requires reassessment,
site inspections for the subject school crossing are
required. It is recommended that the inspections
are completed for at least two non-consecutive
typical school days. The site inspections should not
be conducted during the following atypical days:
•First and last week of school;
•Christmas break;
•Spring break;
•Statutory, public and “elective” holidays such as
Remembrance Day;
•Days that precede or follow a holiday break;
•Professional Activity (PA) days;
•Days that precede or follow a PA day; and
•Days with inclement weather.
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Note: If the request for reassessment of the
crossing guard is received just before the end of the
school year, it is recommended that the inspection
be held during the following school year.
In addition to the information provided in Chapter 4
on how to conduct a site inspection, it is important
to investigate the changes that may have taken
place since the initial implementation of the school
crossing guard. For instance, the presence of a new
preferred route for students or the construction
of new sight line obstructions should be noted.
Furthermore, the surveyor should understand the
rationale for wanting to remove the school crossing
guard before the site inspection so he or she can
validate the rationale on site.
13.2.2 Data Collection and Removal Warrant
The data collection required for the removal warrant
process should be completed for a minimum of
two typical non-consecutive school days. The data
collected would then be input to the respective
warrant methodology for the type of school crossing
facility being evaluated:
•Signalized Intersection Chapter 6
•All-way stop-controlled Chapter 7
•Minor street stop-controlled Chapter 8
•Pedestrian Signal Chapter 9
•Pedestrian crossover Chapter 10
•Mid-block crossing Chapter 11
•Roundabout Chapter 12
The importance of completing the warrant analysis
for more than one school day is to have a larger
sample size to ensure that the removal of a crossing
guard is not skewed by an atypical event.
13.2.3 Next Steps
If any of the school peak periods surveyed continue
to meet the school crossing guard warrant, then
the school crossing guard should be retained at the
crossing location. However, the Approval Authority
should also consider the findings from the site
inspection that may relate to the initial request for
removal of the school crossing guard.
If none of the school peak periods surveyed meet
the warrant, the school crossing guard should be
removed. Alternative solutions to improving student
crossing safety that are outlined in Chapter 3.7
should be considered. Judgment and financial
implications may dictate whether subsequent
monitoring at the school crossing guard location is
necessary.
It is recommended that the school crossing guards
not be removed abruptly during a school year. The
rationale is that the removal of a crossing guard
should be combined with sufficient education
for staff, students and parents, as well as the
consideration and implementation of other
solutions. It is necessary to ensure that there is a
sufficient transition period so that the removal of the
crossing guard does not confuse students, parents
or staff which could lead to negative impacts. In
the process of planning for the removal of a school
crossing guard, it is important to consider all of the
interested parties, including:
•School staff;
•School board;
•Students;
•Parents; and
•Police.
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Given the diversity of interested parties, the
methods of communicating the removal of a school
crossing guard may include: newsletters, in-class
education, emails, social media and parent council
meetings with the school board.
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14.0 HUMAN RESOURCES
Once it is determined that a school crossing guard
is required for a location, the next step will be to
hire, equip and train the guard. The training should
address:
•Policies and procedures for the municipality;
•Occupational Health and Safety Act (OHSA);
•Accessibility for Ontarians with Disabilities Act
(AODA);
•The position where the guard must stand at a
crossing;
•How the guard should guide student
pedestrians across the roadway;
•Communication with students and adults, and
•Procedures the guard should follow in the event
of an incident.
14.1 Hiring a School Crossing Guard
Recognizing that each municipality may have slightly
different policies that apply to human resources, it
is imperative that the municipality ensure that new
school crossing guards meet certain minimum
standards before being hired. These individuals
should be able to demonstrate the physical and
mental capacity to handle their assigned duties as
a guard.
When establishing standards for new school
crossing guards, a municipality should include the
following:
1. Adequate levels of hearing, vision and
physical fitness
A candidate should demonstrate adequate levels
of hearing, vision and physical fitness during the
interview and physical examination process.
The candidate should be physically capable of
standing and walking for extended periods of time,
and have the agility to react to potential hazards or
unforeseen circumstances. They should have good
vision, including peripheral vision, in order to observe
prevailing conditions and assess approaching traffic
to determine crossing safety. The candidate should
also have an acceptable hearing level that will enable
them to detect the sounds of approaching vehicles
from all directions, as well as the ability to discern
situations of potential danger. The candidate should
be able to hold a sign above their head and also be
able to work in adverse weather conditions.
The hiring authority should require a physical
examination of a school crossing guard candidate
by a licensed physician, paying particular attention
to the items listed in the preceding paragraph. The
requirement for physical examinations in years
after the initial examination would follow municipal
guidelines.
2. Character references and an acceptable Police
Vulnerable Sectors Check
It is strongly recommended that all candidates
for employment as a school crossing guard be
requested to provide a current Police Vulnerable
Sectors Check. The requirement for additional
checks in subsequent years would follow municipal
guidelines.
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3. Functional language ability
It is important that school crossing guards have
sufficient command of the English or French
language to be able to:
•Explain the rules of safe crossing to the
students;
•Communicate with adults at their school
crossing; and
•Facilitate two-way communication in person or
by telephone with supervisory personnel.
In some jurisdictions, the predominant language
may not be English and, therefore, the ability to
speak another language may be beneficial.
The potential guard must be informed that there is
no smoking or drinking alcohol while in uniform. The
guard’s children or pets must not accompany the
guard while on duty. The guard cannot engage in any
other actions that would compromise their ability to
perform their required duties or bring criticism from
the general public. If the municipality has a Personal
Conduct Policy or a Crossing Guard Training manual,
copies of these should be given to the guard at the
time of hire.
The successful candidate for a regular school
crossing guard position will be assigned a school
crossing location and given the necessary
equipment in order to perform their duties. Training
should be conducted at the school crossing site.
A pool of substitute spare guards will be needed to
fill absences by other crossing guards. As a general
practice, a typical ratio of substitute guards to
permanent guards is a minimum of one substitute
guard for every 10 permanent school crossing
guards.
14.1.1 Recruitment
Suggested ways to recruit new school crossing
guards include:
•Request area schools to place an article in their
newsletter;
•Place a sign at the crossing which notes that
a school crossing guard is required at the
location, and providing a telephone number to
contact;
•Network with the existing guard population;
•Arrange with school officials to display posters
in area schools;
•Hand deliver flyers in the areas adjacent to the
school crossing;
•Post an advertisement on the municipal
website;
•Post an online advertisement on job websites;
•Advertise on radio stations;
•Place flyers in local stores and businesses in the
area; and
•Place advertisements in local newspapers.
14.2 Duties of a School Crossing Guard
Supervisor
If a municipality determines that a school crossing
guard is needed, then it is strongly recommended
that a staff member be appointed by the municipality
to oversee the administration and supervision of the
program.
The supervisor will be required to interview
prospective school crossing guards along with
operating the school crossing guard program.
In most municipalities, the supervisors will be
responsible for identifying potential new locations,
conducting or co-ordinating the hiring of a consultant
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to undertake the required warrant studies in accordance with the criteria set by the municipality, and
consulting with the school boards as to the opening or closing of schools. The supervisor should also visit all
school crossing locations periodically to ensure that the school crossing guards are performing their duties
as required.
14.3 School Crossing Guard Standard Equipment
It is essential that the authority responsible for directing and supervising the movement of persons at a
school crossing be readily identifiable. While the provision of clothing would be left with the organization
responsible for employing the school crossing guards, the guards should be highly visible. This will ensure
their safety and the safety of the persons they are assisting, as well as being recognized as a person of
authority. The mandatory and recommended equipment are described in Table 14-1, and optional pieces of
equipment also are listed.
Mandatory Equipment Description
STOP Sign As set out in the Highway Traffic Act (HTA) R.R.O 1990 – Reg. 615 (paddle)
Section 11
The STOP sign must not be altered in any way outside of the HTA
requirements.
Safety Vest The vest must be fluorescent blaze or international orange in colour.
Safety vests should meet or exceed the minimum specifications of the
Occupational Health and Safety Act (OHSA).
Tear-away vests are available, and municipalities may choose to use them.
As an option, the word “GUARD” in 10.5 cm X 33 cm letters may be
displayed on the reflective material on the back of the vest.
Table 14-1: Mandatory, Recommended and Optional Equipment for School Crossing Guards
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Recommended Equipment Description
Closed-toe footwear Closed-toe footwear should be worn at all times to assist in mobility and to
enable a quick response to a variety of situations.
Raincoat A fluorescent coloured raincoat should be provided to the school crossing
guard to be worn during inclement weather. The recommended colours are
fluorescent international orange or lime green. The Safety Vest as detailed
above must be worn over the raincoat if the raincoat is not compliant with
the OHSA.
Optional Equipment
•Armbands
•Clothing and equipment allowance
•Employment identification badge or card
•Gloves
•Insect repellent
•Pad and pencil
•Salt or sand scoop
•Summer hat
•Sunscreen
•Uniform
•Whistle
•Winter boots
•Winter hat
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Chapter 14
14.4 Training
Training should include on-site instruction where the
school crossing guard is to be stationed. Instruction
should include duties and responsibilities, proper
display of the STOP sign, reacting to traffic
conditions and dealing with students. Annual
seminars should be held to provide continuous
training and instruction.
The major function of school crossing guards is
the control and direction of pedestrian traffic that
is required for the safe crossing of students. The
actions of the guard should be uniform, consistent
and clearly communicated so that both pedestrians
and drivers will know what is required of them.
Examples of training manuals from various Ontario
municipalities that provide step by step instructions
on how a guard should guide student pedestrians
across the street are provided in Appendix E.
School crossing guards should be informed about
regulations specific to driver and pedestrian
responsibilities in relation to school crossings.
Parking and yielding the right-of-way should be
discussed on site.
School crossing guards should be aware of
obstructions and unusual circumstances at their
school crossing that can lead to high-risk vehicle
and pedestrian conflicts. These could include site
obstructions such as hedges or trees, inoperative
or missing traffic control signs or devices, roadway
or sidewalk construction hazards, standing water or
mud. Obstructions in the path of students or school
crossing guards that may cause them to detour
into the path of a vehicle should be reported to the
supervisor as soon as possible.
The school crossing guard should be instructed
on the proper procedures to follow should an
emergency situation occur at their crossing. The
guard must be instructed that the students are their
highest priority, and that they must remain at their
school crossing at all times during the emergency.
It is important to emphasize to the school crossing
guard that rain, snow, sleet and extreme weather
conditions directly impact the safety of the school
crossing. Under these conditions, stopping distance
may vary depending on road conditions and the
ability of the motorist to see may be adversely
affected. Visibility and traction are also a potential
problem for crossing guards and students. During
the winter season, guards should have salt or sand
available in the event that the crossing is slippery.
Additional clothing for inclement weather and winter
months is also important. It is incumbent on the
guards to dress appropriately.
All of the training that guards complete should be
documented, signed by both the guard and the
supervisor or designate, dated, and filed at the
municipality. Information including the type of
training, the length of the training and the trainer’s
name should be recorded in the documentation.
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74OTC School Crossing Guard Guide ∙ May 2017
14.5 Crossing Guard Positioning at a
Crossing
The crossing guard warrant process identifies which
streets warrant a school crossing guard. Knowing
this, the position of the guard at a crossing should
typically be on the opposite side of the street from
the school in the morning period, and on the side
of the street closer to the school in the afternoon
period. If there is a guard assigned to the crossing
during the lunchtime period, the guard typically
should stand on the same side of the street as the
school at the beginning of the lunchtime period, and
on the side opposite the school at the end of the
lunchtime period.
The rationale for the position of the guard assigned
to cross student pedestrians at one leg of an
intersection or mid-block location is based on
safety: the crossing guard is positioned where the
pedestrians originate. In the morning, the guard
needs to be on the opposite side of the street from
the school to collect the pedestrians and safely
cross them to the school side of the street. In the
afternoon, the students are leaving school so the
guard needs to be on the same side of the street as
the school, and safely cross the pedestrians to the
other side of the street. A site inspection should
be performed prior to locating the guard in order
to identify any extenuating circumstances, such as
physical obstructions or topographic constraints,
which may require a change to typical guard
positioning.
Examples of typical school crossing guard
positioning at a mid-block crossing are shown in
Figures 14-1 and 14-2. Examples of crossing guard
positioning at an intersection, which is the same for
stop-controlled or signalized intersections, is shown
in Figure 14-3.
Figure 14-1 School Crossing Guard Positioning
at Mid-block Crossing (Ottawa)
Figure 14-2 School Crossing Guard Positioning at
Mid-block Crossing (Guelph)
Figure 14-3 School Crossing Guard Positioning
at an Intersection (London)
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In the event that one school crossing guard is to
guide students across two legs of an intersection,
the guard should typically stand on the corner where
the two legs intersect for the various supervision
periods. An example of this is shown in Figure
14-4. The student crossing patterns based on site
inspections should also be considered.
In certain instances, multiple school crossing guards
may be needed to supervise different legs of an
intersection or crossing facility. This is typically the
case at major intersections onto an arterial road or at
roundabouts. The school crossing guard warrant can
be completed for multiple legs of the intersection
and site inspections should help the Approval
Authority determine whether multiple guards need
to be assigned. Figure 14-5 illustrates examples of
multiple guards being assigned to an intersection.
Spare or substitute guards should be trained for all
types of school crossings in the municipality.
14.6 Incident Response
This section provides guidance for the school
crossing guards on how to handle several types of
incidents, including:
•Near miss or disobedience by a driver;
•Disobedience by a child; and
•Motor vehicle collision with a pedestrian or
cyclist.
14.6.1 Disobedience by a Driver
In a situation where a motorist disobeys the STOP
paddle or was close to colliding with a pedestrian,
the appointed school crossing guard should take
note of as much information as possible. This
information should include:
•Details of the incident along with a diagram
portraying the position of the vehicle,
pedestrian and guard;
•Details of the vehicle including licence
plate number, make, model, colour and any
distinctive features such as existing damage,
customized elements or decals; and
•A description of the driver.
Chapter 14
Figure 14-4 School Crossing Guard Positioning
for Two Legs of an Intersection
Figure 14-5 Multiple School Crossing Guards at
an intersection (Ottawa)
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76OTC School Crossing Guard Guide ∙ May 2017
Once the guard has noted all of the pertinent details
of the incident, this information should be reported
to the guard’s supervisor. The supervisor will
proceed to inform the police. The supervisor should
request that the police send a warning letter to the
driver informing them of the importance of obeying
the rules of the road, especially at a school crossing.
14.6.2 Disobedience by a Student
In the case where a student steps onto the roadway
before the school crossing guard signals to them
to do so, or does not follow the directions of the
crossing guard, the guard must take the following
actions:
•Indicate or signal to the student to return to the
curb;
•Explain to the student why their actions are
dangerous, and remind them of the safety
procedures; and
•Inform the supervisor of the School Crossing
Guard Program of the student’s behaviour.
The supervisor in turn will inform the school’s
administration.
14.6.3 Vehicle Collision at a Crossing
The school crossing guard’s primary responsibility is
for the safety of the students crossing the street. If
there is an emergency situation, the guard should
ask someone to call 911. If no one is available, the
guard should call 911 directly.
The guard should not leave the school crossing in
the event of a collision. The guard should continue
to cross students safely. The guard should not try to
move any injured persons, but should request the
drivers and witnesses to remain until emergency
services arrive. The guard should not enter into a
discussion with the drivers involved in the collision,
or attempt to assess the responsibility of any
person.
For collisions involving the guard or a pedestrian
walking in a crossing that is controlled by guard,
the guard must complete an incident report form
provided by the supervisor. The information provided
by the guard should include:
•A detailed written description of the collision;
•A diagram illustrating the collision;
•The number of students crossing at the time,
and their names (if possible);
•Weather conditions;
•Where the school crossing guard was located;
•The license plate numbers of the vehicles
involved in the collision;
•Driver descriptions;
•Vehicle descriptions; and
•Date and time.
All collisions must be reported to the guard’s
supervisor, whether or not they involved a student.
14.7 General Practices of School Crossing
Guards
It is recommended that the following information be
provided to the school crossing guard:
•Crossing guards using their personal vehicle to
travel to and from their assigned crossing must
park in a legal parking space. Their vehicle must
be parked in compliance with all traffic control
signs, devices and municipal By-laws so as not
to obstruct traffic or visibility at or in the vicinity
of the school crossing;
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•Guards should work their scheduled times.
Putting on the safety vest signifies the
beginning of the guard’s shift, and removing the
safety vest signifies the end of the shift;
•If a person approaches the crossing guard with
suggestions or criticisms about the operation
of the school crossing, the person should be
treated courteously and then immediately
referred to the crossing guard supervisor. Under
no circumstances should a guard try to resolve
any apparent problems, provide comments to
the person or enter into an argument with the
individual; and
•School crossing guards are the eyes and
ears of the community and must be aware of
any questionable activity in the area such as
suspicious vehicles or people. The guard should
record license plate numbers, the make of
the vehicle and driver descriptions. The guard
should not get personally involved, but instead
should alert the supervisor, who in turn will
contact the school administration and the police
with the information.
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15.0 PUBLIC EDUCATION
Student safety does not solely depend on the
appointed school crossing guard. Municipalities and
schools can incorporate roadway crossing safety
along with other awareness programs such as fire
safety and stranger danger, which are repeated on
an annual basis. Schools can also communicate
with parents and guardians regarding school
crossing safety via notices, pamphlets and emails,
which encourage them to reinforce these rules and
procedures with their children at home. This will
help ensure that both parents and students fully
understand the rules of the road and respect the
instructions from school crossing guards. School
crossing guard information can also be posted in
local newspapers and on municipal websites in
order to reach as many people as possible.
This chapter provides a brief description of the
efforts that can be taken to inform school staff,
parents, students and the general public on the
role of school crossing guards and the expected
behaviour at crossings controlled by these guards.
15.1 School Staff
School administration and teachers should be
encouraged to incorporate safety at school
crossings into existing awareness programs such
as fire safety, stranger danger and bus safety. If
students are taken outside for training on safety
around buses, safety with school crossing guards
could possibly be incorporated into this session.
A school crossing guard or the administrator of the
school crossing guard program could be invited to
speak early in the school year at regularly scheduled
school assemblies to explain the role of the guard
and the proper behaviour of students at crossing
guard locations.
The school crossing guard should be introduced
to teachers and administrative staff at a regularly
scheduled staff meeting early in the school year so
that staff will recognize the guard and understand
the role of this individual.
15.2 Parents and Students
Parents and students should be contacted at the
beginning of every school year to update them on
the presence of school crossing guards and the
expected behaviour of students and parents at
crossing guard locations. School crossing etiquette
with illustrations and diagrams can be developed
as part of the overall awareness program. These
materials can be sent home with students and
distributed through school newsletters and other
communication channels.
The information developed to be sent home with
students can also be made available to the general
public. The material provided to students should
contain contact details and references to appropriate
municipal websites where more information can be
found.
15.3 General Public
The general public may travel past a school with a
crossing guard present but have no relationship with
the school. These people need to be informed of the
role of the school crossing guard and the directions
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79OTC School Crossing Guard Guide ∙ May 2017
that the guard might give. While the general public will not receive information brought home by students,
information on a municipality’s website will still be accessible to them. Message boards outside of schools
at the beginning of each school year can alert the general public of the presence of school crossing guards
and can direct them to web addresses or telephone numbers for more information.
A municipality could run a “Crossing Guard Awareness” campaign with posters, advertisements, articles in
local newspapers and posters in businesses and municipal facilities such as community centres. All of this
information can also be posted on a municipal website.
Multiple ways to communicate the role of school crossing guards and the responsibilities of pedestrians
and motorists at school crossing locations should be utilized to alert as many people as possible on how to
cross safely at crossing guard locations.
Chapter 15
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Appendix A
HIGHWAY TRAFFIC ACT INFORMATION
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Legislative Authority
The Highway Traffic Act (HTA) sets out the rules of the roads in Ontario, including the
operation of school crossings and school crossing guards. There are several sections that
refer to pedestrians and road crossing regulations. Specific legislation related to school
crossings and the operation of school crossing guards is found in section 176 of the HTA.
The references in this Guide are current as of January 23, 2017. Users of this Guide
should refer to the original statutes for updates.
From the Highway Traffic Act:
Pedestrian Crossing
1. Definitions
(1) In this Act,
“crosswalk” means:
(a) that part of a highway at an intersection that is included within the connections
of the lateral lines of the sidewalks on opposite sides of the highway measured from the curbs or, in the absence of curbs, from the edges of the roadway, or
(b) any portion of a roadway at an intersection or elsewhere distinctly indicated for
pedestrian crossing by signs or by lines or other markings on the surface.
“pedestrian crossover” means any portion of a roadway distinctly indicated for
pedestrian crossing by signs on the highway and lines or other markings on the
surface of the roadway as prescribed by the regulations.
140. Pedestrian crossover
Duty of driver
(1) When a pedestrian is crossing on the roadway within a pedestrian crossover,
the driver of a vehicle approaching the crossover:
(a) shall stop before entering the crossover;
(b) shall not overtake another vehicle already stopped at the crossover; and
(c) shall not proceed into the crossover until the pedestrian is no longer on the
roadway. 2015, c. 14, s. 39 (1).
Duty of pedestrian
(4) No pedestrian shall leave the curb or other place of safety at a pedestrian
crossover and walk, run or move into the path of a vehicle that is so close that it is
impracticable for the driver of the vehicle to comply with subsection (1). 2015, c.
14, s. 39 (2).
Municipal by-laws
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(5) No municipal by-law that purports to designate a pedestrian crossover on a
highway on which the speed limit is in excess of 60 kilometres per hour is valid.
R.S.O. 1990, c. H.8, s. 140 (5); 2005, c. 26, Sched. A, s. 21 (1).
144. Traffic control signals and pedestrian control signals
(22) Where portions of a roadway are marked for pedestrian use, no pedestrian
shall cross the roadway except within a portion so marked. R.S.O. 1990, c. H.8,
s. 144 (22).
Pedestrian Right of Way
144. Traffic control signals and pedestrian control signals
(7) When under this section a driver is permitted to proceed, the driver shall yield
the right of way to pedestrians lawfully within a crosswalk. R.S.O. 1990, c. H.8,
s. 144 (7).
(23) Subject to subsections (24) and (27), a pedestrian approaching a traffic
control signal showing a circular green indication or a straight-ahead green arrow
indication and facing the indication may cross the roadway. R.S.O. 1990, c. H.8,
s. 144 (23).
(24) No pedestrian approaching a traffic control signal and facing a flashing
circular green indication or a solid or a flashing left turn arrow indication in
conjunction with a circular green indication shall enter the roadway. R.S.O. 1990,
c. H.8, s. 144 (24).
(25) No pedestrian approaching a traffic control signal and facing a red or amber
indication shall enter the roadway. R.S.O. 1990, c. H.8, s. 144 (25).
(26) Where pedestrian control signals are installed and show a “walk” indication,
every pedestrian facing the indication may cross the roadway in the direction of
the indication despite subsections (24) and (25). R.S.O. 1990, c. H.8, s. 144 (26)
(27) No pedestrian approaching pedestrian control signals and facing a solid or
flashing “don’t walk” indication shall enter the roadway. R.S.O. 1990, c. H.8, s. 144
(27).
(28) Every pedestrian who lawfully enters a roadway in order to cross may
continue the crossing as quickly as reasonably possible despite a change in the
indication he or she is facing and, for purposes of the crossing, has the right of way
over vehicles. R.S.O. 1990, c. H.8, s. 144 (28).
School crossings
176. (1) In this section,
“school crossing guard” means a person sixteen years of age or older who is
directing the movement of persons across a highway and who is:
(a) employed by a municipality; or
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(b) employed by a corporation under contract with a municipality to provide the
services of a school crossing guard. R.S.O. 1990, c. H.8, s. 176 (1); 2005, c. 14,
s. 1 (1).
School crossing guard shall display sign
(2) A school crossing guard about to direct persons across a highway with a speed
limit not in excess of 60 kilometres per hour shall, prior to entering the roadway,
display a school crossing stop sign in an upright position so that it is visible to
vehicles approaching from each direction, and shall continue to so display the
school crossing stop sign until all persons, including the school crossing guard,
have cleared the roadway. 2005, c. 26, Sched. A, s. 29 (1).
Vehicles approaching guard displaying sign
(3) Where a school crossing guard displays a school crossing stop sign as
provided in subsection (2), the driver of any vehicle or street car approaching the
school crossing guard shall stop before reaching the crossing and shall remain
stopped until all persons, including the school crossing guard, have cleared the
roadway and it is safe to proceed. 2005, c. 26, Sched. A, s. 29 (1); 2015, c. 14,
s. 51.
Display of school crossing stop sign
(4) A school crossing guard shall not display on a highway a school crossing stop
sign under any circumstances other than those set out in subsection (2). R.S.O.
1990, c. H.8, s. 176 (4).
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Idem
(5) No person other than a school crossing guard shall display on a highway a
school crossing stop sign. R.S.O. 1990, c. H.8, s. 176 (5).
Offence
(5.1) Every person who contravenes subsection (3) is guilty of an offence and on
conviction is liable to a fine of not less than $150 and not more than $500. 2005,
c. 26, Sched. A, s. 29 (2).
Regulations
(6) The Lieutenant Governor in Council may make regulations prescribing the type,
design and specifications of school crossing stop signs. R.S.O. 1990, c. H.8,
s. 176 (6).
