Regular Council Agenda Packet 2015-09-14 18-00 (2)Table of Contents
Agenda 4
Minutes of Council Meeting - August 10, 2015
Regular Council Minutes - August 10, 2015 17
Minutes of Council Meeting - August 20, 2015
Regular Council Minutes 2015-08-20 12-00 30
Waste Management Information Session Presentation
Waste Management Information Session Presentation 33
Closure of Welding Street - Larry Scanlan, Neighbouring
Property
Delegation - Closure of Welding Alley 42
Alley Deputation 2015 45
Auto Strategy in Canada - Dan Borthwick & Mike Van Boekel,
Unifor Local 88
A Time for Action 50
Searching for Stable Ground 52
What the Auto Industry Means 72
Delegation - Unifor Local 88 75
Resolution 78
Committee of Adjustment- A-06/15- Riviera Homes, 2 Langrell
Ave
CASPO 2015-183 80
Report Attachments 83
Committee of Adjustment- A-07/15- Ed Duwyn, 10 Park Place
Report Mapping 86
CASPO Report 2015-185 89
Application for Zone Change- ZN 7-15-05- 2470588 Ontario Inc,
512 Broadway
Report ZN 7-15-05 93
Report Attachments 99
Big Brothers Big Sisters 2015 Municipal Grant Letter of
Gratitude
Big Brother Big Sister Aug 2015 103
CUPE - Child Care Worker & Early Childhood Educator
Appreciation Day - October 8, 2015
CUPE Request for Proclamation 104
AMO Call to Action - Support for the Syrian Refugee Crisis
AMO Support for the Syrian Refugee Crisis 105
MYR 15-09 Update - County of Oxford
MAYORreportCOOXsept2015 107
CL 15-22 Records Retention
CL 15-22 Records Retention 109
By-Law 3933, record retention 111
By-Law 3933 Schedule A with 2015 Updates and
comparisons re By-Law 3558 115
1
DCS 15-35 Offer to Purchase – Denrich and Sanders
Report DCS 15-35 Offer to Purchase ? Denrich and
Sanders;134
Agreement 138
Opinion of Value 144
DCS 15-37 Traffic By-Law Amendment
DCS 15-37 - Traffic By-Law Amendments 151
By-Law 3943 156
DCS 15-38 Amendment to Airport Hangar Land Lease
Report DCS 15-38 Amendment to Airport Hangar Land
Lease 159
Agreement between Town and Miller 163
DCS 15-39 Airport Taxiway Rehabilitation Project
Report DCS 15-39 Airport Taxiway Rehabilitation
Project 165
FIN 15-36 Debt Financing
FIN 15-36 Debt Financing 169
ARL 091415 170
Bylaw 3944 OILC - ongoing projects lower tier 172
OPS 15-18 Rogers Utility Lease Amending & Extension
Agreement Renewal
OPS 15-18 Rogers Utility Lease Amending & Extension
Agreement Renewal 205
OPS 15-18 Attachment 1 - Rogers Lease Amending
Agreement 207
OPS 15-29 Results for RFP 2015-009 Engineering SUV
OPS 15-29 Results for RFP 2015-009 Engineering SUV 208
OPS 15-30 Results for RFP 2015-003 Electric Forklift
OPS 15-30 Results for RFP 2015-003 Electric Forklift 210
OPS 15-31 Results for RFP 2015-012 Road Patrol Software
OPS 15-31 Results for RFP 2015-012 Road Patrol
Software 212
RCP 15-35 – Oxford Public Health Request for Free Use of
Space
RCP 15-35 - Oxford Public Health Request for Free Use
of Space 214
OCPHES flu clinic request 2015 215
RCP 15-37 – Replacement Health Club Cardio Equipment
RCP 15-37 - Replacement Health Club Cardio
Equipment 216
RCP 15-16 - Health Club Operational Report 219
RCP 15-39 – Cemetery Building Flood Damage Repairs
RCP 15-39 – Cemetery Building Flood Damage Repairs 223
RCP 15-40 – Annandale Diamond Improvements Project
Update
RCP 15-40 - Annandale Diamond Improvements
Project Update 225
OPS MEMO - Welding Street Update
2
OPS MEMO - Welding Street Update 227
FIN 15-35 E-Bidding Solution
FIN 15-35 E Bidding Solution 229
By-Law 3934, To Repeal By-Law 3768, ,being a by-law to
amend By-Law 3701, to regulate traffic and the parking of motor
vehicles in the Town of Tillsonburg
By-Law 3934 231
By-Law 3933 To establish retention periods for records of the
Town of Tillsonburg, and to repeal By-Law No. 3558
By-Law 3933 232
By-Law 3933 Schedule A 236