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Appendix B
SAMPLE SITE INSPECTION FORMS
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Site Inspection Report
Site
School: Address: School Times AM
PM
WTS Yes No
Student Population French Immersion Population No. of Large Buses
No. of Students on the Bus
No. of Small Buses
No. of Students on the Bus
School: Address: School Times AM
PM
WTS Yes No
Student Population French Immersion Population No. of Large Buses
No. of Students on the Bus
No. of Small Buses
No. of Students on the Bus
Location: (Please identify the location with reference or
nearest intersection. Indicate nearest school and address)
Proximity to School in front of within feet/metres
Accident History Comments:
(during school times) Yes o No o
Date of Inspection: YYYY MM DD Inspection Time:
AM PM
Requested By:
Prepared By: Request For:
Observers
File Number:
RT.10 File Number: RT.10 Ward:
Observed By: AM PM AM & PM
Observed By: AM PM AM & PM
Observed By: AM PM AM & PM
Observed By: AM PM AM & PM
Observed By: AM PM AM & PM
Observed By: AM PM AM & PM
Site Conditions
School Signs: School Area Signs School Crossing Signs Parking/Stopping Prohibition
Posted Speed Limit: 40 km/hr 50 km/hr 60 km/hr Other:
Visibility of Crossing Pedestrians: Poor Fair Good Comments:
Sight Obstructions: Hedges Trees Fences Bus Shelter
Newspaper Boxes Other (Specify):
Road Grade: Flat Incline Decline
Road Geometrics: Straight Curved Comments:
Road Width:
Leg: N S
E
W
Curb to Curb: No. of Bike Lanes No. of Through Lanes No. of Turning Lanes
feet/metres
Road Width:
Leg: N S
E
W
Curb to Curb: No. of Bike Lanes No. of Through Lanes No. of Turning Lanes
feet/metres
Road Conditions: AM: Dry
PM: Dry
Wet Snow Covered Ice
Wet Snow Covered Ice
Sidewalks: Not Present North South East West
Route Survey: Shopping Area
Transit Bus Stop
Construction Driveway Parked Vehicle(s)
Underpass Within feet/metres Other (specify):
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Details
Weather Conditions: AM: Dry Sunny Rain Snow Temperature: Other:
PM: Dry Sunny Rain Snow Temperature: Other:
Type of Crossing: 4 Way Intersection 3 Way Intersection Midblock (i.e., not an intersection)
Type of Control: Traffic Lights Yield Signs No Control Adequate Control
Stop Signs (Traffic is stopped on one street only) All Way Stop (Traffic is stopped in all directions)
Crossing Guard Warrant Survey
Location:
Safe Gap Time Safe Gap Time Calculation (if applicable): W (width figure measured in feet) Signalized Intersection Turning Traffic Count = sec.
Morning Intervals
# of Peds Time (AM) Gaps Leg: N S E W # of Gaps
7:30 - 7:35
7:35 - 7:40
7:40 - 7:45
7:45 - 7:50
7:50 - 7:55
7:55 - 8:00
8:00 - 8:05
8:05 - 8:10
8:10 - 8:15
8:15 - 8:20
8:20 - 8:25
8:25 - 8:30
8:30 - 8:35
8:35 - 8:40
8:40 - 8:45
8:45 - 8:50
8:50 - 8:55
8:55 - 9:00
Afternoon Intervals
# of Peds Time (PM)
2:30 - 2:35
2:35 - 2:40
2:40 - 2:45
2:45 - 2:50
2:50 - 2:55
2:55 - 3:00
3:00 - 3:05
3:05 - 3:10
3:10 - 3:15
3:15 - 3:20
3:20 - 3:25
3:25 - 3:30
3:30 - 3:35
3:35 - 3:40
3:40 - 3:45
3:45 - 3:50
3:50 - 3:55
3:55 - 4:00
Leg: Gaps N S E W # of Gaps
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Observations
Volume of Traffic (see Intersection Plan): AM: Heavy Light Intermittent PM: Heavy Light Intermittent
Number of Crossing Pedestrians: AM: North East South West PM: North East South West
Turning Traffic: AM: Heavy Light Intermittent PM: Heavy Light Intermittent
Traffic Behaviour
AM: Illegal U-turns Running Red Light Speeding Stopping Non-Compliance Illegal Stopping Illegal Parking Other
PM: Illegal U-turns Running Red Light Speeding Stopping Non-Compliance Illegal Stopping Illegal Parking Other
Comments/Conflicts
Recommendations
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SCHOOL CROSSING - SITE INSPECTION REPORT
OBSERVER Observed By: ________________________________________________________
Day / Date of Inspection: __________________________ Time: ________________
Weather Conditions: Dry Sunny Rain Snow Other SITE Location: ___________________________________________________________
Name of School(s): ____________________________________________________
Type of Crossing: 4 Way Intersection 3 Way Intersection Midblock
Type of Control: No Control Traffic Signal IPS
All Way Stop Stop Sign Yield Sign OBSERVATIONS School Signs: Non School Zone signs
School Crossing signs Advance School Crossing signs
Posted Speed: 40 km/hr 50 km/hr 60 km/hr Other: ______
Pedestrian Sight Distance: _______ (m) Poor Fair Good
Sight Obstructions On: NE corner due to _________________________________
SE corner due to _________________________________
NW corner due to ________________________________
SW corner due to _________________________________
Road Classification Local Collector Arterial
2-lane 4-lane
Road Grade: Flat Incline Decline
Road Geometrics: Straight Curved
Road Width(m): Curb to Curb: ___________ Curb to Median: ____________
Crosswalk Length (m) - used in the calculation of the safe gap time: ____________
Road Conditions: Dry Wet Ice Snow Covered
Sidewalks: None North South East West
Proximity to School: In front of Within ____________ m
Route Survey: Shopping Area Construction Driveway
Parked Vehicle(s) Transit Bus Stop Other_________
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Other Site Observations:
______________________________________________________________________________________
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Sketch N
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Appendix C
EXPOSURE INDEX METHOD INFORMATION
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Welcome to the Exposure Index MethodTemplate downloadable from here: https://www.dropbox.com/s/jb947jfudjh5vcd/Appendix%20C%20-%20Exposure%20Index%20Template.xlsx?dl=0Part A: How to develop the exposure method for your municipalityBackgroundStep 6: Conduct the student and vehicular count for the school periods that are applicable for each municipality. For example, if school crossing guards are typically used during the school morning, midday and afternoon periods, then data collection would be completed during all three periods.Step 7: Once data collection is complete multiply the student and vehicular volumes for each location and for each period counted. For example, if the morning and afternoon peaks at 14 signalized intersectiond were counted, then the morning and afternoon products of student and vehhicular volume would be calculated for each intersection. This process would be repeated for all 14 signalized intersections.Step 9: Input the critical conflicting vehicular volume and student volumes into the respective columns in the tabs for the type of school crossing location being developed. For example, the data collected at the 14 signalized locations would be input to the Signalized tab.Step 10: The 85th percentile threshold line will automatically be graphed in red once you have input the data collected at the existing crossing guard locations. The 85th percentile value that is reprsented by the line would also be calculated. For example, the 85th percentile product for the 14 signalized crossing locations is 4,277. Step 10: The red line on the graph represents the Exposure Index relationship between students and conflicting vehicular volume, and what would be the threshold for future school crossing guard evaluations. Please note that Part A does not influence or indicate whether existing crossing guard locations are warranted or not.Step 5: Count the number of conflicting vehicular movements for the leg of the intersection being supervised by crossing guards (the respective conflicting movements for different types of crossing locations are defined in the OTC School Crossing Guard Guide). The conflicting movements vary depending on the type of crossing control. For example, 105 conflicting vehicular movements were counted at the leg being supervised by a crossing guard during the 30 minute observation period.Step 4: Count the number of students crossing the leg of the intersection supervised by the school crossing guard. The duration of the count would be as per Step 3. For example, 80 students were counted crossing the leg of an intersction that is assigned with a crossing guard during the 30 minute observation period.Step 3: Establish the common duration of crossing guard supervision at the chosen examples in Step 2. For example, if crossing guards are assigned for at least 30 minutes at all of the 14 signalized intersections, then the common duration would be 30 minutes.Step 2: For the type of crossing facility chosen in Step 1, establish existing locations with crossing guards assigned. For example, there are currently 14 signalized intersections with crossing guards assigned.Step 1: Select the tab that represents the type of crossing facility that requires an Exposure Index to be developed. For example signalized intersection.Step 8: For each location, select the critical period that has the highest student-vehicular volume product as calculated in Step 7. For example, if the morning and afternoon products were 8,410 and 5,500, respectively at a signalized intersection, then the morning would be the critical period.The Exposure Index method is used in the transportation industry as a screening tool to determine the need for safety-related initiatives. For example, Transport Canada encourages municipalities to use an Exposure Index as the primary screening tool to evaluate the need for grade separations at railroad crossings. Similar to the proposed Exposure Index method for School Crossing Guards, the Exposure Index method for rail crossings is also one level of evaluation that should be considered with other criteria.Page 235 of 358
Step 4: For each crossing facility assessed, multiply the student and vehicular conflicting volumes during each of the peak periods surveyed. For example, 200 conflicting vehicular movements and 40 students were counted during the morning peak period resulting in a product of 8,000. For the afternoon period, 100 conflicting movements and 30 students were counted resulting in a product of 3,000.Step 6: Input the critical data set of student volume and conflicting vehicular volume into the Potential Crossing Locations table. For example, 200 would be input to the Conflicting movements column and the 40 would be input to the Student column.Step 7: A blue dot will appear on the Exposure Index graph. If the dot is above the red threshold line, then the exposure index warrant is met. If the dot is below the red threshold line, then it does not meet the Exposure Index method. However, as noted in the Warrant chapters, other factors need to be considered as well in the warrant process. For example, the signalized intersection with 200 conflicting vehicular volume and 40 student results in a blue dot above the red line, thus meeting the Exposure Index warrant component.Step 1: Select the tab that represents the type of crossing facility being evaluated. For example signalized intersection.Step 2: Count the student and conflicting vehicular movements for the common duration chosen in the process of developing the exposure index graph (Part A - Step 3). For example, a 30 minute common period was chosen to develop the signalized intersection Exposure Index. So the student and conflicting vehicular volumes would be counted for 30 minutes at the signalized locations being evaluated.Step 5: Select the critical period for each crossing facility that has the highest product of students and conflicting vehicular volumes. For example, the morning period would be critical because its product of 8,000 is higher than the afternoon product of 3,000.Part B: How to use the exposure index graph generatedStep 3: Repeat Step 2 of Part B for the applicable school periods for the school periods established in Part A-Step 6. For example, the 30 minute count would be conducted for the morning, midday and afternoon school peak periods.Page 236 of 358
IDConflicting movementsStudents (JK-5)+Product ID Conflicting movements Students (JK-5)+ Product 85th percentile curve1105808,400 1 200 40 8,000 2415205 37034028,120 410710210,914 5205224,510 692867,912 715013820,700 832012941,280 937625696,256 1062623,844 11302319,362 12215204,300 1359215893,536 14143578,151 4,277 columns for data input**School crossing period is based on the common interval of schol crossing guard supervision. Please see Part A-Step 3 of the instructions for more information.Existing Crossing Guard LocationsPotential Crossing Locations Example from Ajax 2006 Report0501001502002503000 100 200 300 400 500 600 700 800Student Volumes during School Crossing PeriodConflicting Vehicular Turning Volume during School Crossing PeriodPotential Crossing LocationsPage 237 of 358
Appendix D
GAP STUDY METHOD INFORMATION
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Sample Calculation of Safe Gap Time
The following sample midblock location has been chosen to demonstrate how the Safe Gap Time
is calculated based on the equation:
Safe Gap Time (G) = Perception & Reaction Time (P) + Crossing Time + Group Factor Time
G = P + (W / S) + T (N – 1)
Perception time (P): Because there were not enough students crossing at this midblock location,
the default value of 4.0 seconds is adopted.
Width of roadway (W): The pavement width plus the boulevard width on the side with the
crossing sign was measured. This is the more conservative approach that assumes students
would not wait on the edge of the road and curb, but rather the boulevard area while waiting for a
gap. The distance was measured to be 15.6 m with a measuring wheel.
Average walking speed of students (S): The default value was 1.0 m/s was used because there
were insufficient sample size.
Group factor (T): Information for this was not available at the time of the survey so the default
2.0 seconds is adopted.
Predominant group size (N): From an upstream all-way stop-controlled intersection, students
were observed to be crossing in groups of typically two to three students. It was conservatively
assumed that this trend would continue if a crossing guard was assigned to this midblock location.
Thus, N equals to one since the average group size does not exceed one increment of three.
Based on the above parameters, the Safe gap Time is calculated as:
G = 4 + (15.6 / 1) + 2 (1 – 1) = 19.6 seconds
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OTC School Crossing Guard Guide – 2017
GAP SURVEY FORM (MORNING)
Location:
School:
Date:
TIME Gaps over 4 seconds (seconds) # of students Comments
7:30 - 7:35
7:35 - 7:40
7:40 – 7:45
7:45 - 7:50
7:50 - 7:55
7:55 - 8:00
8:00 - 8:05
8:05 - 8:10
8:10 - 8:15
8:15 - 8:20
8:20 - 8:25
8:25 - 8:30
8:30 - 8:35
8:35 - 8:40
8:40 - 8:45
8:45 - 8:50
8:50 - 8:55
8:55 - 9:00
9:00 - 9:05
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OTC School Crossing Guard Guide – 2017
GAP SURVEY FORM (MIDDAY)
Location:
School:
Date:
TIME Gaps over 4 seconds (seconds) # of students Comments
11:10 - 11:15
11:15 - 11:20
11:20 - 11:25
11:25 - 11:30
11:30 - 11:35
11:35 - 11:40
11:40 - 11:45
11:45 - 11:50
11:50 - 11:55
11:55 - 12:00
12:00 - 12:05
12:05 - 12:10
12:10 - 12:15
12:15 - 12:20
12:20 - 12:25
12:25 - 12:30
12:30 - 12:35
12:35 - 12:40
12:40 - 12:45
12:45 - 12:50
12:50 - 12:55
12:55 - 1:00
1:00 - 1:05
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OTC School Crossing Guard Guide – 2017
GAP SURVEY FORM (AFTERNOON)
Location:
School:
Date:
TIME Gaps over 4 seconds (seconds) # of students Comments
2:30 - 2:35
2:35 - 2:40
2:40 - 2:45
2:45 - 2:50
2:50 - 2:55
2:55 - 3:00
3:00 - 3:05
3:05 - 3:10
3:10 - 3:15
3:15 - 3:20
3:20 - 3:25
3:25 - 3:30
3:30 - 3:35
3:35 - 3:40
3:40 - 3:45
3:45 - 3:50
3:50 - 3:55
3:55 - 4:00
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OTC School Crossing Guard Guide – 2017
It should be noted that these forms can be modified so that the gaps recorded are only the ones that are
equal to or exceed the calculated Safe Gap Time. For example, if the Safe Gap Time was calculated to be
15 seconds, then only gaps equal or exceeding 15 seconds would be recorded. This may be feasible
depending on the frequency of gaps and familiarity of the surveyor with gap surveys. Examples of gap
survey forms from Brampton, Clarington and Mississauga have been provided for reference.
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School Crossing Guard Warrant and Gap Study TS-XGD 012
Page 6 of 6
STANDARD OPERATING PROCEDURE Effective: 10/31/2007
Review Date: 7/3/2020
Attachment - Warrant and Gap Study Form
LOCATION DAY:
CONTROL SIGNS: SPEED TIME
ROAD WIDTH ROAD SURFACE
TIME SAFE GAP
TIME GAP : WIDTH/ 3.5 + 4
= SEC.
TIME NO OF PED
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Form 2080 - Fillable Page 2 (Rev. 2017 01)
W
3.5 + 4
Morning Intervals
# of
Peds
Time
(AM)
Gaps
Leg: o N o S o E o W
# of
Gaps
7:30 - 7:35
7:35 - 7:40
7:40 - 7:45
7:45 - 7:50
7:50 - 7:55
7:55 - 8:00
8:00 - 8:05
8:05 - 8:10
8:10 - 8:15
8:15 - 8:20
8:20 - 8:25
8:25 - 8:30
8:30 - 8:35
8:35 - 8:40
8:40 - 8:45
8:45 - 8:50
8:50 - 8:55
8:55 - 9:00
# of
Peds
Time
(PM)
Gaps
Leg: o N o S o E o W
# of
Gaps
2:30 - 2:35
2:35 - 2:40
2:40 - 2:45
2:45 - 2:50
2:50 - 2:55
2:55 - 3:00
3:00 - 3:05
3:05 - 3:10
3:10 - 3:15
3:15 - 3:20
3:20 - 3:25
3:25 - 3:30
3:30 - 3:35
3:35 - 3:40
3:40 - 3:45
3:45 - 3:50
3:50 - 3:55
3:55 - 4:00
Crossing Guard Warrant Survey
Location:
o Safe Gap Time Safe Gap Time Calculation (if applicable):= sec.(width figure measured in feet)()o Signalized Intersection Turning Traffic Count
Weather Conditions:AM:o Dry o Sunny o Rain o Snow Temperature: Other:
PM:o Dry o Sunny o Rain o Snow Temperature: Other:
Type of Crossing:o 4 Way Intersection o 3 Way Intersection o Midblock (i.e., not an intersection)
Type of Control:o Traffic Lights o Yield Signs o No Control o Adequate Control
o Stop Signs (Traffic is stopped on one street only) o All Way Stop (Traffic is stopped in all directions)
Details
Afternoon Intervals
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Appendix E
SAMPLE GUARD TRAINING AND POSITIONING MANUALS
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School Crossing Information Sheet Mar 13, 2017
Location Larkspur at Larkspur P.S.MidBlock
Larkspur P.S.
Guard stands on South side a.m.
Guard stands on North side p.m.
Guard faces East
8:00 a.m.
School 1
8:35 a.m.
2:50 p.m.3:20 p.m.
1. Watch approaching pedestrians.
2. Wait for a break in traffic.
3. Hold stop sign high, facing it towards the moving traffic, walk where arrow indicates on the "School
Crossing Information Sheet" and the painted mark on the road.
4. ALL PEDESTRIANS SHOULD REMAIN ON THE SIDEWALK UNTIL CROSSING GUARD INDICATES
S16
School 2
E-W-Leg S-Leg N-Leg N/A
Guard 1 Leg position
Guard 1 Instructions
E-W-Leg S-Leg N-Leg N/A
Guard 2 Instructions
Guard 2 Leg position
Schedule
Not Available
Guard Detail Instructions
Image 1
Image 2
Guard stands and faces where red arrows are indicated
# of Images1
Standard Publi Separate
City of Brampton Crossing
Procedure, 2017
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School Crossing Information Sheet Mar 13, 2017
FOR THEM TO ENTER THE CROSSWALK.
5. Check traffic again and when safe indicate pedestrians to start crossing the street.
6. Once pedestrians are off the road, walk back to your starting position and lower the stop sign.
ALL GUARDS MUST PARK ON RIBBON DRIVE
Pg 2
Parking Instructions
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School Crossing Guard Training Manual Page 8 Last Update: August 22, 2013
Guidelines and Duties
Adult School Crossing Guards perform an important function in the City’s traffic control program.
As an Adult School Crossing Guard you have the responsibility of escorting pedestrians across
the street during peak hours of traffic flow. Therefore, it is essential you know certain
fundamental rules about traffic control and pedestrians behavior so you can perform your duties
efficiently and safely at all times.
You must be punctual at your designated school crossing. It is essential that you be at your
crossing during the hours of duty as assigned to you and that you remain there until you are sure
that all of the students have crossed.
You must wear the approved reflective vest or jacket and use the “STOP” paddle supplied to you.
Crossing Pedestrians
You are to be ready and waiting at your school crossing at the time specified. The times for your
school crossing have been determined based on school times and the municipality is responsible
to ensure that the school crossings are covered during the assigned times. Although it may
appear that all students have crossed, guards must remain at the school crossing during the
assigned times. Failure could result in a pedestrian being injured or killed.
1. Make sure that motorists have adequate sight distance and time to stop when you
are getting ready to proceed into the roadway to stop traffic based on weather,
roadway conditions and speed of the vehicles.
2. Instruct the pedestrians to look all ways before crossing with you.
3. Make sure that the pedestrians STAY on the curb / sidewalk until you instruct them to
cross.
4. When standing/crossing within the crosswalk, make sure that pedestrians cross in
front of you and that you are facing into the intersection to ensure that you are aware
of the pedestrian and vehicle movements.
5. Make sure ALL traffic is completely stopped before instructing pedestrians to cross.
6. Be aware and make yourself visible to any open lanes of traffic, while pedestrians are
crossing.
7. Do not change the way you were trained to do your crossing.
8. Do not leave your crossing for any reason while on duty.
9. Be firm, but friendly and professional.
Use of the Stop Paddle Before Entering the Roadway
1. Be sure that the “STOP” paddle is facing the proper direction and is clearly visible to
traffic in both directions.
2. The “STOP” paddle should be held up as high as possible and the other hand is to be
extended out horizontally at shoulder length during the crossing of pedestrians.
3. When entering the roadway, hold the “STOP” paddle as high as possible to show
approaching motorists your intention to stop them.
4. Do not strike vehicles with your “STOP” paddle; if you do and there are damages, you will
be obligated to pay them.
5. When leaving the roadway after pedestrians have crossed, hold the “STOP” paddle as
high as possible until you are completely off the traveled portion of the road. This is for
your own protection.
6. Do not put the “STOP” paddle on your car or lean it against any objects. Hold it in your
hands and you won’t lose it.
7. Do not use the “STOP” paddle to shovel snow, or to break up ice.
8. Do not place any stickers on, or hang any unauthorized items from the “STOP” paddle.
City of Guelph Crossing Procedure, 2013 Page 251 of 358
School Crossing Guard Training Manual Page 9 Last Update: August 22, 2013
Traffic Control at School Crossings
Crossing guards cross pedestrians at several different types of intersections. Each location has
slight variations in the way they operate.
In the City of Guelph, we presently have crossing guards at locations which are at:
1. traffic signals;
2. Intersection Pedestrian Signals (IPS); or
3. Intersections with stop control on the side street only
4. All way stop
Traffic Signals - How They Operate
Signalized intersections work quite differently from other intersections. The crossing guard must
work in conjunction with the traffic signal. All crossing guard locations at traffic signals feature
pedestrian signals with the ”walk”, flashing “don’t walk”, and the solid “don’t walk”. These
signals have the following meanings:
“Walk” - You may start your crossing and have adequate time to finish within the
signal phase. The traffic signal is timed to permit a pedestrian to proceed
approximately 1/3 the way across under the “WALK” indication.
Flashing “Don’t Walk” (Flashing hand) - If you have started to cross prior to the
flashing Don’t Walk, you will have adequate time to finish crossing. However, if you
have not already started to cross the street,you will not have enough time to finish
your crossing during this phase. The Flashing “Don’t Walk” indication is timed to
provide enough time to safely complete your crossing. However, if pedestrians have not started
to cross before the end of the WALK indication, there is not enough time to safely cross the street
and they should wait until the next WALK indication.
Solid “Don’t Walk” (solid hand) - Do not start to cross the street or be in the
road at this time and should get off as soon as possible for your safety. No
pedestrians should be in the crosswalk when the solid “Don’t Walk” indication
is on.
Keep in mind that signal timings for pedestrians are based on the road width. You will probably
notice that the longest phase is the flashing don’t walk. This is quite normal. Also keep in mind
that the pedestrian signals are not regulatory, the actual traffic signals (red, amber, green) are.
So a vehicle must yield right of way to you if you are in the roadway during the green phase,
regardless of what the pedestrian signals indicate.
Intersection Pedestrian Signal (IPS)
Intersection Pedestrian Signals, or IPS for short, are pedestrian signals that are located at
intersections. This means:
1. The signal will only be activated when the pedestrian push button is pushed.
2. The side street is regulated by a stop sign, rather than a traffic signal.
An IPS, it is treated similar to a signalized location, with special attention paid to turning vehicles
from the side street.
Turning vehicles – vehicles turning from the side street, which is controlled by a stop sign
(rather then traffic signals), may complete their turn at any time when the way is clear of both
vehicles and pedestrians. This is regardless of what the traffic signals indicate on the main street
– e.g. green, yellow or red. It is the motorist’s responsibility on the side street to complete their
turn in safety.
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School Crossing Guard Training Manual Page 10 Last Update: August 22, 2013
Crossing Pedestrians safely at a traffic signal (or IPS):
1. If applicable, push the pedestrian push button to activate the pedestrian signals.
2. When the “walk” signal is displayed, walk to the centre of the crosswalk while holding
the pedestrians at the curb.
3. When safe, signal the pedestrians to cross the roadway.
4. When the “flashing hand” is displayed, do not allow pedestrians to start crossing, hold
them back for the next cycle.
5. When pedestrians have safely reached the farside curb, return to the nearside curb.
Other key points to remember:
1. DO NOT PUSH THE WALK BUTTON IF PEDESTRIANS ARE NOT CROSSING,
motorists will be expecting pedestrians to cross the street.
2. Be sure that the WALK indication is on when instructing pedestrians to cross.
Do not walk across the street against the walk signal.
3. Report apparent malfunctions. Report any apparent malfunctions in the traffic
signal to your coordinator.
4. Hold your stop sign up during the entire time you are on the road.
Traffic Signal Malfunctions
1. While working at the traffic signal, if they stop working (e.g. power outage), the signal
should then be treated as a all-way stop control by you and motorists. Continue to cross
pedestrians, ensuring that vehicles are fully stopped and yielding right-of-way to you and
the pedestrians before crossing.
2. For malfunctioning push buttons (e.g. do not work), contact your coordinator or report it to
the City’s Public Works Department at 519.837.5628.
All Way Stop:
At all way stop locations the guard is responsible for alternating directions to ensure the continual
flow of traffic.
1. When motorists have made eye contact with the Adult School Crossing Guard, (that is,
when all traffic has observed the guard and recognizes the guard’s intention to enter the
roadway) and the guard is assured that all vehicular traffic is intending to remained
stopped, in the direction they are entering, the Adult School Crossing Guard should
promptly enter onto the roadway.
2. Walk ready groups of pedestrians and return to the sidewalk. Don’t stay on the roadway
and block traffic for pedestrians that have not reached the intersection.
3. When two guards are scheduled at the same intersection, cross pedestrians in
alternating directions to ensure the flow of traffic. Example both guards cross East to
West and then North to South, so that the guards are parallel to one another.
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6
2.0 HOW TO CROSS CHILDREN
2.1 Rules of the Road
· Do not direct traffic at any time for any reason. If there is any sort of a
collision when you direct traffic in any way, you will be held at least
partially responsible. Use body language to indicate your intention. If
you do not intend to enter the roadway, step back and look as if you are
not going out. When you do go out, step up to the side of the curb,
looking in all directions.
· Avoid stopping school busses, large trucks, or transit busses whenever
possible.
· If an emergency vehicle is going to proceed through your crossing with
emergency lights activated and/or sirens sounding, get everyone off the
road immediately!
· We are not there to parent children. Do not get involved with activities
that are not occurring at your crossing. Our chief responsibility with
respect to discipline of the children is as it relates to the use of your
facility only.
· Always keep your stop paddle displayed in a conspicuous, upright
manner when on the road, or about to enter the roadway, for the entire
time you are on the roadway.
· Always give motorists clear, simple messages as to what your intentions
are. Be clear and confident as to when you are going to enter the
roadway and when you return to the curb.
· On multi lane streets, it is important that you remember that a
vehicle stopped in the inside lane will obscure visibility for vehicles
in the curb lanes. It can also obscure you from on coming traffic.
Be aware of what is happening in every lane before you direct
the children to enter the crossing. Remain in the centre of the
roadway and keep a good eye on traffic in all lanes for
oncoming traffic.
· It is important to remember that any vehicle which comes
to a stop too close to your crosswalk presents a potential
hazard. A stopped vehicle could be struck from behind by an inattentive
driver and pushed into yourself or the children who are in the crosswalk.
Be continually aware of approaching or following vehicles.
· Do not expect vehicles to react in a way that is not possible. Virtually all
motorists speed. They need time and space in order to react and bring
their vehicles to a stop. The best way to avoid confrontations with cars is
to wait until there are no vehicles in the vicinity before entering the
roadway. This is not always possible at busy locations and at signalised
intersections.
· Children are encouraged not to ride ANYTHING on wheels across the
road. Talk to the Principal if you have a problem. Roller-blades need to
be dealt with on a location by location basis. Contact your supervisor
with any problems or questions.
City of Kitchener Crossing Procedure, 2015-2016 Page 254 of 358
7
DO NOT LEAVE YOUR CROSSING FOR ANY REASON FOR THE
DURATION OF YOUR SHIFT!!!!!!!!
· In the event of a collision at/near your crossing
you may call 911 or have a responsible person call
911. Continue to cross children, away from the
accident scene if necessary. Your chief
responsibility in the event of a collision is the
safety of the students you cross.
· Always inform your supervisor of any uncommon occurrence at your
facility.
2.2 The Different Types of Intersections
Crossing Guards cross children at several different types of locations. Adult Crossing
Guard locations include:
1. mid block location with no stop or signal controls
2. 3 leg intersection with one stop control & 4 leg intersection with 2 stop
controls
3. 4 leg intersection with 4 stop controls
4. signalized intersections
5. Intersection Pedestrian Signals (IPS)
Each location has slight variances in the way they operate.
2.2.1 Locations without traffic signals
When working at a location without a traffic control signal, the children are to stay off the
road until you are in your position on the road. Please note the following protocol:
· Wait for a gap in traffic on your side of the street.
· When entering the roadway face closest oncoming traffic with stop paddle facing
both directions of traffic
· Signal for pedestrians to enter the roadway only when in position on the roadway
and sure that traffic in all directions has come to a stop
· Pedestrians enter the road on your command only.
· When the last child has back stepped on the curb, look back from where the
children originated to see if any late arrivals are running to the corner, directing
them accordingly.
· Move back to the curb, giving a clear indication to the motorist of your intentions.
At these locations the primary concern is stopping the major flow of traffic. You must be
able to judge speed and distance when doing so.
To help establish distance, it is best to establish “points of no return,” in
other words, use landmarks to establish points after which vehicles
are too close to be safely stopped. For example, you could use a
hydro pole that is about 150 metres away from your location. After a
vehicle has reached that hydro pole it is too close for you to be able
to go out onto the road and have the vehicle safely stop.
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8
To determine speed, familiarize yourself with the speed limit, as well as the operating
speed.
With respect to stop signs please keep these points in mind:
· Speed and distance are not factors. However, compliance and turning
movements are.
· You cannot assume that a vehicle will stop for the stop sign unless they are
already stopped.
· Vehicles will also make turns and will need to pay attention to many factors,
including the Crossing Guard.
· Whenever possible, make eye contact with the stopped or stopping driver, and
be clear and confident when entering the roadway.
· At all way stop locations the difficulty is assuming right of way.
· Indecision and delay can lead to dangerous confusion.
· Make eye contact with stopped drivers whenever possible. Use body language to
telegraph your intentions.
· When you do go onto the roadway be confident and clear, giving the vehicles no
other option than to remain stopped.
Road Position:
· Unless otherwise directed, you should stand just inside the centre line in the lane
you are facing.
· There are many locations where the road position is specific to address a
particular issue.
· Clarify with your supervisor exactly where the optimal road location for your
location is.
2.2.2 Signalized intersections
Signalized intersections work quite differently from other intersections.
The Crossing Guard must work in conjunction with the traffic signal. All
Adult Crossing Guard locations at traffic signals now feature pedestrian
signals or “heads,” with the walk signal and the flashing don’t walk as
well as the solid don’t walk. These signals have the following meanings:
a) Walk: You may start crossing and have adequate time to finish within
the signal phase.
b) Flashing Don’t Walk: If you have started to cross, you will have adequate time
to finish crossing. You will not have enough time to start crossing during this
phase.
c) Solid Don’t Walk: You should not be in the road at this time and should get
off as soon as possible
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9
Keep in mind that signal timings for pedestrians are based on road width. You will
probably notice that the longest phase is the flashing doesn’t walk. This is quite normal
and logical when one considers the intent of this phasing. Ultimately a vehicle must
yield right of way to you if you are in the roadway during the green phase, regardless of
what the pedestrian heads indicate.
When crossing children at a signalized intersection the phasing does not generally allow
for the Guard to assume the road position before children start to cross. Children should
follow the Crossing Guard, on the Guards command only, onto the roadway, staying a
few steps behind until the Guard has reached their ultimate position. Once the last child
has passed about ¾ through the intersection, the Guard returns to their corner. When
the children originate from the opposite side of the road, they should leave the curb, on
the Guards command only, at the time the Crossing Guard leaves the curb. When the
last child has passed the Crossing Guard, the Guard returns to the corner, staying one
or two steps behind the last crossing child.
Intersection pedestrian signals, or IPS for short, are pedestrian signals that are located
at intersections. This means:
1. The signal will only be activated when the pedestrian button is pushed.
2. The street with the minor flow is regulated by a stop control, not the signal.
N.B. If the Traffic Signal at an intersection becomes non-operational or flashes
red and/or amber continuously, treat the intersection as an all-way stop. Use
extreme caution; take your time in crossing students. Call your supervisor.
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School Crossing Guard Training Manual Page 11 Last Update: August 22, 2013
How to Cross pedestrians Safely at a Non-signalized Intersection:
At uncontrolled locations (no stop sign or traffic signal), the guard is responsible for identifying the
safe gaps in the traffic.
1. When all motorists have stopped and recognizes the guard’s intention to enter the
roadway and the guard is assured that all vehicular traffic is stopped, the Adult School
Crossing Guard should promptly enter onto the roadway.
2. Walk to the centre of the crosswalk while holding the pedestrians at the curb.
3. When safe, signal the pedestrians to cross the roadway.
4. When pedestrians have reached the far side curb, return to the nearside curb.
Suggested Safe Stopping Distances:
40 km/h – 50 m (164 feet)
50 km/h – 60 m (197 feet)
60 km/h – 85 m (279 feet)
It is suggested that the crossing guard determine a point of reference for these distances (e.g. a
light standard, sign, etc) Take into consideration the weather conditions. During the morning and
afternoon shifts extra precaution should be taken, as drivers must also contend with the glare of
the sun. On wet, snowy or icy roadways, considerably more distance must be allowed.
Should you have any questions or concerns regarding your crossing, contact your coordinator to
discuss them further.
Guelph School Safety Patrol - Working with Student Patrollers:
The Guelph School Safety Patrol Program is directed and run by Guelph Police Services,
Traffic Division. All training, direction and rules and regulations for this program is the
responsibility of Guelph Police. Student patrollers that are at your location have received
training and will follow instructions according to their training. If you have a concern or
questions direct all inquiries to your Coordinator or Supervisor. The City of Guelph,
Transportation Services, ASCG Program has an agreement that all concerns will be
addressed with Guelph Police, through the Coordinator. Please do not direct, offer
suggestions, or train the student patrollers. If they ask you for clarification, direct them to
speak to the teacher at their school, who is responsible for the School Safety Program.
Please note that student patrollers can assist:
1. Holding back pedestrians until you are in the road way and give them the ok to
allow pedestrians to enter the crossing
2. Stop and hold back pedestrians to allow you to exit the road way for vehicle
movement.
Please note that student patrollers CANNOT:
1. Enter the roadway
2. Use the stop paddle
Staff observed or reported directing a student patroller will promptly be investigated
and have a follow up with the Supervisor. This follow up may involve discipline, up
to termination from the program, as this is not your responsibility.
Page 258 of 358
Town of Milton Crossing Procedure, 2015
Page 259 of 358
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Adult School Crossing Guard Manual
5
BASIC PROCEDURES
Generally, the functions of a crossing guard working alone at an unsignalized
school crossing include the following:
(a) To restrain children from crossing the roadway when it is unsafe to do so.
(b) To assist the students across when there is an adequate gap in traffic.
(c) To create a gap in heavy traffic and assist students across the roadway.
NOTES:
In performing the above functions, the crossing guard should keep several items
in mind:
(a) The guard should wait until several students are assembled before
assisting them across the roadway.
(b) The guard should be able to assess the tolerance level of the students.
Students can be expected to become impatient after waiting 1 to 1.5
minutes.
(c) In order to avoid accidents and unnecessary disruption of traffic, the
guard must endeavour to take advantage of the adequate gaps that
normally occur between platoons of vehicles.
(d) The guard must be alert to nearby turning movements, and they should
also be aware of traffic that is still two or three blocks from the crossing in
order to detect speeding vehicles and any similar problems.
(e) The guard should avoid stopping large trucks, buses, emergency vehicles
and funeral processions.
(f) The STOP sign must be treated by the guard with great respect. To avoid
confusing motorists and decreasing it’s meaning, the STOP sign must be
kept in a lowered position next to the leg when the guard is standing next
to the roadway.
NOTES:
City of Ottawa Crossing Procedure, 2005 Page 261 of 358
Adult School Crossing Guard Manual
6
The guard should enter the roadway in the following fashion:
(a) The crossing guard normally stands one step back from the curb, facing
the opposite side of the roadway. The children are required to wait behind
the guard who keeps the STOP sign out of the sight of motorists. After
checking that the traffic, especially in the near lane, has adequate time
and space to stop, the STOP sign is raised to at least shoulder height.
Even when there are no vehicles in the vicinity, the STOP sign must be
used.
(b) When traffic in the near lanes or about to enter the near lanes has
stopped, the guard proceeds with raised STOP sign to the centre of the
crosswalk.
(c) When all through traffic and turning traffic has halted, the guard signals
to the students for them to walk across the roadway in the crosswalk. It is
recommended that the crossing guard stand on the intersection side of
the crosswalk in the case of a two-way street.
(d) After all students have completed their crossing, the guard returns to the
curb with the STOP sign raised. When the curb is reached, the crossing
guard must lower the STOP sign and turn so that the guard normally
faces the opposite side of the roadway. The guard must not direct the
traffic to proceed.
NOTES:
SPECIAL SITUATIONS
(a) If the vision of an unoccupied lane is blocked by a vehicle while the guard
is in the crosswalk, the guard should move to a position such that the
guard can see any approaching vehicles in the lane and any driver
approaching in that lane can see the STOP sign in ample time to stop. In
addition, provincial legislation should prohibit vehicles from overtaking
other vehicles slowing or stopping for pedestrians.
NOTES:
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Adult School Crossing Guard Manual
7
(b) If there are stragglers, the guard should signal to the students to stop
before entering the roadway. The guard should try at all times to
cooperate with other roadway users by searching for gaps in the traffic
and limiting the time that vehicles are stopped.
NOTES:
(c) When working at a signalized intersection, the principal responsibility of
the crossing guard is to protect the students from conflicting turning
traffic. When the pedestrian signal indicates “Don’t Walk” and/or the main
signal head shows a red light, the guard should ensure that children do
not step onto the roadway. When the pedestrian signal changes to
“Walk”, or the main signal – if alone – changes to a green light, the guard
should raise the STOP sign to at least shoulder height and should check
that no vehicles are proceeding against a red signal. After also watching
for turning traffic which is facing a green signal or turning on a red signal
as may be permitted by law, the crossing guard proceeds into the
crosswalk and stands on the intersection side of the crosswalk. If the
turning traffic passes in the near lane(s), the guard normally proceeds
about one third of the way into the crosswalk. If the turning traffic passes
on the far half of the roadway, the guard normally takes a position in the
middle of the roadway. These positions may be altered depending upon
the extent of right or left turning movements.
Upon judging that it is safe to do so, the guard signals for the students to
cross. When the pedestrian signal changes to “Don’t Walk” the crossing
guard must check that no further students proceed into the crosswalk. In
the case of a regular traffic signal head alone, the crossing guard must
anticipate the change of the traffic signals. Before the signal changes to
red, the crossing guard must signal to the students approaching the
crosswalk to stop before entering the crosswalk, the guard should remain
on the roadway until the crosswalk is free of students, and the guard
must return to the original post with the STOP sign raised. If the amount
of turning traffic is heavy, the guard may choose to signal earlier for the
children to stop in order to permit a larger number of vehicles to complete
their turns.
NOTES:
Page 263 of 358
Adult School Crossing Guard Manual
8
(d) A school crossing traversing a one-way street should be located, if
possible, on the approach side where traffic enters the intersection. Most
complications arise from turning vehicles, whether turning from a one-way
street onto a two-way street, or where two one-way streets intersect.
Upon raising the STOP sign, the crossing guard should check for traffic in
all directions. Traffic may be traveling the wrong way or may be turning to
proceed the wrong way. While on the roadway, it is recommended that
the guard stand on the approach side of the crosswalk. On a multi-lane,
one-way street the guard should be particularly alert to any lane which
does not have a stopped vehicle. If vision of traffic in this lane is obscured
due to vehicles stopped in the other lanes, the guard should move from
the position in the center of the roadway to a position such that the STOP
sign is clearly visible to approaching traffic in the unoccupied lane(s).
NOTES:
(e) On a divided roadway the crossing guard should be stationed on the
center median and should handle the roadway as two one-way streets. If
turning vehicles pass over the crosswalk, the guard should take up a
position on the intersection side of the crosswalk. If there is no turning
traffic, then the guard should take up a position on the approach side of
the crosswalk. The guard first assists the students to proceed to the
median and then assists them to the opposite side of the divided highway.
NOTES:
In the performance of the primary responsibility of supervising pedestrian
crossings, the adult school crossing guard must constantly act, look and be alert
for all conditions and actions that affect pedestrian safety. Although not a police
officer, the crossing guard provides a vitally important service and is expected to
be confident, decisive, firm, understanding and fair in creating a safer
environment for children on their daily trips to and from school.
Page 264 of 358
Page 1 of 3
Subject: Hangar Land Lease Agreement Taxiway G3-8
Report Number: OPD 22-36
Department: Operations and Development Department
Submitted by: Richard Sparham, Manager of Public Works
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT a By-Law to execute a new Land Lease Agreement for Taxiway G3-8 with
Breman Construction Inc. be brought forward for Council's consideration.
BACKGROUND
Earlier this year, Mr. Breman applied to construct a new 60ft x 60ft hangar (3,600 sq. ft.)
at the Tillsonburg Regional Airport along existing Taxiway G3. Staff have reviewed and
worked with the applicant to ensure the proposed hangar does not negatively impact
future development plans and recommend that Council enter into the attached Airport
Hangar Land Lease Agreement for Taxiway G3 Lot 8 with Breman Construction Inc. to
permit the construction of a 3,600 sq. ft. hangar for a twenty (20) year term, expiring on
January 1, 2042.
The construction of new hangars increases Airport revenue through both the land lease
rental fee and the potential for additional fuel sales, supporting the Corporations goal of
decreasing the net levy requirement to support Airport operations.
DISCUSSION
In 2021, Council for the Town if Tillsonburg approved the Airport Master Plan. This plan
included a general layout for future development at the airport. The proposed hangar
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OPD 22-36 Hangar Land Lease Agreement Taxiway G3-8
Page 2 of 3
G3-8 conforms to the approved layout. The figure below shows the location of the
proposed hangar G3-8.
Figure 1. Hangar 3-8 - Site Plan
CONSULTATION
The following staff and resources have been consulted in preparing this report:
Director of Operations and Development
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OPD 22-36 Hangar Land Lease Agreement Taxiway G3-8
Page 3 of 3
FINANCIAL IMPACT/FUNDING SOURCE
In accordance with the 2022 Rates & Fees By-law the annual land lease revenue is
calculated at a rate of $0.31 per sq. ft. Based on a 3,600 sq. ft. hangar the additional
annual operating revenue is $1,116 plus HST. In addition to all construction and final
site grading costs, the Tenant is also responsible for all other site servicing costs (i.e.
telecommunications, hydro, etc.) as well as the associated Property Taxes and a one-
time Airport Infrastructure Fee.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☒ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – Tillsonburg residents and businesses will be connected to each other, regional
networks, and the world through effective traditional and digital infrastructure.
Strategic Direction – Leverage the municipal airport more effectively to increase
access, visibility and business activity in Tillsonburg.
Priority Project – Immediate Term – Airport Master Plan and implementation
ATTACHMENTS:
Hangar G3-8 Tillsonburg Airport Hangar lease agreement with Breman Construction
Inc.
Page 267 of 358
Landlord’s Initials __________ Tenant’s Initials __________
TILLSONBURG AIRPORT HANGAR LEASE
This Lease is made this 8th of August, 2022 (the “Effective Date”). B E T W E E N
THE CORPORATION OF THE TOWN OF TILLSONBURG (the “Landlord”)
- and – Breman Construction Inc.
184623 Corwell Rd, Tillsonburg, ON, N4G 4G8 Attention: Henry Breman
(the “Tenant”) WHEREAS the Landlord owns all and singular that certain parcel or tract of land and premises situated,
lying and being in the Township of South West Oxford in the County of Oxford, being compromised of:
PT LT 3-4 CON 7 DEREHAM; LT 5-6 CON 7 DEREHAM; PT LT 7 CON 7 DEREHAM PT 1, 2, 3, 4 & 5, 41R2877, PT 2 & 3, 41R2714, PT 1, 2 & 3, 41R4343, PT 1, 2, 3 & 4, 41R4545; S/T 406551; SOUTH-WEST
OXFORD;
PIN: 00016-0089 (LT); LRO #41;
municipal address being 244411 Airport Road, Tillsonburg, ON N4G 4H1; referred to herein as the “Property”, the “Airport” or the “Tillsonburg Airport” upon which is located the Tillsonburg Airport which is owned and operated by the Landlord.
In consideration of the covenants, agreements, warranties and payments herein set forth and provided for,
the sum of two dollars ($2.00) paid by each party to the other and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties hereto respectively covenant and
agree as follows: 1. LEASED PREMISES (1) The Leased Premises shall consist of a portion of the Tillsonburg Airport identified as Hangar G3-8 on the plan attached as Schedule “A”, being the area upon which the Tenant’s
airplane hangar shall be located plus one (1) meter of land extended beyond the exterior perimeter of the Tenant’s airplane hangar building (the “Leased Premises”).
(2) Notwithstanding the above, the Landlord reserves the right to assign an alternate lot to the Tenant on thirty (30) days’ written notice at any time prior to the commencement of construction of the Tenant’s hangar.
(3) The Landlord covenants and agrees to the construction by the Tenant of an airplane hangar on the Leased Premises being a Hangar, (the “Hangar”) subject to the provisions of Schedule “B”. The Tenant shall complete the construction of the Hangar at its sole cost and expense.
(4) The Landlord covenants and agrees that the Hangar on the Leased Premises is not owned by the Landlord but is owned by the Tenant. 2. GRANT OF LEASE
(1) The Landlord leases the Leased Premises to the Tenant: (a) at the Rent set forth in Section 3; (b) for the Term set forth in Section 4; and (c) subject to the conditions and in accordance with the covenants, obligations and agreements herein including schedules. (2) The Landlord covenants that it has the right to grant the leasehold interest in the Leased Premises free from encumbrances except as disclosed on title. 3. RENT (1) Rent means the amounts payable by the Tenant to the Landlord pursuant to this Section and includes Additional Rent. (2) The Tenant covenants to pay to the Landlord, during the Term of this Lease rent as follows (the “Base Rent”): for every year of the Term, the total sum of $1,116 per annum (based upon $0.31 per square foot of Hangar building area – 2022 Rates) plus H.S.T., and any
Page 268 of 358
Landlord’s Initials __________ Tenant’s Initials __________
2
other applicable services tax which may accrue on account of the Landlord collecting rent, payable yearly in advance. Base Rent shall commence on the first day of the Term. If the first day of the Term is not January 1st then Base Rent for the first year of the term shall be prorated until December 31 of the initial year. Base Rent shall then be due on 1st day of the year commencing on January 1st, 2023 and every 1st day of January thereafter. The Parties further agree that the Landlord may, in their sole and absolute discretion, increase the Base Rent annually in accordance with the Town of Tillsonburg Rates and Fees Bylaw, as amended. If the square footage of the Hangar on the Leased Premises expands then the Base Rent shall accordingly increase in proportion to the additional square footage. (3) The Tenant further covenants to pay all other sums required by this Lease to be paid by it and agrees that all amounts payable by the Tenant to the Landlord or to any other party pursuant to the provisions of this Lease shall be deemed to be additional rent (“Additional Rent”) whether or not specifically designated as such in this Lease. (4) The Landlord and the Tenant agree that it is their mutual intention that this Lease shall be a completely carefree net lease for the Landlord and that the Landlord shall not, during the Term of this Lease, be required to make any payments in respect the Leased Premises other than charges of a kind personal to the Landlord (such as income and estate taxes
and mortgage payments) and to effect the said intention of the parties the Tenant promises: (a) to pay as Additional Rent: business taxes, real estate taxes and licenses if applicable; (b) to pay all annual fees in accordance with the Town of Tillsonburg Rates and Fees Bylaw, as amended, as Additional Rent for such expenses incurred by the
Landlord for the maintenance and servicing of the Airport; and, (c) to pay the Landlord a one-time capital recovery charge, based on actuals, for the Landlord to construct the associated hangar apron, if applicable; and, (d) to pay for or provide servicing and maintaining the Leased Premises and the Hangar and shall include the following: (i) all utilities and services including, but not limited to, electricity, water, sewage, natural gas and propane. The Tenant acknowledges that connection fees for utilities and services are entirely at the Tenant’s cost. Further, the Tenant acknowledges that nothing in this Lease, including in this article, is a warranty, covenant or representation by the Landlord to provide connections, utilities or services to the Leased Premises or that the services or utilities can be extended to the Leased Premises; (ii) snow removal and landscaping on the Leased Premises including cutting the grass and weed control of the Leased Premises including the one (1) meter area around the perimeter of the Hangar; (iii) all repair, service and maintenance to the Hangar including reasonable wear and tear; and, (iv) to pay airport infrastructure fees in accordance with the Town of Tillsonburg Rates and Fees Bylaw, as amended.
(5) The Tenant hereby agrees to indemnify and protect the Landlord from any liability accruing
to the Landlord in respect of the expenses payable by the Tenant as provided for herein. (i) The Tenant on behalf of itself/himself/herself/themselves, its/his/her/their heirs, executors, administrators and assigns, including its/his/her/their
successors in title, hereby covenants and agrees to indemnify and save harmless the Landlord from all actions, cause of actions, suits, claims, demands, damages, losses, costs, charges and expenses of every nature and kind whatsoever by whomsoever make brought or prosecuted, including legal fees, which the Landlord may incur or have to pay, which may arise either directly or indirectly by reason of any activity, actions, performance,
negligence or non-performance of the Tenant, its employees, servants, agents, contractors, subcontractors, architect, landscape architect, engineer, surveyor, planner, consultant, project manager or any other person the Tenant is responsible for at law during the duration of this Agreement; in executing the Works under this Agreement; by reason of installation of any Works required under this Agreement; by the failure of the Tenant to complete the installation of the Works required under this Agreement; because of or on account of the ownership, construction, use existence, or maintenance of the property described in the Agreement; by the exercise of the Tenant’s powers under this Agreement; the construction, maintenance or the improper or
inadequate construction, installation and/or maintenance of the Works; any act or omission of said parties while undertaking the Works; or by reason of the neglect of the Tenant or its employees, servants, agents, contractors, subcontractors or others for whom the Tenant is responsible at law.
(ii) Without limiting the generality of the foregoing, the Tenant agrees to indemnify and save harmless the Landlord for any issues related to the alteration of any grade or existing level construction, the maintenance or repair of any taxiway within the Airport, or by reason of the failure, neglect or omission of the Tenant
Page 269 of 358
Landlord’s Initials __________ Tenant’s Initials __________
3
to do anything agreed to be done pursuant to this Agreement or by reason of any act or omission of the Tenant, including failure of the Tenant to comply with the Construction Act. (6) Additional Rent shall be payable yearly in advance on the same dates stipulated for payment of Base Rent in Section 3 (2). (7) All payments to be made by the Tenant pursuant to this Lease are to be in Canadian funds by bank draft, money order or cheque payable to the Landlord and shall be delivered to the Landlord at the Landlord’s address for service set out in Section 17 or to such other place as the Landlord may from time to time direct in writing. (8) All Rent in arrears and all sums paid by the Landlord for expenses incurred which should
have been paid by the Tenant shall bear interest from the date payment was due, or made, or expense incurred at a rate per annum equal to the prime commercial lending rate of the Landlord’s bank plus two (2) per cent. (9) The Tenant acknowledges and agrees that the payments of Rent and Additional Rent provided for in this Lease shall be made without any deduction for any reason whatsoever
unless expressly allowed by the terms of this Lease or agreed to by the Landlord in writing and no partial payment by the Tenant which is accepted by the Landlord shall be considered as other than a partial payment on account of Rent owing and shall not prejudice the Landlord’s right to recover any Rent owing.
4. TERMS AND POSSESSION
(1) The Tenant shall have possession of the Leased Premises for a period of twenty years, eight months (the “Term”), commencing on the August 8, 2022 and ending on the 1st day of January, 2042. (2) The Tenant shall pay any and all connection costs for hydro, gas, water, heating, air-conditioning and for all other services and utilities as may be provided to the Leased Premises. The Tenant shall arrange with the local authority for connection of gas, electricity and water in the name of the Tenant. Nothing in this paragraph or lease is a warranty or representation by the Landlord that any utilities or services are extended to the Leased Premises or can be extended to the Leased Premises. (3) Subject to the Landlord’s rights under this Lease, and as long as the Tenant is in good standing, the Landlord covenants that the Tenant shall have quiet enjoyment of the Leased Premises during the Term of this Lease without any interruption or disturbance from the Landlord or any other person or persons lawfully claiming through the Landlord. 5. ABATEMENT OF RENT DURING CONSTRUCTION (1) So long as the Lease has been fully executed, the Tenant has provided the Landlord with proof of the Tenants insurance, and the Tenant has paid the first and last month’s Rent to be held as a deposit, the Landlord shall provide the Tenant with possession of the Leased Premises for a period of up to six (6) months commencing on the Effective Date for the purposes of constructing the Hangar on the Leased Premises. All terms of the Lease shall be applicable from the Effective Date save and except for the payment of Rent, Base Rent and Additional Rent which shall be payable as of the first day of the month of occupancy of the Hangar or the expiry of the six (6) month construction period whichever occurs first.