By-Law 3939, To Restrict Vehicular Through traffic at the North
Limit of Welding Street
By-Law 3939 Welding closed vehicular 255
By-Law 3939 Schedule A 256
By-Law 3941, To amend By-Law 3923 to enter into an Airport
Hanger Land Lease Agreement with Jeff Miller
By-Law 3941 257
By-Law 3942, To Authorize the Sale of Land to Patenaude and
Pattyn
By-Law 3942 Authorize Agreement with Patenaude and
Pattyn 260
Schedule A 261
By-Law 3943, To Amend By-Law 3701, being a by-law to
regulate traffic and the parking of motor vehicles in the Town of
Tillsonburg
Bylaw 3943 Amend Traffic 3701 267
By-Law 3944 To Authorize an Application to OILC for the
Issuance of Debt Financing
Bylaw 3944 OILC - ongoing projects lower tier 270
By-Law 3945, Confirming By-Law
By-Law 3945 303
3
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1. Call to Order
2. Closed Session
Moved By: Seconded By:
Proposed Resolution #1
THAT Council move into Closed Session to consider:
1. personal matters about an identifiable individual, including municipal or local board
employees (Operations);
2. a proposed or pending acquisition or disposition of land by the municipality or local board
(TVDSB);
3. Adoption of Agenda
Moved By: Seconded By:
Proposed Resolution #2
THAT the Agenda as prepared for the Council meeting of Monday, September 14, 2015, be
adopted.
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
6. Adoption of Council Minutes of Previous Meeting
6.1. Minutes of the Meeting of
Regular Council Minutes - August 10, 2015
Regular Council Minutes 2015-08-20 12-00
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, September 14, 2015
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
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Council Meeting – Agenda - 2 -
Moved By: Seconded By:
Proposed Resolution #3
THAT the Minutes of the Council Meetings of August 10, 2015 and August 20, 2015, be
approved.
7. Delegations and Presentations
7.1. Waste Management Information Session Presentation
Presented by Dave Vermeeren, Waste Management/Rural Properties Supervisor &
Rob Walton, Director of Public Works
Waste Management Information Session Presentation
Moved By: Seconded By:
Proposed Resolution #4
THAT the presentation regarding the Waste Management Information Session be
received as information.
7.2. Closure of Welding Street - Larry Scanlan, Neighbouring Property
Delegation - Closure of Welding Alley
Alley Deputation 2015
Moved By: Seconded By:
Proposed Resolution #5
THAT the delegation by Larry Scanlan regarding the closure of Welding Street be
received as information.
7.3. Auto Strategy in Canada - Dan Borthwick & Mike Van Boekel, Unifor Local 88
A Time for Action
Searching for Stable Ground
What the Auto Industry Means
Delegation - Unifor Local 88
Resolution
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Council Meeting – Agenda - 3 -
Moved By: Seconded By:
Proposed Resolution #6
THAT Council receives the presentation regarding the Auto Strategy in Canada as
information.
8. Public Meetings
Moved By: Seconded By:
Proposed Resolution #7
THAT Council move into the Committee of Adjustment to hear Applications for Minor
Variance at _____ p.m.
8.1. Committee of Adjustment- A-06/15- Riviera Homes, 2 Langrell Ave
CASPO 2015-183
Report Attachments
Moved By: Seconded By:
Proposed Resolution #8
That the Town of Tillsonburg Committee of Adjustment approve Application File A-06/15,
submitted by 1551991 Ontario Inc, for lands described as Part Lot 26, Plan 41M-171,
Town of Tillsonburg, as it relates to:
1. Relief from Section 7.2, Low Density Residential Type 2 Zone Provisions, to
decrease the minimum exterior side yard width from 7.5 m (24.6 ft.) to 5.9 m
(19.3 ft.) to facilitate the construction of a single detached dwelling on the subject
lands.
Subject to the following condition:
i. A building permit for the single detached dwelling shall be issued within
one year of the date of the Committee's decision.
8.2. Committee of Adjustment- A-07/15- Ed Duwyn, 10 Park Place
Report Mapping
CASPO Report 2015-185
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Council Meeting – Agenda - 4 -
Moved By: Seconded By:
Proposed Resolution #9
That the Town of Tillsonburg Committee of Adjustment approve Application File
A-07/15, submitted by Ed Duwyn, for lands described as Lot 5, Plan 41M-251,
Town of Tillsonburg, as it relates to:
1. Relief from Section 5.37.1, Permitted Projections into Required Yards, to
increase the permitted encroachment into the required rear yard depth for a
covered patio from 1.5 m (4.9 ft.) to 2.9 m (9.5 ft.);
2. Relief from Section 5.37.1, Permitted Projections into Required Yards, to
decrease the required minimum setback between a covered patio and rear lot
line from 7.5 m (24.6 ft.) to 6.6 m (21.6 ft.); and,
3. Relief from Section 7.5.3.2.4, Lot Coverage, to increase the maximum
permitted lot coverage from 41% to 48% to facilitate the construction of a
covered patio addition on the subject property.
Moved By: Seconded By:
Proposed Resolution #10
THAT Council move out of the Committee of Adjustment and move back into regular
session at _____ p.m.
8.3. Application for Zone Change- ZN 7-15-05- 2470588 Ontario Inc, 512 Broadway
Report ZN 7-15-05
Report Attachments
Moved By: Seconded By:
Proposed Resolution #11
THAT Council of the Town of Tillsonburg not approve the zone change application
submitted by 2470588 Ontario Inc, whereby the lands described as Lots 85G & 85H,
Plan 500, Town of Tillsonburg, known municipally as 512 Broadway are to be rezoned
from ‘Service Commercial Zone (SC)’ to ‘Special Service Commercial Zone (SC-xx)’.
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9. Information Items
9.1. Big Brothers Big Sisters 2015 Municipal Grant Letter of Gratitude
Big Brother Big Sister Aug 2015
9.2. CUPE - Child Care Worker & Early Childhood Educator Appreciation Day - October 8,
2015
CUPE Request for Proclamation
9.3. AMO Call to Action - Support for the Syrian Refugee Crisis
AMO Support for the Syrian Refugee Crisis
Moved By: Seconded By:
Proposed Resolution #12
THAT Council receives the AMO Call to Action regarding support for the Syrian
Refugee Crisis;
AND THAT Council supports donating $100 to AMO for the Syrian Refugee Crisis.
10. Mayor
10.1. MYR 15-09 Update - County of Oxford
MAYORreportCOOXsept2015
Moved By: Seconded By:
Proposed Resolution #13
THAT Council receives report MYR 15-09 as information.
11. Reports from Departments
11.1. Clerk’s Office
11.1.1. CL 15-22 Records Retention
CL 15-22 Records Retention
By-Law 3933, record retention
By-Law 3933 Schedule A with 2015 Updates and comparisons re By-Law 3558
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Council Meeting – Agenda - 6 -
Moved By: Seconded By:
Proposed Resolution #14
THAT Council receives Report CL 15-22 Records Retention;
AND THAT By-Law 3933, To Establish Retention Periods for Records, be
brought forward for Council consideration.
11.2. Development and Communication Services
11.2.1. DCS 15-35 Offer to Purchase – Denrich and Sanders
Report DCS 15-35 Offer to Purchase ? Denrich and Sanders;
Agreement
Opinion of Value
Moved By: Seconded By:
Proposed Resolution #15
THAT Council receives Report DCS 15-35 Offer to Purchase – Denrich and
Sanders;
AND THAT a by-law be brought forward authorizing the Mayor and Clerk to
execute all documents necessary to transfer the property known as Block A, Plan
M60;
AND THAT the net proceeds be contributed to reserves.