(2) In the event the Tenant has not completed construction of the Hangar within the six (6) month construction period, the Landlord, in its sole and absolute discretion, may extend the construction period upon written request of the Tenant or terminate this Lease of which then the Tenant’s deposit provided in Section 5 (1) would be forfeited. 6. ASSIGNMENT
(1) The Tenant shall not assign this Lease or sublet the whole or any part of the Leased Premises unless they first obtain the consent of the Landlord in writing, which consent shall not unreasonably be withheld and provided the sub-Tenant and/or assignee signs a written
acknowledgement that he/she will be bound by the terms, conditions and rules as provided for in this Lease. The Tenant hereby waives its right to the benefit of any present or future
Act of the Legislature of Ontario which would permit the Tenant to assign this Lease or sublet the Leased Premises without the Landlord’s consent. (2) The consent of the Landlord to any assignment or subletting shall not operate as a waiver of the necessity for consent to any subsequent assignment or subletting. (3) Any consent given by the Landlord to any assignment or other disposition of the Tenant’s interest in this Lease or in the Leased Premises shall not relieve the Tenant from its obligations under this lease, including the obligation to pay Rent, Base Rent and Additional Rent as provided for herein.
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Landlord’s Initials __________ Tenant’s Initials __________
4
(4) If all or more than 50% of the shares in the Tenant should be sold, assigned or transferred in any manner to a person other than the Tenant, then such transferee shall be bound by the terms and conditions of this Lease. 7. USE (1) During the Term of this Lease the Leased Premises shall not be used for any purpose other than as an aircraft hangar for the storage, repair and operation of airplanes, without the express consent of the Landlord given in writing. The Tenant shall not construct a new hangar or any other building on the Leased Premises except in accordance to the terms of this Lease. (2) The Tenant shall not do or permit to be done at the Leased Premises anything which may:
(a) contravene any Airport use, standards, or tenant policy as established by the Landlord from time to time; (b) cause damage to the Leased Premises; (c) cause injury or annoyance to occupants of neighbouring premises; (d) make void or voidable any insurance upon the Leased Premises; (e) constitute a breach of any by-law, status, order or regulation of any municipal,
provincial or other competent authority relating to the Tillsonburg Airport, the Leased Premises including any septic bed or other property, equipment or appurtenances; and, (f) create an environmental hazard. The Tenant shall not store, allowed to be stored or do anything that creates hazardous waste or toxic material as defined by the Environmental Protection Act or any related or successor legislation. If an order is
made by any level of government, including all agencies, crown corporations, municipal bodies, or a court is made as a result of the Tenant’s, or its servants, directors, employees, invitees, customers or agents, actions or inaction under this Article or Article 7(2)(e) above or as a result of the septic bed system used by the
Tenant then the Tenant shall satisfy the terms of such order including, but not limited to, paying all costs of the work required and shall indemnify and save the
Landlord harmless from any costs, including legal costs, if the Landlord suffers any damages or pays any costs associated with such order. (3) The Tenant shall:
(a) not interfere in the use of the Airport or any other use of the Property. The Tenant acknowledges that there are other uses of the Property and it shall not interfere in
any other use of the Property. The Tenant further acknowledges that there are other Tenants and users of the Airport and it shall not unreasonably interfere in the use or operation of the Airport in any manner nor shall it do, or allow to be done by any of its invitees, customers, employees or agents, anything that would cause or
constitute a nuisance, safety violation or hazard to any other Tenant or any user of the Airport who are acting reasonably;
(b) comply with all federal and provincial transportation guidelines, regulations, rules, by-laws, statutes, directives and any other such matter that governs the flight, use or operation of aircraft; (c) not block or obstruct the taxiways or runway and permit the ingress and egress to
adjacent hangars, aprons and parking areas; (d) not conduct any major repairs to any motor vehicle of any kind other than an aircraft or any vehicle or machinery ancillary to or connected with aircraft; (e) not perform aircraft repair or maintenance outside of the Leased Premises;
(f) not start any aircraft in the Hangar; (g) not store any items on the Leased Premises, surrounding Property or in the Hangar
other than aircraft and related aircraft items except as specifically permitted in this agreement; (h) not store any flammable products inside the Hangar or on the Leased Premises with the exception of fuel or necessary aircraft related products;
(i) notify the Landlord of any public activities and/or events no less than thirty (30) days before such activity and/or event with approval by the Landlord, in its sole
and absolute discretion and such approval not to be unreasonably withheld; (j) comply with all rules and regulations of the Airport and ensure the compliance of all the Tenant’s contractors, employees, agents, customers and invitees; and, (k) provide proof of documentation showing current and proper insurance coverage of any aircraft stored inside the Hangar.
(4) The Tenant covenants and agrees that the Landlord may require the adjustment in the Airport leases and as such may demand the Tenant move the Hangar and the location of the Leased Premises. The Landlord shall compensate the Tenant for any expenses in moving the Hangar as agreed between the Parties. (5) The Tenant shall be permitted to construct and maintain one (1) aircraft hangar (the
“Works”) on the Leased Premises as follows: (a) the dimensions of the Hangar shall be 60 feet by 60 feet for a total floor area of 3600 square feet;
Page 271 of 358
Landlord’s Initials __________ Tenant’s Initials __________
5
(b) the style of the Hangar shall be either a pole barn style building or a metal frame building; (c) the siding, siding colour, roof colour, hanger number, and height of the building will be maintained in accordance with current Airport standards as approved by the Landlord; (d) the hangar apron shall be constructed of a hard surface (i.e. asphalt or concrete) with a minimum 300mm (12”) structural sub-base to the satisfaction of the Landlord; (e) any construction or renovation shall comply with the construction requirements of the Landlord in its sole and absolute discretion including the construction requirements detailed in Schedule “B” to this Lease and all applicable building code standards and by-laws of the municipality in which the Leased Premises are located and any federal or provincial statutes, rules or regulations;
(f) prior to the commencement of construction, the Tenant shall submit, at its sole cost, a site plan and drainage/grading plan which shall include, but not limited to, the information required in this Article 7(5) of this Lease and the proposed floor elevation, which all shall be subject to the approval of the Landlord; (g) the Tenant agrees to maintain the lot grading during and after construction and erection of the Hangar and shall comply with the lot grading and drainage
requirements of the Landlord at the sole cost of the Tenant; (h) obtain all necessary permits, as applicable, at the expense of the Tenant; and, (i) the Tenant shall be responsible for and pay the cost of all repair, renovation, and maintenance and nothing in this Lease shall render the Landlord responsible for
any such costs.
(6) The Landlord acknowledges that it has granted access to the Tenant for the Tenant to maneuver its aircraft from the Hangar to the adjacent taxiway and runway of the Airport. Further, the Landlord hereby grants to the Tenant, its successors and assigns, free and uninterrupted access in, over, upon, across or through the Hangar apron area, defined as
13 meters wide and 14 meters (Approximate) from the front of the Hangar to the adjacent taxiway. The Landlord grants to the Tenant the right to enter upon the Hangar apron area at all times and to pass and re-pass thereon as may be required by the Tenant, and its licensees, successors, assigns, servants, agents, employees and contractors including all
necessary vehicles, equipment and machinery, from time to time, for the purposes of installing, maintaining, replacing, and reconstructing a suitable surface treatment to the
Hangar apron as approved by the Landlord in its sole and absolute discretion. Any cost of installing, removing, maintaining, replacing and/or reconstructing the Hangar apron shall be at the sole expense of the Tenant without contribution of the Landlord. The Tenant covenants that it shall not conduct such work to the Hangar apron without first obtaining
the consent of the Landlord and such consent shall not be unreasonably withheld. The Tenant hereby releases the Landlord from any and every claim which may or might arise
out of the proper exercise by the Tenant of any of the rights granted herein. 8. CONSTRUCTION IMPLEMENTATION SCHEDULE
(1) The Tenant hereby undertakes to complete the work herein in accordance with the timeframes set out in the Schedule “C” (the “Construction Schedule”). The Tenant shall
submit a proposed construction schedule which shall be subject to amendments and approval by the Landlord and attached hereto as Schedule “C”. A variance to the
timeframes will only be allowed if approved in writing by the Landlord. Failure to comply may result in the Tenant being in default of this Agreement and the Landlord may seek
remedy pursuant to this Agreement. (2) The Landlord approved work shall be carried out by the Tenant in a proper and professional manner so as to do as little damage or disturbance as possible to the Airport lands or the Airport’s infrastructure. The Tenant shall repair and make good all damage and disturbance that may be caused to the Airport lands or the Airport’s infrastructure, to the satisfaction of the Landlord, acting reasonably, at the sole expense of the Tenant. (3) During construction, the works to be carried out by the Tenant, shall be maintained in all respects in a state of good repair by the Tenant, including keeping the site in a sound, neat, safe and clean condition to the satisfaction of the Landlord. If the site is not kept in a state of good repair, upon seven (7) business days written notice to the Tenant (or such shorter time as may be required in the case of an emergency or other urgent matters or as otherwise provided herein), the Landlord shall have the right to do any work necessary to fulfill this condition and all costs incurred by the Landlord shall be recovered from the Tenant and may be recovered as Additional Rent. 9. REPAIR AND MAINTENANCE (1) The Tenant covenants that during the term of this Lease and any renewal thereof, the Tenant shall keep the Leased Premises and Hangar in good condition including all alterations and additions made thereto, and shall, with or without notice, promptly make all needed repairs and all necessary replacements as would a prudent owner. The Tenant shall be responsible for all wear and tear to the Hangar and shall affect all repairs as necessary. Save and accept the Landlord’s, or its agent’s, contractor’s and employee’s
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negligence or intentional actions, at no time is the Landlord responsible for any repairs or damage to the Hangar or the Leased Premises. (2) The Tenant shall permit the Landlord or a person authorized by the Landlord to enter the Leased Premises including the Hangar to examine the condition thereof and view the state of repair at reasonable times: (a) and if upon such examination repairs are found to be necessary, written notice of the repairs required shall be given to the Tenant by or on behalf of the Landlord and the Tenant shall make the necessary repairs within the time specified in the notice; and, (b) if the Tenant refuses or neglects to keep the Leased Premises including the Hangar in good repair the Landlord may, but shall not be obliged to, make any
necessary repairs, and shall be permitted to enter the Leased Premises and Hangar, including by its servants or agents, for the purpose of effecting the repairs without being liable to the Tenant for any loss, damage or inconvenience to the Tenant in connection with the Landlord’s entry and repairs. If the Landlord makes such repairs the Tenant shall pay the cost of them immediately as Additional Rent.
(3) Subject to any renewal, upon the expiry of the Term or other determination of this Lease the Tenant agrees to surrender peaceably the Leased Premises to the Landlord in a state of good repair and subject to the conditions contained in this Article 9(3). The Tenant may remove the Hangar provided the Tenant places the Leased Premises back into a similar
condition as it was in prior to the construction of the Hangar even if the construction of the Hangar predated this Lease. At any time during the Term, expiry of the Term, if an Act of
Default occurs or upon termination of this Lease if the Tenant is in arrears of any rent whatsoever the Tenant agrees that the Landlord shall be permitted to register such lien on the Hangar under the Personal Property Security Act and possession of the Hangar will not be obtained by the Tenant until the lien is paid in full with all accrued interest and legal
fees. (4) The Tenant shall immediately give written notice to the Landlord of any substantial damage that occurs to the Leased Premises including the Hangar from any cause.
(5) The Tenant hereby agrees that at no time is the Landlord responsible for any damage,
including damage to property or personal injury, as a result of the Tenant’s use of the Leased Premises, Airport or Property and the Tenant hereby waives any cause of action in law, equity or by statute as against the Landlord for any loss. The Tenant acknowledges that it shall not institute any claim or make any demand against the Landlord, or anyone
that may claim indemnity from the Landlord, for any personal injury or damage to property, including aircraft, as a result of the Tenant’s use (including storage) of the Hangar, Airport
or Property. The Tenant acknowledges that the use of the Airport, Hangar or Property is at its own risk.
(6) The Tenant hereby forever releases the Landlord from any and all claims in law, equity or
by statute as a result of any intentional or negligent acts of any other Tenant and/or user of the Property and/or Airport, or their agents, contractors, invitees, customers or
employees that may cause death, personal injury or property loss to the Tenant or its agents, customers, employees, contractors or invitees. 10. ALTERATIONS AND ADDITIONS
(1) If the Tenant, during the Term of this Lease or any renewal of the Lease, desires to make
any alterations or additions to the Leased Premises, including but not limited to; erecting partitions, attaching equipment, and installing necessary furnishings or additional
equipment of the Tenant’s business but not including erecting a new hangar or any other accessory building, the Tenant may do so at his own expense provided that any and all
alterations or additions to the Leased Premises made by the Tenant must comply with any requirement of the Landlord including Schedule “B” and all applicable building code
standards and by-laws of the municipality in which the Leased Premises are located and any federal or provincial statutes, rules or regulations.
(2) The Tenant shall pay Rent at the rate prescribed in paragraph 3 above based upon the
area of the Hangar subsequent to any addition or alteration. (3) The Tenant shall be responsible for and pay the cost of any alterations, additions, installations or improvements that any governing authority, municipal, provincial or
otherwise, may require to be made in, on or to the Leased Premises. (4) No sign, advertisement or notice shall be inscribed, painted or affixed by the Tenant, or any other person on the Tenant’s behalf, on any part of the outside of the Hangar unless it is located along the facade of the Hangar’s front and provided it complies with the Landlord’s signage requirements and with all applicable laws, by-laws and regulations and is in good workmanlike manner. No other sign, advertisement or notice shall be erected unless it has been approved in every respect by the Landlord in writing. (5) The Tenant agrees, at its own expense and by whatever means may be necessary,
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immediately to obtain the release or discharge of any encumbrance that may be registered against the Landlord’s property in connection with any additions or alterations to the Leased Premises made by the Tenant or in connection with any other activity of the Tenant. (6) The Tenant shall, at his own expense, if requested by the Landlord, remove any or all additions or improvements made by the Tenant to the Leased Premises during the Term and shall repair all damage caused by the installation or the removal or both.
(7) The Tenant shall not bring onto the Leased Premises or any part of the Leased Premises any machinery, equipment or any other thing that might in the opinion of the Landlord, by reason of its hazardous nature, weight, size or use, damage the Leased Premises or the Property. If the Leased Premises or Property are damaged the Tenant shall restore the
Leased Premises or Property immediately or pay to the Landlord the cost of restoring the Leased Premises or Property.
11. INSURANCE (1) The Tenant covenants to keep the Landlord indemnified and save harmless the Landlord
at all times against all claims, suits, procedures, actions and demands (including but not limited to all legal costs) whatsoever and howsoever arising by any person, entity or
corporation whether in respect of damage, loss or death to person or property, arising out of or occasioned by the maintenance, use or occupancy of the Leased Premises, Airport
and Property or the subletting or assignment of same or any part thereof. And the Tenant further covenants to indemnify the Landlord with respect to any encumbrance on or
damage to the Leased Premises occasioned by or arising from the act, default, or negligence of the Tenant, its officers, agents, servants, employees, contractors,
customers, invitees or licensees. The Tenant agrees that the foregoing indemnity shall survive the termination of this Lease notwithstanding any provisions of the Lease to the
contrary. (2) The Tenant shall carry insurance in its own name insuring against the risk of damage to the Tenant’s property and the Hangar within the Leased Premises caused by fire or other perils. (3) The Tenant shall carry such general liability and property damage insurance including personal injury and property damage coverage with at least two million ($2,000,000.00) dollars in limits of each occurrence with respect to the Leased Premises and Tenant’s occupation of the Leased Premises. Such insurance policy shall contain no airport site exclusion. (4) All insurance policies in this Section 11 including this Article shall name the Landlord,
where applicable, as an insured and loss payee and the policy shall include a cross-liability endorsement. All policies shall be applicable as primary insurance, taking precedence
over any other insurance protection owned by the Landlord. The Tenant shall insure that each insurance policy contains a waiver of subrogation rights which the insurer may have
against the Landlord and the persons for whom is legally responsible. (5) Upon demand of the Landlord, the Tenant shall provide a copy of any and all policies of insurance including renewals and terms of such policies to the Landlord. If any policy of insurance is canceled the Tenant shall inform the Landlord without delay of such cancellation and shall obtain a replacement policy without delay on the same terms as set out in this Section 11. Under no circumstances shall delivery of and review by the Landlord of any certificate set forth or any insurance policy or any other proof of existence of the insurance coverage release the Tenant of its obligations to take out insurance in strict compliance with the present provisions or constitute a waiver in favour of the Tenant of any of the Landlord's rights. 12. ACTS OF DEFAULT AND LANDLORD’S REMEDIES (1) An Act of Default has occurred when: (a) the Tenant has failed to pay Rent for a period of 45 consecutive days from the date that payment was required to be paid to the Landlord; (b) the Tenant has breached its covenants or failed to perform any of its obligations under this Lease for a period of 45 consecutive days and: (i) the Landlord has given ten (10) days’ notice specifying the nature of the default and the steps required to correct it; and, (ii) the Tenant has failed to correct the default as required by the notice; (c) the Tenant has: (i) become bankrupt or insolvent or made an assignment for the benefit of creditors; (ii) had its property seized or attached in satisfaction of a judgment;
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(iii) had a receiver appointed; (iv) committed any act or neglected to do anything with the result that a Construction Lien or other encumbrance is registered against the Landlord’s property; or, (v) taken action with a view to dissolution or liquidation; (d) any required insurance policy is cancelled or not renewed by reason of the use or occupation of the Leased Premises, or by reason of non-payment of premiums; (e) the Leased Premises: (i) has become vacant or remain unoccupied for a period of 180 consecutive days. For the purposes of this section the Parties agree that the terms
“vacant and “unoccupied” shall mean no use or utilization of the Hangar and/or no storage of necessary tools, implements or equipment in the Hangar; or, (ii) is used by any other person or persons, or for any other purpose than as provided for in this Lease without the written consent of the Landlord; (f) failure to install or remedy faulty work, if, in the opinion of the Landlord the Tenant: i. is not proceeding or causing to be proceeded the works required in connection with this Agreement within thirty (30) days’ of notice given; or ii. is improperly performing the works; or iii. has neglected or abandoned before the completion, or unreasonably delayed the same, so that conditions of this Agreement are being violated or carelessly executed or being carried out in bad faith; or iv. has neglected or refused to renew or again perform such work as may be rejected by the Landlord as defective or unsuitable; or v. has defaulted performance of the terms and conditions of this agreement; then, in any such instance, the Landlord shall promptly notify the Tenant, in writing, of such default or neglect and if such notification be without effect within ten (10) business days after such notice, the Landlord shall thereupon have full authority and power to purchase materials and employ workers and machines for the proper completion of the works at the cost and expense of the Tenant. The cost of such work shall be calculated by the Landlord whose decision shall be final and be paid to the Landlord by the Tenant on demand. Should payment not be received following the issuance of an invoice from the Landlord, the Landlord shall collect same as Additional Rent in addition to any other remedy available to the Landlord.
It is further understood and agreed between the parties hereto that such entry upon the Premise shall be as an agent for the Tenant and shall not be deemed, for any purposes whatsoever, as an acceptance of the works by the Landlord. (2) When an Act of Default on the part of the Tenant has occurred:
(a) the current year’s Rent together with the next years’ Rent shall become due and payable immediately; and, (b) the Landlord shall have the right to terminate this Lease and to re-enter the Leased Premises and deal with them as it may choose.
(3) If, because an Act of Default has occurred, the Landlord exercises its right to terminate this
Lease and re-enter the Leased Premises prior to the end of the Term, the Tenant shall nevertheless be liable for payment of Rent and all other amounts payable by the Tenant in accordance with the provisions of the Lease until the Landlord has re-let the Leased Premises or otherwise dealt with the Leased Premises in such manner that the cessation
of payments by the Tenant will not result in loss to the Landlord and the Tenant agrees to be liable to the Landlord, until the end of the Term of this Lease for payment of any
difference between the amount of Rent hereby agreed to be paid for the Term hereby granted and the Rent any new Tenant pays to the Landlord.
(4) If when an Act of Default has occurred, the Landlord chooses not to terminate the Lease and re-enter the Leased Premises, the Landlord shall have the right to take any and all necessary steps to rectify any or all Acts of Default of the Tenant and to charge the costs of such rectification to the Tenant and to recover the costs as Rent. (5) If, when an Act of Default has occurred, the Landlord chooses to waive its right to exercise the remedies available to it under this Lease or at law the waiver shall not constitute condonation of the Act of Default, nor shall the waiver be pleaded as an estoppel against the Landlord to prevent his exercising his remedies with respect to a subsequent Act of Default. No covenant, term, or condition of this Lease shall be deemed to have been waived by the Landlord unless the waiver is in writing and signed by the Landlord.
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13. TERMINATION UPON NOTICE AND AT END OF TERM (1) If the Leased Premises and/or Property are subject to an Agreement of Purchase and Sale: (a) The Landlord shall have the right to terminate this Lease, notwithstanding that the Term has not expired, by giving ninety (90) days’ notice (the “Notice”) in writing to the Tenant and, at the Tenant’s option, the Landlord shall pay to the Tenant the fair market value for the Hangar or the Tenant agrees to remove the Hangar and comply with Articles 9(3) and 10(5) of this Lease. Upon expiry of the Notice the Tenant shall provide vacant possession of the Leased Premises provided the Landlord pays to the Tenant a bonus of $500.00. For the purposes of this Article and Articles 13(3) and 13(4) fair market value shall be determined as of the date of the issuing of the Notice.
(2) If the Tenant remains in possession of the Leased Premises after termination of this Lease as aforesaid and if the Landlord then accepts Rent for the Leased Premises from the Tenant, it is agreed that such overholding by the Tenant and acceptance of Rent by the Landlord shall create a monthly tenancy only but the tenancy shall remain subject to all the terms and conditions of this Lease except those regarding the Term. The Parties agree
that if the Term is not renewed then upon expiry of the Term or if the Tenant is an overholding tenant then either Party may terminate the lease upon sixty (60) days written notice to the other party and the Tenant shall comply with Articles 9(3) and 10(5) of this Lease.
(3) Other than a termination of this Lease in accordance with Article 13(1) of this Lease, the
Landlord shall, at any time and notwithstanding that the Term has not expired, have the unqualified right to terminate this Lease upon one year’s prior written notification (the “Notice”) if the Leased Premises are required for any reason or purpose of the Landlord in which event the Landlord shall pay to the Tenant the fair market value for the Hangar, if
erected by the Tenant, unless the Tenant agrees to remove the Hangar and comply with Articles 6(3) and 7(5) of this Lease, and the Tenant shall provide such vacant possession upon the expiry of the Notice provided the Landlord pays to the Tenant a bonus of $500.00.
(4) The Parties agree that it is their mutual intention that at the end of the Term of this Lease the lease shall be renewed upon such conditions and terms as agreed between the Parties.
The Parties further agree that although it is their mutual intention to renew the lease nevertheless either party may decide not to renew the lease for any reason. The Parties acknowledge that upon such renewal all terms and conditions shall be negotiated between the Parties. If the Parties do not renew this Lease then the Parties agree that the Landlord
shall be granted the Right of First Refusal to purchase the Hangar (the “Option”). The Tenant covenants that it will not sell the Hangar, or any part thereof, to any person, firm or
corporation, without first providing the Landlord to exercise its Option as set out in the terms of this paragraph. Upon the Tenant receiving a bona fide offer in writing (the “Third Party
Offer”) the Tenant shall deliver to the Airport Office, 244411 Airport Road, Township of South-West Oxford, Ontario, a copy of the Third Party Offer and the Landlord shall have
twenty business days (the “Notice Period”) from the date of receipt of the Third Party Offer to exercise the Option to match the Third Party Offer. If the Landlord exercises its option
in the Notice Period then it must inform the Tenant at the Property in writing that it will purchase the Tenant’s interest in the Hangar on the same terms and conditions, or more
favourable terms to the Tenant at the Landlord’s discretion, as contained in the Third Party Offer (the “Landlord’s Offer”). If the Landlord exercises its Option in the Notice Period then
the Tenant must sell the Hangar to the Landlord upon the terms and conditions as contained in the Landlord’s Offer. If the Landlord does not exercise its option in the Notice
Period then the Tenant shall be at liberty to accept the Third Party Offer provided that there are no modifications to the Third Party Offer. If any modifications are made to the Third
Party Offer then the Landlord shall be permitted to exercise its option pursuant to the terms of this paragraph. For the purpose of this paragraph, if the Tenant is a corporation, the
word “sell”, in addition to its ordinary meaning, shall be deemed to mean and include a sale or disposition of the corporate shareholding of the Tenant by the person or persons who,
at the date of the commencement of the lease holds or hold a majority of the corporate shares. Subject to the conditions contained in Article 4 of this Agreement, the Parties agree
that prior to the expiry of this Lease if the Tenant seeks to assign this Lease to a third party then the Landlord will agree to examine a proposal to extend the term of this Lease
however nothing in this paragraph shall require the Landlord to accept any amendment of the term or new term. 14. ACKNOWLEDGMENT BY TENANT
(1) The Tenant agrees that it will at any time or times during the Term, upon being given at
least forty-eight (48) hours prior written notice, execute and deliver to the Landlord a statement in writing certifying: (a) that this Lease is unmodified and is in full force and effect (or if modified stating the modifications and confirming that the Lease is in full force and effect as modified); (b) the amount of Rent being paid;
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(c) the dates to which Rent has been paid; (d) other charges payable under this Lease which have been paid; (e) particulars of any prepayment of Rent or security deposits; and, (f) particulars of any sub tenancies. 15. SUBORDINATION AND POSTPONEMENT (1) This Lease and all the rights of the Tenant under this Lease are subject and subordinate to any and all charges against the land, buildings or improvements of which the Leased Premises form part, whether the charge is in the nature of a mortgage, trust deed, lien or any other form of charge arising from the financing or re-financing, including extensions or renewals, of the Landlord’s interest in the Property.
(2) Upon the request of the Landlord the Tenant will execute any form required to subordinate this Lease and the Tenant’s rights to any such charge, and will, if required, attorn to the holder of the charge. (3) No subordination by the Tenant shall have the effect of permitting the holder of any charge
to disturb the occupation and possession of the Leased Premises by the Tenant as long as the Tenant performs his obligations under this Lease. 16. RULES AND REGULATIONS
The Tenant agrees on behalf of itself and all persons entering the Leased Premises with the
Tenant’s authority or permission to abide by such reasonable rules, standards and regulations of the Airport and/or Property which shall form part of this Lease and as the Landlord may make and/or amend from time to time. 17. NOTICE (1) Any notice required or permitted to be given by one party to the other pursuant to the terms of this Lease may be given
To the Landlord at:
Tillsonburg Regional Airport Attn: Airport Administrator 244411 Airport Rd South-West Oxford, ON, N4G 4H1
airportattendants@tillsonburg.ca
To the Tenant at the Leased Premises or at:
Henry Breman 184623 Corwell Rd, Tillsonburg, ON, N4G 4G8
Email: henry@bremans.ca (2) The above addresses may be changed at any time by giving ten (10) days written notice. (3) Any notice given by one party to the other in accordance with the provisions of this Lease shall be deemed conclusively to have been received on the date delivered if the notice is served personally or seventy-two (72) hours after mailing if the notice is mailed. 18. REGISTRATION The Tenant shall not at any time register notice of or a copy of this Lease on title to the Property of which the Leased Premises form part without consent of the Landlord. 19. INTERPRETATION (1) The words importing the singular number only shall include the plural, and vice versa, and words importing the masculine, feminine or neutral gender shall include the other genders, and words importing persons shall include firms and corporations and vice versa. (2) Unless the context otherwise requires, the word “Landlord” and the word “Tenant” wherever used herein shall be construed to include the executors, administrators, successors and assigns of the Landlord and Tenant, respectively. (3) When there are two or more Tenants bound by the same covenants herein contained, their obligations shall be joint and several. 20. MISCELLANEOUS (1) Unless otherwise stipulated, parking, if applicable, in the common parking area shall be in common and unreserved.
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(2) If a dispute should arise between the Parties in the interpretation of this Agreement then both parties agree that such dispute shall be referred to binding arbitration and be bound by the result of such arbitration. The terms, form and procedure of the arbitration shall be in accordance with the Arbitration Act or any successor legislation. The parties further agree that the arbitrator shall be jointly chosen and the arbitrator shall have the ability to award costs of the arbitration. This clause shall not apply if the Tenant is in default under the terms of the Lease which include but are not limited to: (a) its obligations to pay Rent, Base Rent and/or Additional Rent; (b) non-repair or maintenance of the Leased Premises; (c) subleased the Leased Premises without the authorization of the Landlord, acting reasonably; (d) changed its use of the Leased Premises; or,
(e) used the Leased Premises in any manner contrary to Article 7. (3) In the event that any clause herein should be unenforceable or be declared invalid for any reason whatsoever, such enforce ability or invalidity shall not affect the enforce ability or validity of the remaining portions of the covenants and such unenforceable or invalid portions shall be severable from the remainder of this Lease.
(4) This Lease shall be construed and enforced in accordance with the laws of the Province of Ontario. Any proceeding shall be brought at the City of Woodstock in the County of Oxford, Ontario.
(5) The Tenant hereby agrees that it has had an opportunity to review the terms of this Lease
and seek independent legal advice. (6) Should any provision of this Lease require judicial interpretation or arbitration, it is agreed that the court or arbitrator interpreting or construing the same shall not apply a presumption
that the terms thereof shall be more strictly construed against one party by reason of the rule of construction that a document is to be construed more strictly against the party who itself or through its agent prepared the same, it be agreed that both parties have participated in the preparation hereof.
(7) This Lease and it’s schedules constitutes the entire agreement between the Parties hereto
pertaining to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written, of the parties and there are no warranties, representations or other agreements between the Parties in connection with the subject matter hereof, except as specifically set forth herein.
No supplement, modification, waiver or termination of this Lease shall be binding unless executed in writing by the Parties.
(8) The Tenant agrees that it has not relied upon any representation, promise or warranty of
the Landlord with respect to the condition of the Leased Premises, Hangar or any representation or promise of the Landlord to repair, renovate or otherwise alter the Leased
Premises in any manner prior to or after commencement of the Term. The Parties agree that the Leased Premises are being offered to the Tenant in an “as is” condition. The
Tenant shall not call on or demand the Landlord to perform any repairs or renovations prior to or after it obtains possession. The Tenant acknowledges that it has performed its own
due diligence in establishing the state of repair of the Leased Premises including the Hangar.
In Witness of the foregoing covenants the Landlord and the Tenant have executed this Lease.
__________________________________
Landlord Stephen Molnar, Mayor
The Corporation of the Town of Tillsonburg
__________________________________ Landlord Michelle Smibert, Clerk
The Corporation of the Town of Tillsonburg We have authority to bind the Corporation.
________________________________ __________________________________ Witness Tenant Breman Construction Inc – Attn: Henry Breman I have authority to bind the corporation.
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Schedule “A” THE “LEASED PREMISES” HANGAR G3-8
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SCHEDULE “B” CONSTRUCTION REQUIREMENTS
The Tenant shall construct an airplane hangar building with approximate dimensions of 60 feet wide by 60 feet deep compromising a floor area of 3600 square feet.
1. The Tenant covenants and agrees, notwithstanding any other statute, regulation or
provision regarding the federal government’s authority to regulate the aeronautics industry, to: (a) obtain from the Landlord an Airport Development Permit prior to construction; (b) to pay to the Landlord a flat fee of $610 to administer the Airport Development Permit; (c) to construct the airplane hangar, and any other building that may be permitted, to the standard of the Ontario Building Code, O. Reg. 332/12 as amended or replaced from time to time (the “OBC”) and to the satisfaction of the Landlord in its sole and absolute discretion, and; (d) to ensure all persons retained by the Tenant have appropriate health and safety policies, insurance and WSIB coverage. 2. The Tenant shall provide to the Landlord the following in order to obtain an Airport
Development Permit and approval for use of the Leased Premises and hangar thereon:
(a) prior to construction, submission of: 1. all applicable fees;
2. 2 copies of a site plan showing the proposed location of the hangar, dimensions to the adjacent buildings and dimensions of the hangar
apron (entrance);
3. 2 copies of construction drawings (foundation plan, floor plan (including finish floor elevation), building elevations, diaphragm/truss bracing, anchorage, construction details/finishes, etc.) stamped by a professional engineer;
4. 2 copies of the truss drawings stamped by a professional engineer; and
5. Commitment to General Reviews form completed by both the building
owner and professional engineer; (b) prior to occupancy and acceptance:
1. inspection of the construction and acceptance of same by the Landlord in in respect of compliance with the OBC, the terms of this Airport Lease and all policies and rules regulating the Tillsonburg Airport; and 2. submission of all site reports (footing inspection, framing inspection, occupancy inspection) and an occupancy report from the professional
engineer; and,
(c) final approval: 1. provide a final report (verifying outstanding items not completed at occupancy have been completed/corrected) from the professional engineer if applicable. 3. The parties covenant and agree that the Tenant is not required to obtain a building permit from the Township of Southwest Oxford for construction of buildings on the Tillsonburg Airport. 4. The Tenant covenants and agrees that failure to comply with the provisions of this schedule shall be an event of default of this Lease and in the absence of remedying such default, shall permit the Landlord to terminate this Lease and seek any and all other recourse against the tenant in such instance.
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SCHEDULE “C” CONSTRUCTION SCHEDULE Provided by the Tenant prior to execution of the lease agreement and approved by the Landlord. Preliminary Construction Schedule: Start of Construction August 2022 End of Construction February 2023 Note: Tenant has expressed that a detailed construction schedule will be provided once contractor and Tenant have finalized.
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Page 1 of 3
Subject: Hangar Land Lease Agreement Taxiway G3-9
Report Number: OPD 22-37
Department: Operations and Development Department
Submitted by: Richard Sparham, Manager of Public Works
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT a By-Law to execute a new Land Lease Agreement for Taxiway G3-9 with
Breman Construction Inc. be brought forward for Council's consideration.
BACKGROUND
Earlier this year, Mr. Breman applied to construct a new 60ft x 60ft hangar (3,600 sq. ft.)
at the Tillsonburg Regional Airport along existing Taxiway G3. Staff have reviewed and
worked with the applicant to ensure the proposed hangar does not negatively impact
future development plans and recommend that Council enter into the attached Airport
Hangar Land Lease Agreement for Taxiway G3 Lot 9 with Breman Construction Inc. to
permit the construction of a 3,600 sq. ft. hangar for a twenty (20) year term, expiring on
January 1, 2042.
The construction of new hangars increases Airport revenue through both the land lease
rental fee and the potential for additional fuel sales, supporting the Corporations goal of
decreasing the net levy requirement to support Airport operations.
DISCUSSION
In 2021, Council for the Town if Tillsonburg approved the Airport Master Plan. This plan
included a general layout for future development at the airport. The proposed hangar
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OPD 22-37 Hangar Land Lease Agreement Taxiway G3-9
Page 2 of 3
G3-9 conforms to the approved layout. The figure below shows the location of the
proposed hangar G3-9.
Figure 1. Hangar 3-9 - Site Plan
CONSULTATION
The following staff and resources have been consulted in preparing this report:
Director of Operations and Development
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OPD 22-37 Hangar Land Lease Agreement Taxiway G3-9
Page 3 of 3
FINANCIAL IMPACT/FUNDING SOURCE
In accordance with the 2022 Rates & Fees By-law the annual land lease revenue is
calculated at a rate of $0.31 per sq. ft. Based on a 3,600 sq. ft. hangar the additional
annual operating revenue is $1,116 plus HST. In addition to all construction and final
site grading costs, the Tenant is also responsible for all other site servicing costs (i.e.
telecommunications, hydro, etc.) as well as the associated Property Taxes and a one-
time Airport Infrastructure Fee.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☒ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – Tillsonburg residents and businesses will be connected to each other, regional
networks, and the world through effective traditional and digital infrastructure.
Strategic Direction – Leverage the municipal airport more effectively to increase
access, visibility and business activity in Tillsonburg.
Priority Project – Immediate Term – Airport Master Plan and implementation
ATTACHMENTS:
Hangar G3-9 Tillsonburg Airport Hangar lease agreement with Breman Construction
Inc.
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Landlord’s Initials __________ Tenant’s Initials __________
TILLSONBURG AIRPORT HANGAR LEASE
This Lease is made this 8th day of August, 2022 (the “Effective Date”).
B E T W E E N
THE CORPORATION OF THE TOWN OF TILLSONBURG
(the “Landlord”)
- and –
Breman Construction Inc.
184623 Corwell Rd, Tillsonburg, ON, N4G 4G8
Attention: Henry Breman
(the “Tenant”)
WHEREAS the Landlord owns all and singular that certain parcel or tract of land and premises situated,
lying and being in the Township of South West Oxford in the County of Oxford, being compromised of:
PT LT 3-4 CON 7 DEREHAM; LT 5-6 CON 7 DEREHAM; PT LT 7 CON 7 DEREHAM PT 1, 2, 3, 4 & 5,
41R2877, PT 2 & 3, 41R2714, PT 1, 2 & 3, 41R4343, PT 1, 2, 3 & 4, 41R4545; S/T 406551; SOUTH-WEST
OXFORD;
PIN: 00016-0089 (LT); LRO #41;
municipal address being 244411 Airport Road, Tillsonburg, ON N4G 4H1;
referred to herein as the “Property”, the “Airport” or the “Tillsonburg Airport” upon which is located the
Tillsonburg Airport which is owned and operated by the Landlord.
In consideration of the covenants, agreements, warranties and payments herein set forth and provided for,
the sum of two dollars ($2.00) paid by each party to the other and other good and valuable consideration,
the receipt and sufficiency of which is hereby acknowledged, the Parties hereto respectively covenant and
agree as follows:
1. LEASED PREMISES
(1) The Leased Premises shall consist of a portion of the Tillsonburg Airport identified as
Hangar G3-9 on the plan attached as Schedule “A”, being the area upon which the Tenant’s
airplane hangar shall be located plus one (1) meter of land extended beyond the exterior
perimeter of the Tenant’s airplane hangar building (the “Leased Premises”).
(2) Notwithstanding the above, the Landlord reserves the right to assign an alternate lot to the
Tenant on thirty (30) days’ written notice at any time prior to the commencement of
construction of the Tenant’s hangar.
(3) The Landlord covenants and agrees to the construction by the Tenant of an airplane
hangar on the Leased Premises being a Hangar, (the “Hangar”) subject to the provisions
of Schedule “B”. The Tenant shall complete the construction of the Hangar at its sole cost
and expense.
(4) The Landlord covenants and agrees that the Hangar on the Leased Premises is not owned
by the Landlord but is owned by the Tenant.
2. GRANT OF LEASE
(1) The Landlord leases the Leased Premises to the Tenant:
(a) at the Rent set forth in Section 3;
(b) for the Term set forth in Section 4; and
(c) subject to the conditions and in accordance with the covenants, obligations and
agreements herein including schedules.
(2) The Landlord covenants that it has the right to grant the leasehold interest in the Leased
Premises free from encumbrances except as disclosed on title.
3. RENT
(1) Rent means the amounts payable by the Tenant to the Landlord pursuant to this Section
and includes Additional Rent.
(2) The Tenant covenants to pay to the Landlord, during the Term of this Lease rent as follows
(the “Base Rent”): for every year of the Term, the total sum of $1,116 per annum (based
upon $0.31 per square foot of Hangar building area – 2022 Rates) plus H.S.T., and any
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Landlord’s Initials __________ Tenant’s Initials __________
2
other applicable services tax which may accrue on account of the Landlord collecting rent,
payable yearly in advance. Base Rent shall commence on the first day of the Term. If the
first day of the Term is not January 1st then Base Rent for the first year of the term shall be
prorated until December 31 of the initial year. Base Rent shall then be due on 1st day of
the year commencing on January 1st, 2023 and every 1st day of January thereafter. The
Parties further agree that the Landlord may, in their sole and absolute discretion, increase
the Base Rent annually in accordance with the Town of Tillsonburg Rates and Fees Bylaw,
as amended. If the square footage of the Hangar on the Leased Premises expands then
the Base Rent shall accordingly increase in proportion to the additional square footage.
(3) The Tenant further covenants to pay all other sums required by this Lease to be paid by it
and agrees that all amounts payable by the Tenant to the Landlord or to any other party
pursuant to the provisions of this Lease shall be deemed to be additional rent (“Additional
Rent”) whether or not specifically designated as such in this Lease.
(4) The Landlord and the Tenant agree that it is their mutual intention that this Lease shall be
a completely carefree net lease for the Landlord and that the Landlord shall not, during the
Term of this Lease, be required to make any payments in respect the Leased Premises
other than charges of a kind personal to the Landlord (such as income and estate taxes
and mortgage payments) and to effect the said intention of the parties the Tenant promises:
(a) to pay as Additional Rent: business taxes, real estate taxes and licenses if
applicable;
(b) to pay all annual fees in accordance with the Town of Tillsonburg Rates and Fees
Bylaw, as amended, as Additional Rent for such expenses incurred by the
Landlord for the maintenance and servicing of the Airport; and,
(c) to pay the Landlord a one-time capital recovery charge, based on actuals, for the
Landlord to construct the associated hangar apron, if applicable; and,
(d) to pay for or provide servicing and maintaining the Leased Premises and the
Hangar and shall include the following:
(i) all utilities and services including, but not limited to, electricity, water,
sewage, natural gas and propane. The Tenant acknowledges that
connection fees for utilities and services are entirely at the Tenant’s cost.
Further, the Tenant acknowledges that nothing in this Lease, including in
this article, is a warranty, covenant or representation by the Landlord to
provide connections, utilities or services to the Leased Premises or that
the services or utilities can be extended to the Leased Premises;
(ii) snow removal and landscaping on the Leased Premises including cutting
the grass and weed control of the Leased Premises including the one (1)
meter area around the perimeter of the Hangar;
(iii) all repair, service and maintenance to the Hangar including reasonable
wear and tear; and,
(iv) to pay airport infrastructure fees in accordance with the Town of
Tillsonburg Rates and Fees Bylaw, as amended.
(5) The Tenant hereby agrees to indemnify and protect the Landlord from any liability accruing
to the Landlord in respect of the expenses payable by the Tenant as provided for herein.
(i) The Tenant on behalf of itself/himself/herself/themselves, its/his/her/their
heirs, executors, administrators and assigns, including its/his/her/their
successors in title, hereby covenants and agrees to indemnify and save
harmless the Landlord from all actions, cause of actions, suits, claims,
demands, damages, losses, costs, charges and expenses of every nature and
kind whatsoever by whomsoever make brought or prosecuted, including legal
fees, which the Landlord may incur or have to pay, which may arise either
directly or indirectly by reason of any activity, actions, performance,
negligence or non-performance of the Tenant, its employees, servants,
agents, contractors, subcontractors, architect, landscape architect, engineer,
surveyor, planner, consultant, project manager or any other person the Tenant
is responsible for at law during the duration of this Agreement; in executing
the Works under this Agreement; by reason of installation of any Works
required under this Agreement; by the failure of the Tenant to complete the
installation of the Works required under this Agreement; because of or on
account of the ownership, construction, use existence, or maintenance of the
property described in the Agreement; by the exercise of the Tenant’s powers
under this Agreement; the construction, maintenance or the improper or
inadequate construction, installation and/or maintenance of the Works; any
act or omission of said parties while undertaking the Works; or by reason of
the neglect of the Tenant or its employees, servants, agents, contractors,
subcontractors or others for whom the Tenant is responsible at law.
(ii) Without limiting the generality of the foregoing, the Tenant agrees to indemnify
and save harmless the Landlord for any issues related to the alteration of any
grade or existing level construction, the maintenance or repair of any taxiway
within the Airport, or by reason of the failure, neglect or omission of the Tenant
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Landlord’s Initials __________ Tenant’s Initials __________
3
to do anything agreed to be done pursuant to this Agreement or by reason of
any act or omission of the Tenant, including failure of the Tenant to comply
with the Construction Act.
(6) Additional Rent shall be payable yearly in advance on the same dates stipulated for
payment of Base Rent in Section 3 (2).
(7) All payments to be made by the Tenant pursuant to this Lease are to be in Canadian funds
by bank draft, money order or cheque payable to the Landlord and shall be delivered to
the Landlord at the Landlord’s address for service set out in Section 17 or to such other
place as the Landlord may from time to time direct in writing.
(8) All Rent in arrears and all sums paid by the Landlord for expenses incurred which should
have been paid by the Tenant shall bear interest from the date payment was due, or made,
or expense incurred at a rate per annum equal to the prime commercial lending rate of the
Landlord’s bank plus two (2) per cent.
(9) The Tenant acknowledges and agrees that the payments of Rent and Additional Rent
provided for in this Lease shall be made without any deduction for any reason whatsoever
unless expressly allowed by the terms of this Lease or agreed to by the Landlord in writing
and no partial payment by the Tenant which is accepted by the Landlord shall be
considered as other than a partial payment on account of Rent owing and shall not
prejudice the Landlord’s right to recover any Rent owing.
4. TERMS AND POSSESSION
(1) The Tenant shall have possession of the Leased Premises for a period of twenty years,
eight months (the “Term”), commencing on the August 8, 2022 and ending on the 1st day
of January, 2042.
(2) The Tenant shall pay any and all connection costs for hydro, gas, water, heating, air-
conditioning and for all other services and utilities as may be provided to the Leased
Premises. The Tenant shall arrange with the local authority for connection of gas,
electricity and water in the name of the Tenant. Nothing in this paragraph or lease is a
warranty or representation by the Landlord that any utilities or services are extended to the
Leased Premises or can be extended to the Leased Premises.
(3) Subject to the Landlord’s rights under this Lease, and as long as the Tenant is in good
standing, the Landlord covenants that the Tenant shall have quiet enjoyment of the Leased
Premises during the Term of this Lease without any interruption or disturbance from the
Landlord or any other person or persons lawfully claiming through the Landlord.
5. ABATEMENT OF RENT DURING CONSTRUCTION
(1) So long as the Lease has been fully executed, the Tenant has provided the Landlord with
proof of the Tenants insurance, and the Tenant has paid the first and last month’s Rent to
be held as a deposit, the Landlord shall provide the Tenant with possession of the Leased
Premises for a period of up to six (6) months commencing on the Effective Date for the
purposes of constructing the Hangar on the Leased Premises. All terms of the Lease shall
be applicable from the Effective Date save and except for the payment of Rent, Base Rent
and Additional Rent which shall be payable as of the first day of the month of occupancy
of the Hangar or the expiry of the six (6) month construction period whichever occurs first.
(2) In the event the Tenant has not completed construction of the Hangar within the six (6)
month construction period, the Landlord, in its sole and absolute discretion, may extend
the construction period upon written request of the Tenant or terminate this Lease of which
then the Tenant’s deposit provided in Section 5 (1) would be forfeited.
6. ASSIGNMENT
(1) The Tenant shall not assign this Lease or sublet the whole or any part of the Leased
Premises unless they first obtain the consent of the Landlord in writing, which consent shall
not unreasonably be withheld and provided the sub-Tenant and/or assignee signs a written
acknowledgement that he/she will be bound by the terms, conditions and rules as provided
for in this Lease. The Tenant hereby waives its right to the benefit of any present or future
Act of the Legislature of Ontario which would permit the Tenant to assign this Lease or
sublet the Leased Premises without the Landlord’s consent.
(2) The consent of the Landlord to any assignment or subletting shall not operate as a waiver
of the necessity for consent to any subsequent assignment or subletting.
(3) Any consent given by the Landlord to any assignment or other disposition of the Tenant’s
interest in this Lease or in the Leased Premises shall not relieve the Tenant from its
obligations under this lease, including the obligation to pay Rent, Base Rent and Additional
Rent as provided for herein.
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4
(4) If all or more than 50% of the shares in the Tenant should be sold, assigned or transferred
in any manner to a person other than the Tenant, then such transferee shall be bound by
the terms and conditions of this Lease.
7. USE
(1) During the Term of this Lease the Leased Premises shall not be used for any purpose other
than as an aircraft hangar for the storage, repair and operation of airplanes, without the
express consent of the Landlord given in writing. The Tenant shall not construct a new
hangar or any other building on the Leased Premises except in accordance to the terms of
this Lease.
(2) The Tenant shall not do or permit to be done at the Leased Premises anything which may:
(a) contravene any Airport use, standards, or tenant policy as established by the
Landlord from time to time;
(b) cause damage to the Leased Premises;
(c) cause injury or annoyance to occupants of neighbouring premises;
(d) make void or voidable any insurance upon the Leased Premises;
(e) constitute a breach of any by-law, status, order or regulation of any municipal,
provincial or other competent authority relating to the Tillsonburg Airport, the
Leased Premises including any septic bed or other property, equipment or
appurtenances; and,
(f) create an environmental hazard. The Tenant shall not store, allowed to be stored
or do anything that creates hazardous waste or toxic material as defined by the
Environmental Protection Act or any related or successor legislation. If an order is
made by any level of government, including all agencies, crown corporations,
municipal bodies, or a court is made as a result of the Tenant’s, or its servants,
directors, employees, invitees, customers or agents, actions or inaction under this
Article or Article 7(2)(e) above or as a result of the septic bed system used by the
Tenant then the Tenant shall satisfy the terms of such order including, but not
limited to, paying all costs of the work required and shall indemnify and save the
Landlord harmless from any costs, including legal costs, if the Landlord suffers any
damages or pays any costs associated with such order.
(3) The Tenant shall:
(a) not interfere in the use of the Airport or any other use of the Property. The Tenant
acknowledges that there are other uses of the Property and it shall not interfere in
any other use of the Property. The Tenant further acknowledges that there are
other Tenants and users of the Airport and it shall not unreasonably interfere in the
use or operation of the Airport in any manner nor shall it do, or allow to be done by
any of its invitees, customers, employees or agents, anything that would cause or
constitute a nuisance, safety violation or hazard to any other Tenant or any user
of the Airport who are acting reasonably;
(b) comply with all federal and provincial transportation guidelines, regulations, rules,
by-laws, statutes, directives and any other such matter that governs the flight, use
or operation of aircraft;
(c) not block or obstruct the taxiways or runway and permit the ingress and egress to
adjacent hangars, aprons and parking areas;
(d) not conduct any major repairs to any motor vehicle of any kind other than an aircraft
or any vehicle or machinery ancillary to or connected with aircraft;
(e) not perform aircraft repair or maintenance outside of the Leased Premises;
(f) not start any aircraft in the Hangar;
(g) not store any items on the Leased Premises, surrounding Property or in the Hangar
other than aircraft and related aircraft items except as specifically permitted in this
agreement;
(h) not store any flammable products inside the Hangar or on the Leased Premises
with the exception of fuel or necessary aircraft related products;
(i) notify the Landlord of any public activities and/or events no less than thirty (30)
days before such activity and/or event with approval by the Landlord, in its sole
and absolute discretion and such approval not to be unreasonably withheld;
(j) comply with all rules and regulations of the Airport and ensure the compliance of
all the Tenant’s contractors, employees, agents, customers and invitees; and,
(k) provide proof of documentation showing current and proper insurance coverage of
any aircraft stored inside the Hangar.
(4) The Tenant covenants and agrees that the Landlord may require the adjustment in the
Airport leases and as such may demand the Tenant move the Hangar and the location of
the Leased Premises. The Landlord shall compensate the Tenant for any expenses in
moving the Hangar as agreed between the Parties.
(5) The Tenant shall be permitted to construct and maintain one (1) aircraft hangar (the
“Works”) on the Leased Premises as follows:
(a) the dimensions of the Hangar shall be 60 feet by 60 feet for a total floor area of
3600 square feet;
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5
(b) the style of the Hangar shall be either a pole barn style building or a metal frame
building;
(c) the siding, siding colour, roof colour, hanger number, and height of the building will
be maintained in accordance with current Airport standards as approved by the
Landlord;
(d) the hangar apron shall be constructed of a hard surface (i.e. asphalt or concrete)
with a minimum 300mm (12”) structural sub-base to the satisfaction of the
Landlord;
(e) any construction or renovation shall comply with the construction requirements of
the Landlord in its sole and absolute discretion including the construction
requirements detailed in Schedule “B” to this Lease and all applicable building code
standards and by-laws of the municipality in which the Leased Premises are
located and any federal or provincial statutes, rules or regulations;
(f) prior to the commencement of construction, the Tenant shall submit, at its sole
cost, a site plan and drainage/grading plan which shall include, but not limited to,
the information required in this Article 7(5) of this Lease and the proposed floor
elevation, which all shall be subject to the approval of the Landlord;
(g) the Tenant agrees to maintain the lot grading during and after construction and
erection of the Hangar and shall comply with the lot grading and drainage
requirements of the Landlord at the sole cost of the Tenant;
(h) obtain all necessary permits, as applicable, at the expense of the Tenant; and,
(i) the Tenant shall be responsible for and pay the cost of all repair, renovation, and
maintenance and nothing in this Lease shall render the Landlord responsible for
any such costs.
(6) The Landlord acknowledges that it has granted access to the Tenant for the Tenant to
maneuver its aircraft from the Hangar to the adjacent taxiway and runway of the Airport.