11.2.2. DCS 15-37 Traffic By-Law Amendment
DCS 15-37 - Traffic By-Law Amendments
By-Law 3943
Moved By: Seconded By:
Proposed Resolution #16
THAT Council receives Report DCS 15-37 Traffic By-Law Amendment as
information;
AND THAT Council adopt By-Law 3943 to amend By-Law 3701, being a by-law
to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg.
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11.2.3. DCS 15-38 Amendment to Airport Hangar Land Lease
Report DCS 15-38 Amendment to Airport Hangar Land Lease
Agreement between Town and Miller
Moved By: Seconded By:
Proposed Resolution #17
THAT Council receives Report DCS 15-38 Amendment to Airport Hangar Land
Lease;
AND THAT Council approve the amendment to the land lease agreement with
Jeff Miller;
AND THAT a By-Law be brought forward for Council’s consideration.
11.2.4. DCS 15-39 Airport Taxiway Rehabilitation Project
Report DCS 15-39 Airport Taxiway Rehabilitation Project
Moved By: Seconded By:
Proposed Resolution #18
THAT Council receives Report DCS 15-39 Airport Taxiway Rehabilitation Project;
AND THAT the partnership arrangement with the Canadian Harvard Aircraft
Association be approved subject to the Town’s receipt of suitable confirmation
from the Canadian Harvard Aircraft Association.
11.3. Finance
11.3.1. FIN 15-36 Debt Financing
FIN 15-36 Debt Financing
ARL 091415
Bylaw 3944 OILC - ongoing projects lower tier
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Council Meeting – Agenda - 8 -
Moved By: Seconded By:
Proposed Resolution #19
THAT Council receives report THAT Council receives report FIN 15-36 Debt
Financing;
AND THAT Council receives the updated annual repayment limit calculation;
AND THAT Council consider By-Law 3944 for three readings for the issuance of
debt financing.
11.4. Operations
11.4.1. OPS 15-18 Rogers Utility Lease Amending & Extension Agreement Renewal
OPS 15-18 Rogers Utility Lease Amending & Extension Agreement Renewal
OPS 15-18 Attachment 1 - Rogers Lease Amending Agreement
Moved By: Seconded By:
Proposed Resolution #20
THAT Council receives Report OPS 15-18, Rogers Utility Lease Amending and
Extension Agreement Renewal for 10 Lisgar Avenue;
AND THAT Mayor and Clerk be authorized to sign all documents necessary to
extend the lease agreement with Rogers Communications Inc.
11.4.2. OPS 15-29 Results for RFP 2015-009 Engineering SUV
OPS 15-29 Results for RFP 2015-009 Engineering SUV
Moved By: Seconded By:
Proposed Resolution #21
THAT Council receives Report OPS 15-29 Results for RFP 2015-009
Engineering SUV;
AND THAT Council award RFP 2015-009 to Airport Nissan of Brampton, Ontario
at a total cost of $32,547.94 (net HST included) the highest scoring proposal
received.
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11.4.3. OPS 15-30 Results for RFP 2015-003 Electric Forklift
OPS 15-30 Results for RFP 2015-003 Electric Forklift
Moved By: Seconded By:
Proposed Resolution #22
THAT Council receives Report OPS 15-30 Results for RFP 2015-003 Electric
Forklift;
AND THAT Council award RFP 2015-003 to RIGO Lift Truck Ltd of Concorde,
Ontario at a total cost of $43,683.86 (net HST included) the highest scoring
proposal received.
11.4.4. OPS 15-31 Results for RFP 2015-012 Road Patrol Software
OPS 15-31 Results for RFP 2015-012 Road Patrol Software
Moved By: Seconded By:
Proposed Resolution #23
THAT Council receives Report OPS 15-31 results for RFP 2015-012 Road Patrol
Software;
AND THAT Council award RFP 2015-012 to R.J. Burnside & Associates Limited
of Orangeville, Ontario at a total cost of $25,256.83 (net HST included);
AND THAT the Mayor and Clerk be authorized to execute the necessary
documents to award RFP 2015-012 to R.J. Burnside & Associates Limited.