Further, the Landlord hereby grants to the Tenant, its successors and assigns, free and
uninterrupted access in, over, upon, across or through the Hangar apron area, defined as
13 meters wide and 14 meters (Approximate) from the front of the Hangar to the adjacent
taxiway. The Landlord grants to the Tenant the right to enter upon the Hangar apron area
at all times and to pass and re-pass thereon as may be required by the Tenant, and its
licensees, successors, assigns, servants, agents, employees and contractors including all
necessary vehicles, equipment and machinery, from time to time, for the purposes of
installing, maintaining, replacing, and reconstructing a suitable surface treatment to the
Hangar apron as approved by the Landlord in its sole and absolute discretion. Any cost of
installing, removing, maintaining, replacing and/or reconstructing the Hangar apron shall
be at the sole expense of the Tenant without contribution of the Landlord. The Tenant
covenants that it shall not conduct such work to the Hangar apron without first obtaining
the consent of the Landlord and such consent shall not be unreasonably withheld. The
Tenant hereby releases the Landlord from any and every claim which may or might arise
out of the proper exercise by the Tenant of any of the rights granted herein.
8. CONSTRUCTION IMPLEMENTATION SCHEDULE
(1) The Tenant hereby undertakes to complete the work herein in accordance with the
timeframes set out in the Schedule “C” (the “Construction Schedule”). The Tenant shall
submit a proposed construction schedule which shall be subject to amendments and
approval by the Landlord and attached hereto as Schedule “C”. A variance to the
timeframes will only be allowed if approved in writing by the Landlord. Failure to comply
may result in the Tenant being in default of this Agreement and the Landlord may seek
remedy pursuant to this Agreement.
(2) The Landlord approved work shall be carried out by the Tenant in a proper and professional
manner so as to do as little damage or disturbance as possible to the Airport lands or the
Airport’s infrastructure. The Tenant shall repair and make good all damage and disturbance
that may be caused to the Airport lands or the Airport’s infrastructure, to the satisfaction of
the Landlord, acting reasonably, at the sole expense of the Tenant.
(3) During construction, the works to be carried out by the Tenant, shall be maintained in all
respects in a state of good repair by the Tenant, including keeping the site in a sound, neat,
safe and clean condition to the satisfaction of the Landlord. If the site is not kept in a state
of good repair, upon seven (7) business days written notice to the Tenant (or such shorter
time as may be required in the case of an emergency or other urgent matters or as
otherwise provided herein), the Landlord shall have the right to do any work necessary to
fulfill this condition and all costs incurred by the Landlord shall be recovered from the
Tenant and may be recovered as Additional Rent.
9. REPAIR AND MAINTENANCE
(1) The Tenant covenants that during the term of this Lease and any renewal thereof, the
Tenant shall keep the Leased Premises and Hangar in good condition including all
alterations and additions made thereto, and shall, with or without notice, promptly make all
needed repairs and all necessary replacements as would a prudent owner. The Tenant
shall be responsible for all wear and tear to the Hangar and shall affect all repairs as
necessary. Save and accept the Landlord’s, or its agent’s, contractor’s and employee’s
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negligence or intentional actions, at no time is the Landlord responsible for any repairs or
damage to the Hangar or the Leased Premises.
(2) The Tenant shall permit the Landlord or a person authorized by the Landlord to enter the
Leased Premises including the Hangar to examine the condition thereof and view the state
of repair at reasonable times:
(a) and if upon such examination repairs are found to be necessary, written notice of
the repairs required shall be given to the Tenant by or on behalf of the Landlord
and the Tenant shall make the necessary repairs within the time specified in the
notice; and,
(b) if the Tenant refuses or neglects to keep the Leased Premises including the
Hangar in good repair the Landlord may, but shall not be obliged to, make any
necessary repairs, and shall be permitted to enter the Leased Premises and
Hangar, including by its servants or agents, for the purpose of effecting the repairs
without being liable to the Tenant for any loss, damage or inconvenience to the
Tenant in connection with the Landlord’s entry and repairs. If the Landlord makes
such repairs the Tenant shall pay the cost of them immediately as Additional Rent.
(3) Subject to any renewal, upon the expiry of the Term or other determination of this Lease
the Tenant agrees to surrender peaceably the Leased Premises to the Landlord in a state
of good repair and subject to the conditions contained in this Article 9(3). The Tenant may
remove the Hangar provided the Tenant places the Leased Premises back into a similar
condition as it was in prior to the construction of the Hangar even if the construction of the
Hangar predated this Lease. At any time during the Term, expiry of the Term, if an Act of
Default occurs or upon termination of this Lease if the Tenant is in arrears of any rent
whatsoever the Tenant agrees that the Landlord shall be permitted to register such lien on
the Hangar under the Personal Property Security Act and possession of the Hangar will
not be obtained by the Tenant until the lien is paid in full with all accrued interest and legal
fees.
(4) The Tenant shall immediately give written notice to the Landlord of any substantial damage
that occurs to the Leased Premises including the Hangar from any cause.
(5) The Tenant hereby agrees that at no time is the Landlord responsible for any damage,
including damage to property or personal injury, as a result of the Tenant’s use of the
Leased Premises, Airport or Property and the Tenant hereby waives any cause of action
in law, equity or by statute as against the Landlord for any loss. The Tenant acknowledges
that it shall not institute any claim or make any demand against the Landlord, or anyone
that may claim indemnity from the Landlord, for any personal injury or damage to property,
including aircraft, as a result of the Tenant’s use (including storage) of the Hangar, Airport
or Property. The Tenant acknowledges that the use of the Airport, Hangar or Property is
at its own risk.
(6) The Tenant hereby forever releases the Landlord from any and all claims in law, equity or
by statute as a result of any intentional or negligent acts of any other Tenant and/or user
of the Property and/or Airport, or their agents, contractors, invitees, customers or
employees that may cause death, personal injury or property loss to the Tenant or its
agents, customers, employees, contractors or invitees.
10. ALTERATIONS AND ADDITIONS
(1) If the Tenant, during the Term of this Lease or any renewal of the Lease, desires to make
any alterations or additions to the Leased Premises, including but not limited to; erecting
partitions, attaching equipment, and installing necessary furnishings or additional
equipment of the Tenant’s business but not including erecting a new hangar or any other
accessory building, the Tenant may do so at his own expense provided that any and all
alterations or additions to the Leased Premises made by the Tenant must comply with any
requirement of the Landlord including Schedule “B” and all applicable building code
standards and by-laws of the municipality in which the Leased Premises are located and
any federal or provincial statutes, rules or regulations.
(2) The Tenant shall pay Rent at the rate prescribed in paragraph 3 above based upon the
area of the Hangar subsequent to any addition or alteration.
(3) The Tenant shall be responsible for and pay the cost of any alterations, additions,
installations or improvements that any governing authority, municipal, provincial or
otherwise, may require to be made in, on or to the Leased Premises.
(4) No sign, advertisement or notice shall be inscribed, painted or affixed by the Tenant, or
any other person on the Tenant’s behalf, on any part of the outside of the Hangar unless it
is located along the facade of the Hangar’s front and provided it complies with the
Landlord’s signage requirements and with all applicable laws, by-laws and regulations and
is in good workmanlike manner. No other sign, advertisement or notice shall be erected
unless it has been approved in every respect by the Landlord in writing.
(5) The Tenant agrees, at its own expense and by whatever means may be necessary,
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immediately to obtain the release or discharge of any encumbrance that may be registered
against the Landlord’s property in connection with any additions or alterations to the
Leased Premises made by the Tenant or in connection with any other activity of the Tenant.
(6) The Tenant shall, at his own expense, if requested by the Landlord, remove any or all
additions or improvements made by the Tenant to the Leased Premises during the Term
and shall repair all damage caused by the installation or the removal or both.
(7) The Tenant shall not bring onto the Leased Premises or any part of the Leased Premises
any machinery, equipment or any other thing that might in the opinion of the Landlord, by
reason of its hazardous nature, weight, size or use, damage the Leased Premises or the
Property. If the Leased Premises or Property are damaged the Tenant shall restore the
Leased Premises or Property immediately or pay to the Landlord the cost of restoring the
Leased Premises or Property.
11. INSURANCE
(1) The Tenant covenants to keep the Landlord indemnified and save harmless the Landlord
at all times against all claims, suits, procedures, actions and demands (including but not
limited to all legal costs) whatsoever and howsoever arising by any person, entity or
corporation whether in respect of damage, loss or death to person or property, arising out
of or occasioned by the maintenance, use or occupancy of the Leased Premises, Airport
and Property or the subletting or assignment of same or any part thereof. And the Tenant
further covenants to indemnify the Landlord with respect to any encumbrance on or
damage to the Leased Premises occasioned by or arising from the act, default, or
negligence of the Tenant, its officers, agents, servants, employees, contractors,
customers, invitees or licensees. The Tenant agrees that the foregoing indemnity shall
survive the termination of this Lease notwithstanding any provisions of the Lease to the
contrary.
(2) The Tenant shall carry insurance in its own name insuring against the risk of damage to
the Tenant’s property and the Hangar within the Leased Premises caused by fire or other
perils.
(3) The Tenant shall carry such general liability and property damage insurance including
personal injury and property damage coverage with at least two million ($2,000,000.00)
dollars in limits of each occurrence with respect to the Leased Premises and Tenant’s
occupation of the Leased Premises. Such insurance policy shall contain no airport site
exclusion.
(4) All insurance policies in this Section 11 including this Article shall name the Landlord,
where applicable, as an insured and loss payee and the policy shall include a cross-liability
endorsement. All policies shall be applicable as primary insurance, taking precedence
over any other insurance protection owned by the Landlord. The Tenant shall insure that
each insurance policy contains a waiver of subrogation rights which the insurer may have
against the Landlord and the persons for whom is legally responsible.
(5) Upon demand of the Landlord, the Tenant shall provide a copy of any and all policies of
insurance including renewals and terms of such policies to the Landlord. If any policy of
insurance is canceled the Tenant shall inform the Landlord without delay of such
cancellation and shall obtain a replacement policy without delay on the same terms as set
out in this Section 11. Under no circumstances shall delivery of and review by the Landlord
of any certificate set forth or any insurance policy or any other proof of existence of the
insurance coverage release the Tenant of its obligations to take out insurance in strict
compliance with the present provisions or constitute a waiver in favour of the Tenant of any
of the Landlord's rights.
12. ACTS OF DEFAULT AND LANDLORD’S REMEDIES
(1) An Act of Default has occurred when:
(a) the Tenant has failed to pay Rent for a period of 45 consecutive days from the date
that payment was required to be paid to the Landlord;
(b) the Tenant has breached its covenants or failed to perform any of its obligations
under this Lease for a period of 45 consecutive days and:
(i) the Landlord has given ten (10) days’ notice specifying the nature of the
default and the steps required to correct it; and,
(ii) the Tenant has failed to correct the default as required by the notice;
(c) the Tenant has:
(i) become bankrupt or insolvent or made an assignment for the benefit of
creditors;
(ii) had its property seized or attached in satisfaction of a judgment;
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(iii) had a receiver appointed;
(iv) committed any act or neglected to do anything with the result that a
Construction Lien or other encumbrance is registered against the
Landlord’s property; or,
(v) taken action with a view to dissolution or liquidation;
(d) any required insurance policy is cancelled or not renewed by reason of the use or
occupation of the Leased Premises, or by reason of non-payment of premiums;
(e) the Leased Premises:
(i) has become vacant or remain unoccupied for a period of 180 consecutive
days. For the purposes of this section the Parties agree that the terms
“vacant and “unoccupied” shall mean no use or utilization of the Hangar
and/or no storage of necessary tools, implements or equipment in the
Hangar; or,
(ii) is used by any other person or persons, or for any other purpose than as
provided for in this Lease without the written consent of the Landlord;
(f) failure to install or remedy faulty work,
if, in the opinion of the Landlord the Tenant:
i. is not proceeding or causing to be proceeded the works required in
connection with this Agreement within thirty (30) days’ of notice given; or
ii. is improperly performing the works; or
iii. has neglected or abandoned before the completion, or unreasonably
delayed the same, so that conditions of this Agreement are being violated or
carelessly executed or being carried out in bad faith; or
iv. has neglected or refused to renew or again perform such work as may be
rejected by the Landlord as defective or unsuitable; or
v. has defaulted performance of the terms and conditions of this agreement;
then, in any such instance, the Landlord shall promptly notify the Tenant, in writing, of such
default or neglect and if such notification be without effect within ten (10) business days
after such notice, the Landlord shall thereupon have full authority and power to purchase
materials and employ workers and machines for the proper completion of the works at the
cost and expense of the Tenant. The cost of such work shall be calculated by the Landlord
whose decision shall be final and be paid to the Landlord by the Tenant on
demand. Should payment not be received following the issuance of an invoice from the
Landlord, the Landlord shall collect same as Additional Rent in addition to any other
remedy available to the Landlord.
It is further understood and agreed between the parties hereto that such entry upon the
Premise shall be as an agent for the Tenant and shall not be deemed, for any purposes
whatsoever, as an acceptance of the works by the Landlord.
(2) When an Act of Default on the part of the Tenant has occurred:
(a) the current year’s Rent together with the next years’ Rent shall become due and
payable immediately; and,
(b) the Landlord shall have the right to terminate this Lease and to re-enter the Leased
Premises and deal with them as it may choose.
(3) If, because an Act of Default has occurred, the Landlord exercises its right to terminate this
Lease and re-enter the Leased Premises prior to the end of the Term, the Tenant shall
nevertheless be liable for payment of Rent and all other amounts payable by the Tenant
in accordance with the provisions of the Lease until the Landlord has re-let the Leased
Premises or otherwise dealt with the Leased Premises in such manner that the cessation
of payments by the Tenant will not result in loss to the Landlord and the Tenant agrees to
be liable to the Landlord, until the end of the Term of this Lease for payment of any
difference between the amount of Rent hereby agreed to be paid for the Term hereby
granted and the Rent any new Tenant pays to the Landlord.
(4) If when an Act of Default has occurred, the Landlord chooses not to terminate the Lease
and re-enter the Leased Premises, the Landlord shall have the right to take any and all
necessary steps to rectify any or all Acts of Default of the Tenant and to charge the costs
of such rectification to the Tenant and to recover the costs as Rent.
(5) If, when an Act of Default has occurred, the Landlord chooses to waive its right to exercise
the remedies available to it under this Lease or at law the waiver shall not constitute
condonation of the Act of Default, nor shall the waiver be pleaded as an estoppel against
the Landlord to prevent his exercising his remedies with respect to a subsequent Act of
Default. No covenant, term, or condition of this Lease shall be deemed to have been
waived by the Landlord unless the waiver is in writing and signed by the Landlord.
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13. TERMINATION UPON NOTICE AND AT END OF TERM
(1) If the Leased Premises and/or Property are subject to an Agreement of Purchase and Sale:
(a) The Landlord shall have the right to terminate this Lease, notwithstanding that the
Term has not expired, by giving ninety (90) days’ notice (the “Notice”) in writing to
the Tenant and, at the Tenant’s option, the Landlord shall pay to the Tenant the
fair market value for the Hangar or the Tenant agrees to remove the Hangar and
comply with Articles 9(3) and 10(5) of this Lease. Upon expiry of the Notice the
Tenant shall provide vacant possession of the Leased Premises provided the
Landlord pays to the Tenant a bonus of $500.00. For the purposes of this Article
and Articles 13(3) and 13(4) fair market value shall be determined as of the date
of the issuing of the Notice.
(2) If the Tenant remains in possession of the Leased Premises after termination of this Lease
as aforesaid and if the Landlord then accepts Rent for the Leased Premises from the
Tenant, it is agreed that such overholding by the Tenant and acceptance of Rent by the
Landlord shall create a monthly tenancy only but the tenancy shall remain subject to all the
terms and conditions of this Lease except those regarding the Term. The Parties agree
that if the Term is not renewed then upon expiry of the Term or if the Tenant is an
overholding tenant then either Party may terminate the lease upon sixty (60) days written
notice to the other party and the Tenant shall comply with Articles 9(3) and 10(5) of this
Lease.
(3) Other than a termination of this Lease in accordance with Article 13(1) of this Lease, the
Landlord shall, at any time and notwithstanding that the Term has not expired, have the
unqualified right to terminate this Lease upon one year’s prior written notification (the
“Notice”) if the Leased Premises are required for any reason or purpose of the Landlord in
which event the Landlord shall pay to the Tenant the fair market value for the Hangar, if
erected by the Tenant, unless the Tenant agrees to remove the Hangar and comply with
Articles 6(3) and 7(5) of this Lease, and the Tenant shall provide such vacant possession
upon the expiry of the Notice provided the Landlord pays to the Tenant a bonus of $500.00.
(4) The Parties agree that it is their mutual intention that at the end of the Term of this Lease
the lease shall be renewed upon such conditions and terms as agreed between the Parties.
The Parties further agree that although it is their mutual intention to renew the lease
nevertheless either party may decide not to renew the lease for any reason. The Parties
acknowledge that upon such renewal all terms and conditions shall be negotiated between
the Parties. If the Parties do not renew this Lease then the Parties agree that the Landlord
shall be granted the Right of First Refusal to purchase the Hangar (the “Option”). The
Tenant covenants that it will not sell the Hangar, or any part thereof, to any person, firm or
corporation, without first providing the Landlord to exercise its Option as set out in the terms
of this paragraph. Upon the Tenant receiving a bona fide offer in writing (the “Third Party
Offer”) the Tenant shall deliver to the Airport Office, 244411 Airport Road, Township of
South-West Oxford, Ontario, a copy of the Third Party Offer and the Landlord shall have
twenty business days (the “Notice Period”) from the date of receipt of the Third Party Offer
to exercise the Option to match the Third Party Offer. If the Landlord exercises its option
in the Notice Period then it must inform the Tenant at the Property in writing that it will
purchase the Tenant’s interest in the Hangar on the same terms and conditions, or more
favourable terms to the Tenant at the Landlord’s discretion, as contained in the Third Party
Offer (the “Landlord’s Offer”). If the Landlord exercises its Option in the Notice Period then
the Tenant must sell the Hangar to the Landlord upon the terms and conditions as
contained in the Landlord’s Offer. If the Landlord does not exercise its option in the Notice
Period then the Tenant shall be at liberty to accept the Third Party Offer provided that there
are no modifications to the Third Party Offer. If any modifications are made to the Third
Party Offer then the Landlord shall be permitted to exercise its option pursuant to the terms
of this paragraph. For the purpose of this paragraph, if the Tenant is a corporation, the
word “sell”, in addition to its ordinary meaning, shall be deemed to mean and include a sale
or disposition of the corporate shareholding of the Tenant by the person or persons who,
at the date of the commencement of the lease holds or hold a majority of the corporate
shares. Subject to the conditions contained in Article 4 of this Agreement, the Parties agree
that prior to the expiry of this Lease if the Tenant seeks to assign this Lease to a third party
then the Landlord will agree to examine a proposal to extend the term of this Lease
however nothing in this paragraph shall require the Landlord to accept any amendment of
the term or new term.
14. ACKNOWLEDGMENT BY TENANT
(1) The Tenant agrees that it will at any time or times during the Term, upon being given at
least forty-eight (48) hours prior written notice, execute and deliver to the Landlord a
statement in writing certifying:
(a) that this Lease is unmodified and is in full force and effect (or if modified
stating the modifications and confirming that the Lease is in full force and
effect as modified);
(b) the amount of Rent being paid;
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(c) the dates to which Rent has been paid;
(d) other charges payable under this Lease which have been paid;
(e) particulars of any prepayment of Rent or security deposits; and,
(f) particulars of any sub tenancies.
15. SUBORDINATION AND POSTPONEMENT
(1) This Lease and all the rights of the Tenant under this Lease are subject and subordinate
to any and all charges against the land, buildings or improvements of which the Leased
Premises form part, whether the charge is in the nature of a mortgage, trust deed, lien or
any other form of charge arising from the financing or re-financing, including extensions or
renewals, of the Landlord’s interest in the Property.
(2) Upon the request of the Landlord the Tenant will execute any form required to subordinate
this Lease and the Tenant’s rights to any such charge, and will, if required, attorn to the
holder of the charge.
(3) No subordination by the Tenant shall have the effect of permitting the holder of any charge
to disturb the occupation and possession of the Leased Premises by the Tenant as long
as the Tenant performs his obligations under this Lease.
16. RULES AND REGULATIONS
The Tenant agrees on behalf of itself and all persons entering the Leased Premises with the
Tenant’s authority or permission to abide by such reasonable rules, standards and regulations of
the Airport and/or Property which shall form part of this Lease and as the Landlord may make
and/or amend from time to time.
17. NOTICE
(1) Any notice required or permitted to be given by one party to the other pursuant to the terms
of this Lease may be given
To the Landlord at:
Tillsonburg Regional Airport
Attn: Airport Administrator
244411 Airport Rd
South-West Oxford, ON, N4G 4H1
airportattendants@tillsonburg.ca
To the Tenant at the Leased Premises or at:
Henry Breman
184623 Corwell Rd, Tillsonburg, ON, N4G 4G8
Email: henry@bremans.ca
(2) The above addresses may be changed at any time by giving ten (10) days written notice.
(3) Any notice given by one party to the other in accordance with the provisions of this Lease
shall be deemed conclusively to have been received on the date delivered if the notice is
served personally or seventy-two (72) hours after mailing if the notice is mailed.
18. REGISTRATION
The Tenant shall not at any time register notice of or a copy of this Lease on title to the Property of
which the Leased Premises form part without consent of the Landlord.
19. INTERPRETATION
(1) The words importing the singular number only shall include the plural, and vice versa, and
words importing the masculine, feminine or neutral gender shall include the other genders,
and words importing persons shall include firms and corporations and vice versa.
(2) Unless the context otherwise requires, the word “Landlord” and the word “Tenant” wherever
used herein shall be construed to include the executors, administrators, successors and
assigns of the Landlord and Tenant, respectively.
(3) When there are two or more Tenants bound by the same covenants herein contained, their
obligations shall be joint and several.
20. MISCELLANEOUS
(1) Unless otherwise stipulated, parking, if applicable, in the common parking area shall be in
common and unreserved.
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(2) If a dispute should arise between the Parties in the interpretation of this Agreement then
both parties agree that such dispute shall be referred to binding arbitration and be bound
by the result of such arbitration. The terms, form and procedure of the arbitration shall be
in accordance with the Arbitration Act or any successor legislation. The parties further
agree that the arbitrator shall be jointly chosen and the arbitrator shall have the ability to
award costs of the arbitration. This clause shall not apply if the Tenant is in default under
the terms of the Lease which include but are not limited to:
(a) its obligations to pay Rent, Base Rent and/or Additional Rent;
(b) non-repair or maintenance of the Leased Premises;
(c) subleased the Leased Premises without the authorization of the Landlord,
acting reasonably;
(d) changed its use of the Leased Premises; or,
(e) used the Leased Premises in any manner contrary to Article 7.
(3) In the event that any clause herein should be unenforceable or be declared invalid for any
reason whatsoever, such enforce ability or invalidity shall not affect the enforce ability or
validity of the remaining portions of the covenants and such unenforceable or invalid
portions shall be severable from the remainder of this Lease.
(4) This Lease shall be construed and enforced in accordance with the laws of the Province of
Ontario. Any proceeding shall be brought at the City of Woodstock in the County of Oxford,
Ontario.
(5) The Tenant hereby agrees that it has had an opportunity to review the terms of this Lease
and seek independent legal advice.
(6) Should any provision of this Lease require judicial interpretation or arbitration, it is agreed
that the court or arbitrator interpreting or construing the same shall not apply a presumption
that the terms thereof shall be more strictly construed against one party by reason of the
rule of construction that a document is to be construed more strictly against the party who
itself or through its agent prepared the same, it be agreed that both parties have
participated in the preparation hereof.
(7) This Lease and it’s schedules constitutes the entire agreement between the Parties hereto
pertaining to the subject matter hereof and supersedes all prior and contemporaneous
agreements, understandings, negotiations and discussions, whether oral or written, of the
parties and there are no warranties, representations or other agreements between the
Parties in connection with the subject matter hereof, except as specifically set forth herein.
No supplement, modification, waiver or termination of this Lease shall be binding unless
executed in writing by the Parties.
(8) The Tenant agrees that it has not relied upon any representation, promise or warranty of
the Landlord with respect to the condition of the Leased Premises, Hangar or any
representation or promise of the Landlord to repair, renovate or otherwise alter the Leased
Premises in any manner prior to or after commencement of the Term. The Parties agree
that the Leased Premises are being offered to the Tenant in an “as is” condition. The
Tenant shall not call on or demand the Landlord to perform any repairs or renovations prior
to or after it obtains possession. The Tenant acknowledges that it has performed its own
due diligence in establishing the state of repair of the Leased Premises including the
Hangar.
In Witness of the foregoing covenants the Landlord and the Tenant have executed this Lease.
__________________________________
Landlord
Stephen Molnar, Mayor
The Corporation of the Town of Tillsonburg
__________________________________
Landlord
Michelle Smibert, Clerk
The Corporation of the Town of Tillsonburg
We have authority to bind the Corporation.
________________________________ __________________________________
Witness Tenant
Breman Construction Inc – Attn: Henry Breman
I have authority to bind the corporation.
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12
Schedule “A”
THE “LEASED PREMISES” HANGAR G3-9
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13
SCHEDULE “B”
CONSTRUCTION REQUIREMENTS
The Tenant shall construct an airplane hangar building with approximate dimensions of 60 feet wide by
60 feet deep compromising a floor area of 3600 square feet.
1. The Tenant covenants and agrees, notwithstanding any other statute, regulation or
provision regarding the federal government’s authority to regulate the aeronautics
industry, to:
(a) obtain from the Landlord an Airport Development Permit prior to construction;
(b) to pay to the Landlord a flat fee of $610 to administer the Airport Development
Permit;
(c) to construct the airplane hangar, and any other building that may be permitted, to
the standard of the Ontario Building Code, O. Reg. 332/12 as amended or
replaced from time to time (the “OBC”) and to the satisfaction of the Landlord in
its sole and absolute discretion, and;
(d) to ensure all persons retained by the Tenant have appropriate health and safety
policies, insurance and WSIB coverage.