11.5. Recreation, Culture & Park Services
11.5.1. RCP 15-35 – Oxford Public Health Request for Free Use of Space
RCP 15-35 - Oxford Public Health Request for Free Use of Space
OCPHES flu clinic request 2015
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Council Meeting – Agenda - 10 -
Moved By: Seconded By:
Proposed Resolution #24
THAT Council receives Report RCP 15-35 – Oxford Public Health Request for
Free Use of Space for information;
AND THAT Council approves the ongoing provision of space for one day per
year at no charge in the Tillsonburg Community Centre Lions Auditorium to
Oxford County Public Health for the purposes of holding a free flu clinic open to
the general public.
11.5.2. RCP 15-37 – Replacement Health Club Cardio Equipment
RCP 15-37 - Replacement Health Club Cardio Equipment
RCP 15-16 - Health Club Operational Report
Moved By: Seconded By:
Proposed Resolution #25
THAT Council receives report RCP 15-37 – Replacement Health Club Cardio
Equipment for information;
AND THAT Council award supply and installation of a new fleet of cardio
equipment in the Health Club to Advantage Fitness at their tendered price of
$79,549.00 net of applicable taxes;
AND THAT that a By-law be brought forward at the next meeting to authorize
financing the purchase with a five-year bank loan secured through the County.
11.5.3. RCP 15-39 – Cemetery Building Flood Damage Repairs
RCP 15-39 – Cemetery Building Flood Damage Repairs
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Moved By: Seconded By:
Proposed Resolution #26
THAT Council receives report RCP 15-39 – Cemetery Building Flood Damage
Repairs for information;
AND THAT Council award the contract to complete the repairs to Bronz
Construction at their tendered price of $11,671.87, net of applicable taxes;
AND THAT $12,000 of the approved $55,000 capital allocation for the indoor
pool repair project is reallocated to fund the repairs to the Cemetery Building.
11.5.4. RCP 15-40 – Annandale Diamond Improvements Project Update
RCP 15-40 - Annandale Diamond Improvements Project Update
Moved By: Seconded By:
Proposed Resolution #27
THAT Council receives report RCP 15-40 – Annandale Diamond Improvements
Project Update for information.
12. Staff Information Reports
12.1. OPS MEMO - Welding Street Update
OPS MEMO - Welding Street Update
Moved By: Seconded By:
Proposed Resolution #28
THAT Council receives OPS MEMO – Welding Street Update as information.
12.2. FIN 15-35 E-Bidding Solution
FIN 15-35 E Bidding Solution
Moved By: Seconded By:
Proposed Resolution #29
THAT Council receives report FIN 15-35 E-Bidding Solution as information.
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13. Notice of Motions
13.1. Notice of Motion for which Previous Notice was Given
Moved By: Councillor Adam Seconded By:
Proposed Resolution #30
THAT the Town of Tillsonburg place a four-way stop at the intersection of
Concession Street and Quarterline Road.
13.2. Notice of Motion for which Previous Notice was Given
Moved By: Councillor Rosehart Seconded By:
Proposed Resolution #31
THAT the Town owned property known as 8 Hardy Avenue be used as overflow
parking for Community Events until the property is sold.
14. By-Laws
By-Laws from the Meeting of Monday, September 14, 2015
Moved By: Seconded By:
Proposed Resolution #32
THAT By-Law 3934, To Repeal By-Law 3768, being a by-law to amend By-Law 3701, to
regulate traffic and the parking of motor vehicles in the Town of Tillsonburg;
AND THAT By-Law 3933, To establish retention periods for records of the Town of
Tillsonburg, and to repeal By-Law No. 3558, By-Law 3933 Schedule A;
AND THAT By-Law 3939 Welding closed vehicular, To Restrict Vehicular Through traffic at
the North Limit of Welding Street, By-Law 3939 Schedule A;
AND THAT By-Law 3941, To amend By-Law 3923 to enter into an Airport Hanger Land
Lease Agreement with Jeff Miller;
AND THAT By-Law 3942, To Authorize the Sale of Land to Patenaude and
Pattyn, Schedule A;
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Council Meeting – Agenda - 13 -
AND THAT Bylaw 3943, To Amend By-Law 3701, being a by-law to regulate traffic and the
parking of motor vehicles in the Town of Tillsonburg;
AND THAT Bylaw 3944, To Authorize an Application to OILC for the Issuance of Debt
Financing;
AND THAT By-Law 3945, To confirm the proceedings of Council at its meetings held on the
14th day of September, 2015, be read for a first, second and third and final time and the
Mayor and the Clerk be and are hereby authorized to sign the same, and place the
Corporate Seal thereunto.