2. The Tenant shall provide to the Landlord the following in order to obtain an Airport
Development Permit and approval for use of the Leased Premises and hangar thereon:
(a) prior to construction, submission of:
1. all applicable fees;
2. 2 copies of a site plan showing the proposed location of the hangar,
dimensions to the adjacent buildings and dimensions of the hangar
apron (entrance);
3. 2 copies of construction drawings (foundation plan, floor plan (including
finish floor elevation), building elevations, diaphragm/truss bracing,
anchorage, construction details/finishes, etc.) stamped by a professional
engineer;
4. 2 copies of the truss drawings stamped by a professional engineer; and
5. Commitment to General Reviews form completed by both the building
owner and professional engineer;
(b) prior to occupancy and acceptance:
1. inspection of the construction and acceptance of same by the Landlord in
in respect of compliance with the OBC, the terms of this Airport Lease
and all policies and rules regulating the Tillsonburg Airport; and
2. submission of all site reports (footing inspection, framing inspection,
occupancy inspection) and an occupancy report from the professional
engineer; and,
(c) final approval:
1. provide a final report (verifying outstanding items not completed at
occupancy have been completed/corrected) from the professional
engineer if applicable.
3. The parties covenant and agree that the Tenant is not required to obtain a building permit
from the Township of Southwest Oxford for construction of buildings on the Tillsonburg
Airport.
4. The Tenant covenants and agrees that failure to comply with the provisions of this
schedule shall be an event of default of this Lease and in the absence of remedying such
default, shall permit the Landlord to terminate this Lease and seek any and all other
recourse against the tenant in such instance.
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14
SCHEDULE “C”
CONSTRUCTION SCHEDULE
Provided by the Tenant prior to execution of the lease agreement and approved by the
Landlord.
Preliminary Construction Schedule: Start of Construction August 2022
End of Construction February 2023
Note: Tenant has expressed that a detailed construction schedule will be provided once
contractor and Tenant have finalized.
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Page 1 of 3
Subject: RFP 2022-011 Supply & Delivery of a Four Wheel Drive Articulating Loader
Results
Report Number: OPD 22-35
Department: Operations and Development Department
Submitted by: Richard Sparham, Manager of Public Works
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Council awards RFP 2022-011 Supply and Delivery of a Four Wheel Drive
Articulating Loader to Brandt Tractor Ltd. of London, Ontario at a cost of $342,422.40 (net
HST included);
AND THAT Council authorizes funding the over budget amount of $92,422.40 from the
Fleet & Equipment Reserve.
BACKGROUND
The approved 2022 budget highlighted the need for a new Four Wheel Drive Articulating
2.5 Cubic Yard Loader. In accordance with the Purchasing Policy a Request for Proposal
(RFP) that also incorporated performance based specifications was issued for the supply
and delivery of the new four-wheel drive articulating loader which includes a 3.0 cubic
yard general purpose bucket.
DISCUSSION
The RFP was released on May 18th 2022 and closed on June 1st, 2022. The RFP was
advertised on the Tillsonburg website and on the Bids and Tenders website. Town staff
received three (3) proposals from Brandt Tractor Ltd., Toromont Cat Ltd. and from
Equipment Sales & Service Limited.
Town staff reviewed the bids submitted and deemed the bid submitted by Brandt Tractor
Ltd. to be the only bid satisfying all specifications as set out in the bid requirements. The
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OPD 22-35 RFP 2022-011 Supply and Delivery of a Four Wheel Drive Articulating
Loader Results
Page 2 of 3
other bids received from Toromont Cat Ltd. and from Equipment Sales & Service Limited
were deemed non-compliant as their bids were unable to meet all required specifications
as set in the RFP.
The pricing is as follows:
Company Bid Price (net HST included)
Brandt Tractor Ltd. $342,422.40
The John Deere unit proposed by Brandt Tractor Ltd., being the sole bid meeting all
required specifications, and deemed fully satisfactory by the evaluating committee
comprised of the Manager of Public Works, Fleet mechanics as well as the Roads
Operations Supervisor, is being recommended for purchase. The delivery time is stated
to be within 120 days from receipt of order, which will allow this unit to be placed into
service before the 2022/2023 winter season. It is therefore staff’s recommendation to
award this RFP to Brandt Tractor Ltd. in the amount of $342,422.40 (net HST included).
CONSULTATION
Director of Operations and Development
FINANCIAL IMPACT/FUNDING SOURCE
The 2022 approved budget to replace Roads Unit #80 is $250,000 from the Fleet &
Equipment Reserve. The recommended proponent’s price of $342,422.40 (net HST
included) has exceeded the 2022 approved budget by $92,422.40 primarily due to the
unanticipated price increases realized since the 2022 budget was approved.
Therefore, staff is requesting that the additional $92,422.40 be also funded from the
Fleet & Equipment Reserve (remaining balance after funding: $284,028).
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☒ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
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OPD 22-35 RFP 2022-011 Supply and Delivery of a Four Wheel Drive Articulating
Loader Results
Page 3 of 3
ATTACHMENTS – N/A
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Page 1 of 4
Subject: Westwinds Subdivision Road Naming
Report Number: OPD 22-32
Department: Operations and Development Department
Submitted by: Geno Vanhaelewyn, Chief Building Official
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Council approves “Darrow Drive”, “Hill Street”, “Westwinds Gate”, and
“Thompson Court” as road names for the Westwinds subdivision.
BACKGROUND
Planning Services received a revised request from the developer of the Westwinds
subdivision for the approval of four new road names “Darrow Drive”, “Hill Street”,
“Westwinds Gate”, and “Thompson Court” to be used in the subdivision. This revised
request is a result the following Council resolution on June 16, 2022 regarding report
OPD 22-23 - Westwinds Subdivision Road Naming:
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the OPD 22-23 - Westwinds Subdivision Road Naming motion be
deferred.
Carried
Staff were directed to communicate with the developer to seek an alternative name(s)
due to similarities between "Westwinds Gate" and "Westwinds Court".
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OPD 22-32 – Westwinds Subdivision Road Naming
Page 2 of 4
DISCUSSION
The request for approval is required as a Draft Plan of Subdivision condition and
verification that the proposed names will meet the requirements of the Road Naming
Policy found in By-Law 3553.
The road naming policy identifies that the naming of roads and subdivisions for the
municipality should be determined in a manner that incorporates local history, culture
and environmental features. In this case, the developer is proposing to use local
history by incorporating names of one of the former Councilors of the West Ward, as
well as two Councilors from the first Town Council.
As a result of the June 16, 2022 council decision, the developer was consulted and
proposed to replace “Westwinds Court” with “Thompson Court”.
The following maps identify the subdivision location and proposed road naming
requests.
SUBDIVISION LOCATION MAP
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OPD 22-32 – Westwinds Subdivision Road Naming
Page 3 of 4
SUBDIVISION ROAD NAMING PLAN
CONSULTATION
Recreation, Culture and Parks Department’s Culture and Heritage Manager/Curator was
consulted and noted that the proposed road names of “Darrow Drive”, “Hill Street”, and
“Thompson Court” meet the section of the Town's policy for road naming and are
recognized for the heritage within the community.
Darrow Drive is being named in recognition of W.C. Darrow who was a member
of the first Town Council.
Hill Street is being named in recognition of Charles Hill who was one of the first
Councilors elected in the former West Ward, where the Westwinds subdivision is
located.
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OPD 22-32 – Westwinds Subdivision Road Naming
Page 4 of 4
Thompson Court is being named in recognition of John Thompson who was a
member of the first Town Council.
Westwinds Gate is derived from the name of the subdivision, which recognizes
the former West Ward where the subdivision is located.
Fire Services/9-1-1 were also circulated for emergency conflict assessment and
approval was granted with no conflicts.
FINANCIAL IMPACT/FUNDING SOURCE
Not applicable
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – N/A
Priority Project – N/A
ATTACHMENTS – N/A
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Page 1 of 4
Subject: Bridges Subdivision Road Naming
Report Number: OPD 22-38
Department: Operations and Development Department
Submitted by: Geno Vanhaelewyn, Chief Building Official
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
RECOMMENDATION
THAT Council approves “Fairway Drive”, “Bridges Way”, and “Eagles Court” as road
names for the Bridges subdivision.
BACKGROUND
Planning Services received a formal request from the developer of the Bridges
subdivision for the approval of three new road names “Fairway Drive”, “Bridges Way”,
and “Eagles Court” to be used in the subdivision.
DISCUSSION
The request for approval is required as a Draft Plan of Subdivision condition and
verification that the proposed names will meet the requirements of the Road Naming
Policy found in By-Law 3553.
The road naming policy identifies that the naming of roads and subdivisions for the
municipality can be determined by referencing a prominent geographic feature which
makes a site unique or identifiable. In this case, the developer is proposing to use a
prominent local feature by incorporating terms relating to golf and the golf course
itself.
Fairway Drive, Bridges Way, and Eagles Court are all being named in recognition of
The Bridges at Tillsonburg golf course.
The following maps identify the subdivision location and proposed road naming
requests.
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OPD 22-38 – Bridges Subdivision Road Naming
Page 2 of 4
SUBDIVISION LOCATION MAP
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OPD 22-38 – Bridges Subdivision Road Naming
Page 3 of 4
SUBDIVISION ROAD NAMING PLAN
CONSULTATION
Fire Services and 9-1-1 were circulated for emergency conflict assessment and
approval was granted with no conflicts.
Staff will communicate with the developer to advise of the road naming if approved.
FINANCIAL IMPACT/FUNDING SOURCE
Not applicable
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OPD 22-38 – Bridges Subdivision Road Naming
Page 4 of 4
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – N/A
Priority Project – N/A
ATTACHMENTS
– Developer Road Naming Request – Bridges Subdivision
Page 309 of 358
1
Geno Vanhaelewyn
From:Geno Vanhaelewyn
Sent:Wednesday, July 27, 2022 4:26 PM
To:Geno Vanhaelewyn
Subject:FW: Street Names for The Bridges Subdivision
Attachments:18093_Street Name Sketch-July-4-2022.pdf
From: Andrew Vranckx <avranckx@cjdleng.com>
To: Geno Vanhaelewyn <GVanhaelewyn@tillsonburg.ca>
Subject: Street Names for The Bridges Subdivision
CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or on clicking links
from unknown senders.
File No. 18093
Hi Geno,
The developers of “The Bridges Subdivision” located in Tillsonburg, have come up with the following street names for
your review and approval. I have also included the attached Key plan for further reference to the proposed street
locations.
Eagles Court
Bridges Way
Fairway Drive
As you have likely figured out, these names are all a nod to golfing terms and to The Bridges Golf course itself. Please let
us know if you have any comments, otherwise, we would ask that you proceed with the process for council’s approval of
these Street Names.
Please do not hesitate to contact this office if you have any questions.
Regards,
Andrew C. Vranckx
Senior Design Technologist
Cyril J. Demeyere Limited
Consulting Engineers
261 Broadway, P.O. Box 460
Tillsonburg, Ontario. N4G 4H8
Phone: 519-688-1000 / 866-302-9886
Cell: 519-983-5533 / Fax: 519-842-3235
E-mail: avranckx@cjdleng.com
Page 310 of 358
Page 1 of 2
Subject: OPP Station Generator Project
Report Number: RCP 22-13
Department: Recreation, Culture & Parks Department
Submitted by: Julie Columbus - Director
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
Recommendation:
THAT Council receives the presentation from the Province of Ontario (OPP) and the
companion Staff Report RCP 22-13 OPP Station Generator Project as information; and
THAT all work and related costs, including subsequent maintenance costs, be borne by
the Province with no implication to the lease between the Province and the Town; and
THAT Council approves the request from the Province of Ontario to proceed with the
replacement of the generator at 90 Concession Street East; and further
THAT the existing generator be redeployed to the Town Fleet Department for future
use.
Background:
When the Ontario Provincial Police took over policing services in the Town of
Tillsonburg, they occupied the existing Police Detachment that is owned by the Town.
This facility has generator backup to provide power during outages and, as was the
case for most facilities of this era, the current generator provides power only to the
essential building’s needs.
Recently, the OPP began updating generators at a number of detachments in Ontario,
and Tillsonburg was selected as one of the sites to be upgraded. In addition to
updating the 30-year-old equipment, the new generator will be sized to power the full
facility per OPP specification needs / standards.
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RCP 22-13
Page 2 of 2
Discussion:
Since this infrastructure is specific to current OPP standards, all work and costs
associated with both installation and ongoing maintenance will be covered by the
Province.
Recognizing that the new generator is a permanent installation, it will be deemed to
remain be a permanent part of the facility going forward. The old generator will be
removed and delivered to the Town’s Fleet department.
A few medium size non-native pine trees must be removed as part of this project; and
the province has committed to replacing these trees either on-site or nearby.
CONSULTATION
This report has been prepared with direction from the OPP Facilities Department, RCP
Facilities, RCP Director, RCP Forester, CBO, Building & Bylaw, Manager of Public
Works, Tillsonburg Fire Department.
FINANCIAL IMPACT/FUNDING SOURCE
None.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☒ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Even though this project is not linked to a Strategic Plan project, a significant update to
OPP Station infrastructure recognizes and supports the significant growth of the Town
of Tillsonburg by an investment from the Province, which will support Police and
Emergency Services operations.
ATTACHMENT
1. OPP Presentation / Delegation
Page 312 of 358
OPP DETACHMENTTOWN OF TILLSONBURG
GENERATOR REPLACEMENT
Page 313 of 358
EXISTING GENERATOR
Existing Generator is 55kW/69kVA diesel
generator serving the Existing Emergency Loads.
Existing Generator does not meet some TSSA
standards or CSA requirements and would
require upgrades.
Existing Generator is at end-of-life age 30 years,
but due to the generators condition could
operate trouble-free, for 5-10 years.
Existing Generator size does not meet OPP/IO
design standards of 100% building back up.
Page 314 of 358
NEW GENERATOR
New Generator will be 175kW Emergency Standby
Power System
100% Load Bank with Load Bank step controls for
Monthly and Yearly testing.
Exterior Power Connection for temporary generator
for Major maintenance to ensure 100% coverage.
New Dual bypass ATS, remote monitor, Exterior
Power Connection
OPP will Include this generator through SLC (Service
level Change) with CBRE for standard Yearly
generator maintenance. Present Contract Service
provider is GAL power for the Province of Ontario.
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NEW GENERATOR SITE PROPOSAL
Page 316 of 358
SCHEMATIC DRAWING
Page 317 of 358
TREE PLANTING PLAN –4 NEW TREES
Page 318 of 358
TREE PLANTING DETAIL
Page 319 of 358
Page 1 of 3
Subject: Fire and Life Safety Annual Inspections
Report Number: RCP 22-14
Department: Recreation, Culture & Parks Department
Submitted by: Julie Columbus - Director
Meeting Type: Council Meeting
Meeting Date: Monday, August 8, 2022
Recommendation:
THAT Council receives Staff Report RCP 22-14 Fire and Life Safety Annual
Inspections as information; and
THAT Council approves the award of services for Annual Fire and Life Safety
Inspections at Town facilities for 2022 ($9,180), 2023 ($9,428) and 2024 ($9,685) to
Taplay Fire Protection of Woodstock ON for a total amount of $28,893, excluding HST.
Background:
The inspection of Fire and Life Safety Systems is a regulated requirement for all Town
Facilities. These inspections include both passive and active emergency systems
including but not limited to fire alarm systems, sprinkler systems, emergency and exit
lighting, kitchen suppression systems, fire extinguishers, magnetic fire doors, and all
associated sensors and detectors.
Facilities that will be serviced by the supplier will include:
Tillsonburg Fire Station
OPP HQ
Elliot Fairbairn / OPP Training Centre
Customer Service Centre
Station Arts
Corporate Offices
Public Works
Lake Lisgar Waterpark
Tillsonburg Community Centre
Cemetery Office
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RCP 22-14
Page 2 of 3
Gibson House
Discussion:
Ensuring that these systems are reliable protects residents and staff alike; and the
primary focus of this RFP was to ensure that the multiple aspects encompassed by this
service would be considered.
Staff have previously been seeking annual quotation for these services. Moving
forward with a three-year service contract ensures efficient use of time to seek services
while ensuring multi-year consistency from a service provider. Having a three year
contract will also assist staff with a multi-year budget amount.
In total, six Proposals were received of which two were disqualified upon review by
RCP staff in consultation with TFD Chief Shane Caskanette.
Of the remaining four bids, results are as follows:
Troy Chubb Viking Taplay
2022 $9,725 $12,835 $6,887 $9,180
2023 $9,725 $13,072 $7,093 $9,428
2024 $9,725 $13,893 $7,306 $9,685
TOTAL: $29,175 $39,800 $21,286 $28,292
Proposal ranking and scoring: As part of this RFP process, proposals were scored by
staff based on price, qualifications, experience, service levels, regulations / codes, and
proposed work plan. Based on this review, Staff recommend that the work be awarded
to Taplay Fire Services of Woodstock Ontario.
As provided by the Bidder, current customers of Taplay include:
County of Oxford
City of Stratford Housing
City of Woodstock
E & E McLaughlin
Drewlo Holdings
Bluestone Properties
Township of East Zorra Tavistock
Community Living London
Deaf Blind Ontario
Six Nations of the Grand River Development Corporation
Woodstock and District Developmental Services
Steelcraft
HINO Motors
CONSULTATION
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RCP 22-14
Page 3 of 3
This report has been prepared with consultation with: RCP Manager of Parks and
Facilities, RCP Facilities Supervisor, RCP Chief Operator, Tillsonburg Fire Department.
FINANCIAL IMPACT/FUNDING SOURCE
Costs to pay for these services are currently funded within Operating Budget.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☐ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☒ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
ATTACHMENT
N/A
Page 322 of 358
Page 1 of 3
The Corporation of the Town of Tillsonburg
Recreation & Sports Advisory Committee
July 6, 2022
5:30 p.m.
Council Chambers
MINUTES
Present:
Christian Devlin, Taylor Campbell, Scott Gooding, Chris Parker, Carrie Lewis
Absent with Regrets:
Kim Sage, Susie Wray
Staff Present:
Andrea Greenway, Margaret Puhr
1. Call to Order
The meeting was called to order at 5:32 p.m.
2. Adoption of Agenda
Resolution #1
Moved by: Taylor Campbell
Seconded by: Carrie Lewis
THAT the Agenda as prepared for the Recreation & Sports Advisory Committee
meeting of July 6, 2022, be adopted as amended.
Carried
3. Minutes of the Previous Meeting
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
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Page 2 of 3
5. General Business and Reports
5.1. Presentation from Brittany Brooks – Brooks Academy of Dance, dance studio in
Tillsonburg. From perspective of 13 years in business, Brittany spoke about the
feeling that in the recent recreation survey some activities were forgotten such
as music and dance lessons in favour of hockey, swimming, soccer and senior
activities. There is a large demand for dance activities in town. There is a lack of
venue in town for dance and performing arts activities. The Auditorium is not
adequate and Brooks Academy has to go out of town to host dance
performances. Should the town invest in a performing arts venue, it would
receive support from local and out of town businesses, and would bring
opportunities and revenues to town. Brittany indicated that she understands that
this is not possible in short term, but the seed needs planting for consideration of
that kind of venue. Presentation to follow.
5.2. A+LINK report update – the report presented to council had revised drawings to
accommodate some cost savings due to rising costs of construction. The pool
inside tile will remain and will be refurbished since it is in a good shape at this
time, the ice melt pit has been taken out from the project and some other small
adjustments have been made. There is also deficiency of dressing rooms and
the proposal is to take the referees room and convert to another change room
and another small area for change room for mini rink as proposed by the RCP
director. These options are being investigated in more detail.
One of the features of the splash pad was deemed to be a liability issue and it
needs to be removed, there was also a delay due to parts coming in. The splash
pad opening has been delayed as a result.
5.3. Staff update – 897 responses to the survey were received and will be reviewed
by Andrea and shared with the committee. The Hall of Fame has not been
added to the website yet but will be shortly, along with the weekly newspaper ad.
Swimming lessons at the indoor pool had to be modified as there is a lack of
qualified lifeguard staff, which is a challenge across the region.
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Page 3 of 3
5.4. General discussion – the trail under Kinsmen bridge is closed due to metal
falling off the bridge and staff is working on a plan to mitigate that. The bridge is
still sound for pedestrian use, only the portion directly under bridge was affected.
6. Next Meeting
September 14 at 5:30p.m., Council Chambers.
7. Adjournment
Resolution #2
Moved by: Scott Gooding
Seconded by: Carrie Lewis
THAT the July 6, 2022 Recreation & Sports Advisory Committee meeting be
adjourned at 6:45p.m.
Carried
Please contact the Staff Liaison listed below to gain access to this electronic
meeting:
Contact
Margaret Puhr
mpuhr@tillsonburg.ca
519-688-3009 ext.4202
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Page 1 of 6
The Corporation of the Town of Tillsonburg
Tillsonburg Airport Advisory Committee
June 23, 2022
5:30 p.m.
Electronic Meeting
MINUTES
Present: Mark Renaud, Councillor Gilvesy, Emily Crombez, Jeff Miller, Dan Cameron,
Euclid Benoit, David Brandon.
Absent with Regrets: Jeff Dean, Valerie Durston, Mayor Molnar
Also Present:
Richard Sparham, Manager of Public Works
Eric Duffy, Airport Manager
Tracy Hird, Public Works Co-ordinator
1) Call to Order
The meeting was called to order at 5:30 p.m.
Chair declared that there is a quorum for this meeting.
2) Adoption of Agenda
Resolution #1
Moved by: Euclid Benoit
Seconded by: Councillor Gilvesy
THAT the Agenda as prepared for the, June 23rd, 2022 meeting be adopted.
Carried
3) Minutes of the Previous Meeting
Resolution #2
Moved by: Jeff Miller
Page 326 of 358
Page 2 of 6
Seconded by: Councillor Gilvesy
THAT the Minutes of the Tillsonburg Airport Advisory Committee meeting dated May
26th, 2022 be approved.
Carried
4) Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5) General Business and Reports
a) Airport Development Manual
Staff has circulated the newest Airport Development Manual to all tenants
and the committee. Committee members require more time to review the
manual.
All comments should be forwarded to the Airport Manager by August
meeting.
The committee asked staff if the previous manuals that contained errors had
been corrected. The Airport Manager is currently reviewing all of the manuals
and will send them out as they are updated.
b) Hangar Updates – Staff
Jeff Howe is going through the application process, Dan Springer still plans
to build on G3-1 and G3-2. All other applicants are waiting on Contractors.
c) Master Plan Update – Staff
i) Update on Hydro Supply
Staff met with ERTH and they had a look at the entire hydro layout. ERTH
does not anticipate any problems with hydro supply.
Staff has circulated a form to all of the tenants requesting information to
proceed with a load growth profile study.
Staff to send specifications on the transformers to the Committee Members.
Staff to provide tenants with a procedure on how to set up their hydro service
with Hydro One. This procedure will be added to the “Building a New
Hangar” process.
ii) Taxiway Construction Update
The taxiway is now complete. Vehicle access only. Signage will be installed
accordingly.
Staff will look into adding the centreline on the taxiway and publishing the
maximum wing tip clearance.
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Page 3 of 6
The committee questioned who decided how to spend the RATI funding.
Staff to look for RATI funding application to see what was included.
iii) Airport Fence and Gate Installation
The fence is near completion. The gate is under construction.
Staff is awaiting approval/communication from Hydro One to trench and
connect the electrical works to the cantilevered gate.
Key pads will be installed at two different levels so that all vehicles can
access.
iv) Airport Security Camera Installation
Staff will be scheduling security camera installations once the fence and gate
are complete.
$23,000 was remaining from the budget to spend on cameras.
v) End of Runway Trees – Staff
Staff contacted LPRCA. They have no jurisdiction or concerns over this
location or the tree removals. They also contacted Oxford County and
SWOX. Both also had no issues.
Staff hope to schedule the removals in the summer.
vi) Fuel Farm
AGFT has quoted $7,861.20 to bring the fuel system up to spec and replace
filters. Calibration will also need to take place in the future as well. This work
has been approved and will commence as soon as possible. Annual
maintenance has not been completed since 2018, however, staff is working
on a maintenance program so this does not happen again.
vii) Land Lease Fees – Changes to fees calculation
No update at this time.
viii) ESA (Environmental Site Assessment)
Based on the findings of the Phase One ESA from April 2021, a Phase Two
ESA was recommended to investigate the potential for contamination related
to APECs. The cost of a Phase 2 ESA is $13,800.
This investigation will be included in the 2023 budget.
Staff will find out if this is mandatory.
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Page 4 of 6
ix) Hangar Numbering
The new number signs have been ordered.
x) Drainage
Staff is continuing to assess the drainage issues at the end of the runway.
Staff is waiting for approval from the Drainage Superintendent.
David Stevens Drainage quoted $50,000 to $60,000 to repair the issues. The
runway would have to be closed for a year.
Staff will look into other more cost effective options or consider closing the
runway when it is wet.
The tree at the threshold of 08 has been scheduled to be removed.
xi) Promotion
Loomex is putting together a Business Action Plan.
xii) Marketing
Staff is working with Economic Development to further market the airport.
Mark Renaud participated in the first session of the County of Oxford Master
Transportation Planning Committee. Again there was nothing on the agenda
to do with the airport. He has asked that going forward, there be a section in
the Transportation Master Plan dealing with the Tillsonburg Regional Airport.
He will send the minutes to the committee members and the draft outline.
xiii) Other Fees: Landing, parking, Etc.
Staff will update the fee calculations in the new 2023 fees and tariffs by-law.
New fees considered may include; Medevac/Cargo Aircraft, Enplaning
Passenger, After-hour Snow Removal, Car Parking, Airside Escort &
Vehicles, After Hour Airport operations/Fuel Service.
xiv) Capital Projects for 2023
Extension of Taxiway C Southward - $50,000
Back-up Terminal Generator - $10,000
Phase Two ESA - $15,000
Tractor/Equipment for Grass Cutting - $60,000
Apron Extension - $185,000
T-hangar 6/8 spaces (Town Owned) - $300,000 (Staff will request quotes for
this T-hangar within the next two months. Budget request will be updated to
reflect results from this investigation)
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Page 5 of 6
Resolution #3
Moved by: Dan Cameron
Seconded by: David Brandon
THAT the Airport Advisory Committee believes all of the capital projects are
important, however, if there is limited funding, the committee recommends that the
number one priority is the apron extension.
Carried
xv) Development Strategy
Staff met with the County Planner to discuss development options. Options
include; Light Agri-Industrial, Agri-Retail, Agri-Tourism, Warehousing
Development, Tree-Top Adventure Park, etc. that were all part of the master
plan.
Process and timeframe towards anticipated completion is still unknown at this
time.
d. Safety Spreadsheet – Staff
Staff is working through the recommendations from the H & S inspection.
Staff is sending a letter to a hangar regarding the condition of hangar.
c. Fuel Sales and Airport Movement - Staff
Link to access Fuel Sales -
https://datastudio.google.com/reporting/a8138cca-a614-4017-b562-
178c0f5e275c
Link to access Airport Movements –
https://datastudio.google.com/reporting/7ae51da4-8f2f-4f42-9601-
53ca5756ba13
6) Other Business
Sub-Committee for Snowbirds. Mayor is going to update staff on what has
been completed by the end of the week. Staff will email the committee to
provide an update when he gets more information.
Committee would like to know a timeline when the fuel filter will be changed.
The Contractor is waiting for parts to come in. Staff will send out an email to
the committee when they get a date. A NOTAM will be sent out as fuel will be
down when they change the filter.
Page 330 of 358
Page 6 of 6
7) Next Meeting
August 18th, 2022 at 5:30 p.m.
Staff will send an update for July 21st, 2022 in lieu of a formal July meeting.
8) Adjournment
Resolution #4
Moved by: Dan Cameron
Seconded by: Jeff Miller
THAT the June 23rd, 2022, Tillsonburg Airport Advisory Committee meeting be
adjourned at 6:43p.m.
Carried
Page 331 of 358
Tillsonburg 150 Ad-Hoc Committee Minutes, July 12, 2022 Page 1 of 5
The Corporation of the Town of Tillsonburg
Tillsonburg 150 Ad Hoc Committee
July 12, 2022
4:30 p.m.
Council Chambers
MINUTES
Present:
Chair Joan Weston, Courtney Booth, Christine Wade, Deputy Mayor Beres,
Aleksandra Webber, Rosemary Dean
Absent with Regrets:
Staff Also Present:
Patty Phelps- Culture and Heritage Manager/Curator
Gina Armand - Records & Legislative Coordinator
1. Call to Order
The meeting was called to order at 4:31 pm by Chair Joan Weston
2. Adoption of Agenda
Resolution #1
Moved by: Deputy Mayor Beres
Seconded by: Rosemary Dean
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Tillsonburg 150 Ad Hoc Committee Minutes, July 12, 2022 Page 2 of 5
THAT the Agenda as for the Tillsonburg 150 Ad-Hoc Committee Meeting of July 12,
2022, be adopted.
Carried
3. Minutes of the Previous Meeting
June 20, 2022 Committee Meeting Minutes- Staples also provided Event Scheduling
with the Save the Date Cards.
The Lions Club provided the hotdogs and hamburgers for the event.
4. Disclosures of Pecuniary Interest and the General Nature Thereof
Rosemary Dean excused herself from voting during Resolution # 3
5. General Business and Reports
5.1 Thanks from Mayor Molnar
Committee’s Chair read the Thank You letter from Mayor Molnar to the
Members and also from magician Michael Fisher.
5.2 Report for Council (due July 27, 2022)
Committee’s Liaison was able to confirm with the Clerk, that the Report will
need to go to the parent Committee and does not need to go to Council. If
the Chair wishes for Council to have a Report, we can add to the Agenda
as an Information Item.
Members and Liaison will prepare a report for the, Culture, Heritage and
Special Awards Advisory Committee. Chair, Joan Weston to present the
Report at their August 10th Committee Meeting.
5.3 Resolutions
Resolution #2
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Tillsonburg 150 Ad Hoc Committee Minutes, July 12, 2022 Page 3 of 5
Moved by: Rosemary Dean
Seconded by: Courtney Booth
THAT The Tillsonburg 150 Ad Hoc Committee approve a donation cheque
to St. John Ambulance, for their on site service at Memorial Park during
the Tillsonburg’s 150 Event on July 1, 2022;
AND THAT the cheque be approved for the amount of $600.00
Carried.
Resolution #3
Moved by: Christine Wade
Seconded by: Aleksandra Webber
THAT The Tillsonburg 150 Ad Hoc Committee approve a donation for the
Tillsonburg Tri-Agricultural Society, in the amount of $500.00, for the use
of the Crystal Palace during the Tillsonburg’s 150 Event.
Carried.
5.4 Tillsonburg 150 Events Review/Recap
The Tillsonburg 150 Event was a success. The final numbers weren’t
finalized due to some information needed.
Chair voiced her thanks towards the Communications Officer, Collen
Pepper, and the amount of time and hard work she put into helping with
the Tillsonburg 150 Event.
The turnout for most of the activities was in record numbers. There were
over 900 pancake portions given out during the Pancake Breakfast.
Opening Ceremony was overflowing with crowds. There were record
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Tillsonburg 150 Ad Hoc Committee Minutes, July 12, 2022 Page 4 of 5
amounts of people during the Flag Raising Event. The Annandale House
Event was such a success, staff lost count at 1000+ people.
The Harvard fly-over was perfect timing and the Lions Tulip Tree
Dedication was also a wonderful success despite the rain. News
broadcasters were in attendance to film the Dedication.
The Memorial Park Events were also a massive success. The Magician
was spectacular. The inflatables were perfect. The children all had a blast.
There were so many smiling faces. The Reptile Show was fantastic; there
was quite a massive crowd. The Volunteers need a shout-out for all of
their hard work and dedication throughout the entire event. They were all
extremely pleasant and beyond helpful.
The Lions Club event was so successful, they ran out of food. They had
300 hotdogs, 300 hamburgers, water and pop available.
Whisky Jack offered a great performance. The fireworks were an amazing
display. Domino’s Pizza was a great supporter throughout the event.
The souvenirs generated a profit of $4,038.88. The souvenirs left are:
69 Keychains
71 Pint glasses
109 journals
78 Tumblers
163 Christmas Ornaments
Economic Development will probably look into buying the remainder of
the items.
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Tillsonburg 150 Ad Hoc Committee Minutes, July 12, 2022 Page 5 of 5
The Museum will push the sale of the Christmas ornaments in
November 2022.
The Chair and Members went over their list of giveaways and will
arrange to pass out the remainder of the gifts.
6. Next Meeting
No meetings going forward.
7. Adjournment
Resolution #4
Moved by: Christine Wade
Seconded by: Rosemary Dean
THAT the July 12, 2022 Tillsonburg 150 Ad-Hoc Committee Meeting be adjourned
at 5:37 pm.
Carried.
Page 336 of 358
The Corporation of the Town of Tillsonburg
Economic Development Advisory Committee
July 12, 2022
7:30 a.m.
Council Chambers
MINUTES
Present:
Jesse Goossens, Andrew Burns, Dane Willson, Councillor Deb Gilvesy, Kirby Heckford,
Lisa Gilvesy, Randy Thornton, Mayor Stephen Molnar, Steve Spanjers, Suzanne
Renken
Staff Present:
Kyle Pratt, Chief Administrative Officer;
Cephas Panschow, Development Commissioner;
Gina Armand, Records & Legislative Coordinator
Regrets: Cedric Tomico, Laura Pickersgill, Executive Assistant
1. Call to Order
The meeting was called to order at 7:33 am by Chair Jesse Goossens.
2. Adoption of Agenda
Resolution #1
Moved by: Andrew Burns
Seconded by: Steve Spanjers
Page 337 of 358
THAT the agenda as prepared for the Economic Development Advisory
Committee meeting of July 12, 2022, be adopted.
Carried
3. Minutes of the Previous Meeting
Resolution #2
Moved by: Councillor Deb Gilvesy
Seconded by: Dane Wilson
THAT the minutes as prepared for the Economic Development Advisory
Committee meeting of June 14, 2022, be adopted.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. General Business and Reports
a. Monthly Activity Update
Development Commissioner provided an overview of the June monthly
activity update. Highlights of the update including 42 lead opportunities
year to date, completion of wayfinding signage project, etc.
b. Community Improvement Plan- Updates to support Social Housing
Committee members discussed the changes made to the Community
Improvement Plan regarding support throughout the community for social
housing projects.
Resolution #3
Moved By: Andrew Burns
Seconded By: Steve Spanjers
THAT the Economic Development Advisory Committee recommends that the
changes made to the Town’s Community Improvement Plan to support social
housing projects throughout the community be supported.
Carried
Page 338 of 358
It was suggested that Committee Members continue to think about creative ways
to support social housing projects in partnership with the private sector and
provide them to staff for consideration or bring to the next meeting in August for
discussion.
c.Terms of Reference Review
There were no questions or inquiries in regards to the below items.
i.Economic Development Advisory Committee
ii.Affordable and Attainable Housing Committee
iii.Boundary Adjustment Committee
6.Planning Items Circulation
There were no items for circulation on this agenda.
7.Community Strategic Plan
Chair would like to see the Local Terms attached to the next Agenda for
discussion.
a.Town Hall Task Force
CAO provided an update with regards to obtaining an Environmental
Assessment for the site at Brock/Harvey streets. Two quotes were in the
process of being obtained, and the Town will be moving forward with the
Environmental Site Assessment.
b.Affordable and Attainable Housing Committee
Chair requested that the 2021 Census Data be attached to the upcoming
Agenda. Discussion on current CPI and concerns were raised due to the
CPI not reflecting current rates.
i.Oxford County Master Housing Plan
Concerns regarding the Preliminary Report and it not addressing
Page 339 of 358
the current issue at hand. People who currently survive on ODSP
or Ontario Works, appear not to be supported, especially with the
current situation. Where is the line between Provincial and
Municipal help?
Committee Members agreed that they will come back with more
ideas on how to encourage change. Mayor Molnar would like to see
more focus on the Report. Perhaps bringing it to the attention of
County Council.
ii.Height Restrictions Report- Oxford County
Development Commissioner advised the Committee that their
recoomendation investigate the current height restrictions was
passed at last night’s Council Meeting. The Economic Development
Department are now looking at next steps.
iii.Resolution Update- More Homes, More Choices Act
There were no questions or inquiries from Members.
c. Boundary Adjustment Committee
Oxford County Planning has prepared updated estimates of the remaining
land supply and the residential land inventory has decreased to
approximately 25 years. This may decrease even further once current
population growth is factored into an updated study. From an industrial
perspective there does appear to be a need for additional industrial land
within the planning horizon due to the increased absorption. Town
Council approved a recommendation by the Boundary Adjustment
Committee to retain a consultant to review the existing 2020 Study and to
support the Town of Tillsonburg in their review of the future Population,
Household and Employment Forecasts and Employment Lands Study at
their June 27 meeting.
Question as to why cross boarder servicing” is not permitted. It was
advised that it is possible, but requires an Official Plan Amendment.
Page 340 of 358
d.Physician Recruitment and Retention Committee
i.Oxford County Physician Recruitment
Committee Members noted that the lack of physicians in Town is a
major problem. There are lots of residents moving to Town who
can’t acquire a Family Doctor.
There are currently 3 vacancies that could accommodate new
physician recruitments.
1.Recruitment Strategies
Currently, Members are setting up a meeting to speak with a
new family doctor, to gain insights as to how this Committee
can help with the shortage of Family Practitioners in Town.
8.Community Organization Updates
a.Downtown Business Improvement Association
i.Report from BIA Chair- ED07-01
There were no comments or inquiries from Members.
b.Tillsonburg District Chamber of Commerce
There were no comments or inquiries from Members.
c.Tillsonburg District Real Estate Board
d.June 2022 Statistics
Interest rates have increased, which is affecting the market and prices are
down although. June sales were up. There may be a big shift in the fall.
Recommended having the stats reported month by month.
MLS sales are recorded geographically.
9.Round Table
Development Commissioner provided an overview of the Conditional Sale Report
between the Town of Tillsonburg and Schep’s Bakery Ltd. He also advised the
Committee that the Van Norman Innovation Park is officially sold out. Chair
requested a “Roadmap” to land strategy.
10. Next Meeting
August 9, 2022 at 7:30 a.m.
11. Adjournment
Page 341 of 358
Resolution #4
Moved by: Steve Spanjers
Seconded by: Kirby Heckford
THAT the July 12, 2022 Economic Development Advisory Committee meeting be
adjourned at 9:18 a.m.
Carried
Page 342 of 358
Page 1 of 3
The Corporation of the Town of Tillsonburg
Tillsonburg Transit Advisory Committee
July 19, 2022
10:00 a.m.
Hybrid Meeting
MINUTES
Present: Cindy Allen, Sherry Hamilton, Rick Martin, Kathryn Leatherhead, Lynn Temoin and Councillor Luciani Also Present:
Ashley Taylor, Transit Coordinator
1. Call to Order
The meeting was called to order at 10:02 a.m.
2. Adoption of Agenda
Resolution #1
Moved by: Cindy Allen
Seconded by: Rick Martin
THAT the Agenda as prepared for the Tillsonburg Transit Advisory Committee
meeting of July 19th 2022, be adopted.
Carried
3. Minutes of the Previous Meeting
4. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosure of pecuniary interest were declared.
5. General Business and Reports
5.1. In Town Transit Update
Page 343 of 358
Page 2 of 3
5.1.1. Statistics
Staff provided an overview of the In-Town Statistics. The In-Town bus had
776 riders in May 2022 and 863 riders in June 2022.
5.1.2. Bus Advertisements
Staff provided an update on the paid bus advertisements on the buses.
5.1.3. Mall Sign
Staff discussed the new route map in the Town Centre Mall. Moving a
route map sign to the Community Centre was discussed.
5.2. Inter-community Transit Update
5.2.1. Statistics
Staff provided an overview of the Inter-Community Statistics.
5.2.2. New Inter-community Brochure
Staff provided two options for the revised Inter-Community Brochure.
Committee members liked the second option as having route times in
sequential order is more intuitive and should hopefully alleviate some
confusion.
5.2.3. Port Burwell Summer Promotion
Staff discussed the various ways in which the Port Burwell ‘Beach Day’
was being promoted.
5.3. Additional Items
5.3.1. Stuff the Bus
It was suggested that T:GO holds a ‘Stuff the Bus for the food bank’ event
that would happen in conjunction with our Christmas Bus.
5.3.2. Smoking area at front of mall
Their was discussion regarding the smoking area at the front of the Town
Mall stop and its proximity to the T:GO bus stop.
Resolution # 2
THAT the Tillsonburg Transit Advisory Committee supports relocating the
smoking area away from the main front entrance of the mall.
Carried
Page 344 of 358
Page 3 of 3
5.3.3. Snow Removal
It was suggested that snow removal at bus stops be reviewed at the next
TTAC meeting.
5.3.4. Terms of Reference for TTAC
Staff to send out Terms of Reference for TTAC for review.
5.3.5. Transit Review
6. Next Meeting
September 20th, 2022 at 10:00 a.m.
7. Adjournment
Resolution #3
Moved by: Rick Martin
Seconded by: Cindy Allen
THAT the July 19th, 2022 Tillsonburg Transit Advisory Committee meeting be
adjourned at 11:07 a.m.
Carried
Page 345 of 358
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 1 -
LONG POINT REGION CONSERVATION AUTHORITY
Board of Directors Virtual Meeting Minutes of June 1, 2022
Approved July 6, 2022
The Board of Directors Meeting was held via videoconference, on Wednesday, June 1, 2022,
pursuant to section C.9, of the LPRCA’s Administrative By-Law.
Members in attendance:
John Scholten, Chair Township of Norwich
Michael Columbus, Vice-Chair Norfolk County
Dave Beres Town of Tillsonburg
Robert Chambers County of Brant
Kristal Chopp Norfolk County
Valerie Donnell Municipality of Bayham/Township of Malahide
Tom Masschaele Norfolk County
Stewart Patterson Haldimand County
Ian Rabbitts Norfolk County
Peter Ypma Township of South-West Oxford
Regrets:
Ken Hewitt Haldimand County
Staff in attendance:
Judy Maxwell, General Manager
Aaron LeDuc, Manager of Corporate Services
Lorrie Minshall, Special Projects
Zachary Cox, Marketing Coordinator
Dana McLachlan, Executive Assistant
1. Welcome and Call to Order
The chair called the meeting to order at 6:30 p.m., Wednesday, June 1, 2022.
2. Additional Agenda Items
There were no additional agenda items.
3. Declaration of Conflicts of Interest
None were declared.
4. Minutes of the Previous Meeting
a) Board of Directors Meeting of May 4, 2022
There were no questions or comments.
Page 346 of 358
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 2 -
A-54/22
Moved by V. Donnell
Seconded by I. Rabbitts
THAT the minutes of the LPRCA Board of Directors Meeting held May 4, 2022 be
adopted as circulated.
CARRIED
5. Business Arising
There was no business arising from the previous minutes.
6. Review of Committee Minutes
There were no Committee Minutes presented.
7. Correspondence
There was no correspondence presented for review.
8. Development Applications
a) Section 28 Regulations Approved Permits
Through the General Manager’s delegating authority, 19 applications were approved in
the past month, LPRCA-85/22, LPRCA-86/22, LPRCA-89/22, LPRCA-90/22, LPRCA-
92/22, LPRCA-93/22, LPRCA-94/22, LPRCA-95/22, LPRCA-96/22, LPRCA-97/22,
LPRCA-98/22, LPRCA-101/22, LPRCA-102/22, LPRCA-103/22, LPRCA-104/22,
LPRCA-105/22, LPRCA-106/22, LPRCA-107/22 and LPRCA-108/22.
All of the staff-approved applications met the requirements as set out in Section 28 of
the Conservation Authorities Act.
A-55/22
Moved by D. Beres
Seconded by P. Ypma
THAT the LPRCA Board of Directors receives the Staff Approved Section 28
Regulations Approved Permits report as information.
CARRIED
b) New Business
a) General Manager’s Report
The General Manager provided an overview of operations this past month.
Page 347 of 358
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 3 -
Staff attended a workshop hosted by the Ministry of Environment, Conservation and
Parks (MECP) to review the Inventory of Programs and Services submitted by the
Conservation Authorities. Reporting suggestions were provided and staff is currently
working on the next report to be submitted to MECP by June 30, 2022.
LPRCA was successful in securing funding from the Water Erosion Control
Infrastructure (WECI) program for two projects: Norwich Dam Embankment Repairs and
Deer Creek Dam Concrete Repairs. Both projects were included in the 2022 budget.
A-56/22
Moved by M. Columbus
Seconded by T. Masschaele
That the LPRCA Board of Directors receives the General Manager’s Report for May
2022 as information.
CARRIED
b) CA Act Phase 2 Regulations
The Phase 2 Regulations of the Conservation Authorities Act were released April 20,
2022. The regulations and policy are meant to clearly define the rules for the 2024
budget discussions. The impacts to LPRCA, based on the main focal points of the
regulations, are:
1. Cost Apportionment – LPRCA’s current methods are consistent with the
regulation
2. Budget Process – Minor process adjustments are required
3. Budget Preparation and Presentation – LPRCA’s current budget preparation and
presentation are fairly consistent with the regulation (Operating and Capital costs
need to be grouped and categorized)
4. Fee Classes Policy – Required to develop and seek consultation on a written fee
schedule to be posted on the LPRCA website
A-57/22
Moved by V. Donnell
Seconded by S. Patterson
THAT the LPRCA Board of Directors receives the report on CA Act Phase 2
Regulations as information.
CARRIED
c) Norwich Dam Embankment Repairs
The Norwich Dam embankment is eroding and in need of repairs. In late 2021, a
request for quotes was issued to three contractors and one responded, R. Simon
Construction. Unfortunately, repairs were delayed due to timing windows therefore, R.
Page 348 of 358
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 4 -
Simon Construction was recently asked to review their quote. The quote was updated
with a moderate increase for 2022.
This project was approved in the 2022 budget for $25,000 and recently LPRCA was
successful in securing WECI funding of $13,300 for the project.
A-58/22
Moved by P. Ypma
Seconded by V. Donnell
That the LPRCA Board of Directors approves the quote submitted by Robert Simon
Construction to undertake the necessary repairs of the Norwich Dam Embankment
costs of $25,006.33 inclusive of the unrecoverable portion of HST;
And,
That the LPRCA Board of Directors approves the Ecosystem Recovery Inc. costs
of $2,716.99 inclusive of the unrecoverable portion of the HST for project
management for a total project cost of $27,723.32
CARRIED
d) Pay Equity and Compensation Review RFP
The Pay Equity and Compensation Review project was approved in the 2022 budget.
The last review was completed in 2012.
A Request for Proposals was issued May 12 and closed May 25 and two proposals
were received by the deadline. Staff recommended the project be awarded to the lowest
bidder.
A-59/22
Moved by T. Masschaele
Seconded by I. Rabbitts
THAT the LPRCA Board of Directors approves retaining Ward & Uptigrove to conduct a
Pay Equity and Compensation Review for $16,000 with an estimate of $3,325 in
additional services for an estimated total cost of $19,325 exclusive of HST.
CARRIED
A-60/22
Moved by R. Chambers
Seconded by I. Rabbitts
THAT the LPRCA Board of Directors does now enter into a closed session to discuss:
Page 349 of 358
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 5 -
Litigation or potential litigation, including matters before administrative tribunals
(e.g. Local Planning Appeal Tribunal), affecting the Authority
CARRIED
The board reconvened in open session at 7:44 p.m.
Adjournment
The Chair adjourned the meeting at 7:45 p.m.
_______________________________ ________________________________
John Scholten Judy Maxwell
Chair General Manager/Secretary-Treasurer
/dm
Page 350 of 358
Page 351 of 358
Page 352 of 358
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2022–055
A By-Law to authorize an agreement of Purchase and sale with Thames Valley
District School Board. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an agreement of purchase and sale of those lands described as Part Lot 380 Plan 500; Part 1 Plan 41R-9104 Except Part 1 Plan 41R-10139 Subject
To An Easement In Favour of Part Lot 380, Plan 500; Parts 2 & 3 Plan 41R-9104 As In C0127762 Together With An Easement Over Part Lot 380 Pl 500 Part 2 Plan 41R-9104 As In C0127763 Town Of Tillsonburg (the "Property")
BE IT THEREFORE ENACTED by the Council of the Town of Tillsonburg as follows:
That the Agreement attached hereto as Schedule A forms part of this by-law;
1. THAT the authorization is hereby given for the sale of those lands described as
Part Lot 380 Plan 500; Part 1 Plan 41R-9104 Except Part 1 Plan 41R-10139
Subject To An Easement In Favour of Part Lot 380, Plan 500; Parts 2 & 3 Plan
41R-9104 As In C0127762 Together With An Easement Over Part Lot 380 Pl 500
Part 2 Plan 41R-9104 As In C0127763 Town Of Tillsonburg (the "Property"),
subject to those terms and provisions outlined within the offer of purchase and
sale as attached hereto;
2. That the Mayor and Clerk be hereby authorized to execute the attached agreement
on behalf of the Corporation of the Town of Tillsonburg; and
3. That this by-law shall come into force and take effect on the date of it is passed.
Read a first and second time this 8th day of August, 2022.
Read a third and final time and passed this 8th day of August, 2022.
___________________________ MAYOR – Stephen Molnar
______________________________
CLERK – Michelle Smibert
Page 353 of 358
THE CORPORATION OF THE
TOWN OF TILLSONBURG
BY-LAW NUMBER 2022-056
A By-Law to amend Zoning By-Law Number 3295, as amended.
WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg
deems it advisable to amend By-Law Number 3295, as amended.
THEREFORE, the Municipal Council of the Corporation of the Town of
Tillsonburg, enacts as follows:
1.That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by
changing to “R2-32” the zone symbol of the lands so designated “R2-32” on
Schedule “A” attached hereto.
2.That Section 7.5 to By-Law Number 3295, as amended, is hereby further amended
by adding the following subsection at the end thereof:
“7.5.32 LOCATION: LOTS 44 & 45, PLAN 41M-144 - R2-32 (KEY MAP 12)
7.5.32.1 Notwithstanding any provisions of this By-Law to the contrary, no person
shall within any R2-32 zone use any lot, or erect, alter, or use any building
or structure for any purpose except the following:
All uses permitted in Table 7.1.
7.5.32.2 Notwithstanding any provisions of this By-Law to the contrary, no person
shall within any R2-32 Zone use any lot, or erect, alter, or use any building
or structure for any purpose except in accordance with the following
provisions:
7.5.32.2.1 SPECIAL PROVISIONS FOR SEMI-DETACHED DWELLINGS
7.5.32.2.1.1 LOT AREA
Minimum 260 m2 (2,798 ft2)
7.5.32.2.1.2 LOT FRONTAGE
Minimum 7.7 m (25.2 ft)
7.5.32.2.1.3 FRONT YARD DEPTH
Minimum 6 m (19.6 ft)
7.5.32.2.1.4 INTERIOR SIDE YARD WIDTH
Minimum 1.2 m (3.9 ft)
Page 354 of 358
The Corporation of the
Town of Tillsonburg
By-law Number 2022-058 Page 2
7.5.32.3 That all of the provisions of the R2 Zone in Section 7.2 of this By-Law, as
amended, shall apply and further, that all other provisions of this By-Law,
as amended, that are consistent with the provisions herein shall continue
to apply mutatis mutandis.”
3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the
Planning Act, R.S.O. 1990, as amended.
READ a first and second time this 8th day of August, 2022.
READ a third time and finally passed this 8th day of August, 2022.
Stephen Molnar
Mayor
Michelle Smibert
Clerk
Page 355 of 358
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2022-XXX
A By-law to enter into an Airport Hangar Land Lease Agreement with Breman
Construction Inc for Taxiway G3-8
WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an
Airport Hangar Lease Agreement with Breman Construction Inc. for Taxiway G3-8 at
the Tillsonburg Airport;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1.That the land lease agreement attached hereto forms part of this by-law;
2.The Mayor and the Clerk are authorized and directed to execute the attached lease
agreement on behalf of the Corporation of the Town of Tillsonburg.
3.And that this By-Law shall come into force and take effect on the date it is passed.
READ A FIRST AND SECOND TIME THIS 8th DAY OF AUGUST, 2022.
READ A THIRD AND FINAL TIME AND PASSED THIS 8th DAY OF AUGUST, 2022.
_______________________________
MAYOR – Stephen Molnar
_______________________________
CLERK – Michelle Smibert
Page 356 of 358
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2022-XXX
A By-law to enter into an Airport Hangar Land Lease Agreement with Breman
Construction Inc for Taxiway G3-9
WHEREAS the Corporation of the Town of Tillsonburg is desirous of entering into an
Airport Hangar Lease Agreement with Breman Construction Inc. for Taxiway G3-9 at the
Tillsonburg Airport;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1.That the land lease agreement attached hereto forms part of this by-law;
2.The Mayor and the Clerk are authorized and directed to execute the attached lease
agreement on behalf of the Corporation of the Town of Tillsonburg.
3.And that this By-Law shall come into force and take effect on the date it is passed.
READ A FIRST AND SECOND TIME THIS 8th DAY OF AUGUST, 2022.
READ A THIRD AND FINAL TIME AND PASSED THIS 8th DAY OF AUGUST, 2022.
_______________________________
MAYOR – Stephen Molnar
_______________________________
CLERK – Michelle Smibert
Page 357 of 358
Page 358 of 358