15. Items of Public Interest
16. Adjournment
Moved By: Seconded By:
Proposed Resolution #33
THAT the Council Meeting of Monday, September 14, 2015 be adjourned at _____ p.m.
16
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, August 10, 2015
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
=
ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres
Councillor Maxwell Adam
Councillor Penny Esseltine Councillor Jim Hayes
Councillor Chris Rosehart Councillor Brian Stephenson
Staff: David Calder, CAO
Donna Wilson, Town Clerk
Kevin De Leebeeck, Director of Operations Rick Cox, Director of Recreation, Culture and Park Services
Tricia Smith, Deputy Clerk
1. Call to Order
The Meeting was called to order at 6:00 p.m.
2. Adoption of Agenda
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Monday, August 10, 2015, be
adopted.
Carried.
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Hayes and Councillor Stephenson declared a pecuniary interest in regards to
item 13.1, By-Law 3922, to authorize a Building Permit Fee Rebate for 137 Rolph Street.
MINUTES
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Council Meeting – Agenda - 2 -
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the Council Meeting of July 13, 2015
Council Minutes July 13, 2015
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Minutes of the Council Meeting of July 13, 2015 be approved.
Carried.
6. Staff Introductions
Manager of Finance/Deputy Treasurer - Janelle Costantino
Deputy Clerk – Tricia Smith
7. Delegations and Presentations
7.1. Celebrate Tillsonburg - Services & Opportunities Fair Presentation
Presented By: Rayburn Lansdell, Satellite Director YFC/Youth Unlimited Tillsonburg
Celebrate Tillsonburg
Rayburn Lansdell appeared before Council to update Council on the event and to
receive Council endorsement for the event.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the Celebrate Tillsonburg – Services & Opportunities Fair
presentation as information;
AND THAT the Corporation of the Town of Tillsonburg endorses the event.
Carried.
7.2. Update on Pioneer Cemetery Restoration
Presented By: Dave Morris, Pioneer Cemetery Committee
Update on Pioneer Cemetery Restoration
Council thanked the members of the Pioneer Cemetery Committee for all their hard
work.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the Pioneer Cemetery Restoration presentation as information.
Carried.
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Council Meeting – Agenda - 3 -
7.3. Storage Unit for Sea Scouts Boats & Watercraft Presentation
Presented By: Terry Ross & Floyd Marshall, Tillsonburg Sea Scouts
Delegation - Tillsonburg Sea Cadets
Terry Ross and Floyd Marshall appeared before Council to request the acquisition of a
storage container to store the Sea Scouts Boats & Watercraft.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine.
THAT Council receives the Storage Unit for Sea Scouts Boats & Watercraft presentation
as information;
AND THAT the matter be referred to staff for review and a report to be brought back to
the next Council meeting of September 28, 2015.
Carried.
7.4. Airport Master Plan Update Report
Presented By: Euclid Benoit, Chair - Airport Advisory Committee
Airport Master Plan Update
Euclid Benoit, Chair of the Committee and Cephas Panshow, Development
Commissioner provided a power point presentation on the Airport Master plan.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine.
THAT Council receives the Airport Master Plan Update Report as information.
Carried.
7.5. RCP 15-33 – Pioneer Cemetery Gateway
RCP 15-33 - Pioneer Cemetery Gateway
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report RCP 15-33 – Pioneer Cemetery Gateway for
information;
AND THAT Council approves the gateway design recommended by the Pioneer
Cemetery Committee;
AND THAT Council approves the sole-source procurement of the manufacturing and
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Council Meeting – Agenda - 4 -
installation of the gateway from Lonestar Welding Inc, Courtland at the quoted price of
$5133.97 plus applicable taxes.
Carried.
7.6. DCS 15-31 Airport Master Plan Update
Report DCS 15-31 Airport Master Plan Update
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receive Report DCS 15-31 Airport Master Plan Update;
AND THAT the conceptual drawings be approved in principle as the basis for the
Master Plan Update public consultation process with the final Master Plan Update being
brought forward for consideration by Council by early 2016.
Carried.
8. Information Items
8.1. Canada 150 Mosaic
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives the correspondence regarding Canada 150 Mosaic as
information;
AND THAT the matter be referred to Senior Leadership Team for consideration.
Carried.
9. Quarterly Reports
9.1. FIN 15-32 2015 Second Quarter Financial Results
FIN 15-32 Second Quarter Financial Results
2015 Actual Variances - Q2
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives report FIN 15-32 2015 Second Quarter Financial results as
information.
Carried.
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9.2. DCS 15-33 Building/Planning/By-Law Services 2015 Second Quarter Report
Building/Planning/By-Law Services 2015 Quarter Report
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report DCS 15-33 Building/Planning/By-Law Services 2015
Second Quarter Report as information.
Carried.
9.3. DCS 15-34 Economic Development Second Quarter Report
Report DCS 15-34 Economic Development Second Quarter Report
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receive Report DCS 15-34 Economic Development Second Quarter
Report for information purposes.
Carried.
9.4. FIN 15-33 2015 Second Quarter Finance Department Results
FIN 15-33 Second Quarter Finance Department Results
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives report FIN 15-33 2015 Second Quarter Finance Department
results as information.
Carried.
9.5. FRS 15-10 Second Quarter Fire Department Results
FRS 15-10 Q2 Results
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives report FRS 15-10 Second Quarter Fire & Rescue Services
Results as information.
Carried.
9.6. OPS 15-22 2015 Second Quarter Operations Services
OPS 15-22 2015 Second Quarter Operations Services
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receive Report OPS 15-22, 2015 Second Quarter Operations Services as
information.
Carried.
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9.7. RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results
RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives Report RCP 15-32 - Recreation, Culture and Parks 2015 Q2
Results as information.
Carried.
10. Reports from Departments
10.1. Chief Administrative Officer
10.1.1. CAO-HR-15-04 Council Remuneration
CAO-HR-15-04
Council Remuneration Survery 2014
By-Law 3932
Staff to review options for an office space for use by Council.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives report CAO-HR-15-04 Council Remuneration as
information;
AND THAT a By-Law be brought forward for Council consideration.
Carried.
10.1.2. CAO 15-12, Draft Oxford Community Sustainability Plan
Draft Oxford Community Sustainability Plan
Oxford Community Sustainability Plan
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report CAO 15-12 – Oxford Community Sustainability
Plan for information;
AND THAT Report CAO 15-12 – Oxford Community Sustainability Plan be
provided to Oxford County Council for their information and consideration.
Carried.
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10.2. Clerk’s Office
10.2.1. CL 15-19, Tillsonburg Fair Annual Municipal Significant Event Designation
CL 15-19
Fair Request for Designation
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Tillsonburg Tri County Fair event be designated an “Annual Municipal
Significant Event” for the purposes of raising the profile of the event and
obtaining Special Occasion Permits under the Alcohol and Gaming Commission
of Ontario.
Carried.
10.2.2. CL 15-21 Council Advisory Committee Additional Appointments
CL 15-21
Tillsonburg Real Estate Board Correspondence
Amended Schedule A
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receive Report CL 15-21 Council Advisory Committee Additional
Appointments;
AND THAT Lindsay Morgan be appointed as the Tillsonburg Real Estate Board
representative on the Development Committee;
AND THAT By-Law 3931 to amend Schedule A of By-Law 3876, be brought
forward for Council consideration.
Carried.
10.3. Development and Communication Services
10.3.1. DCS 15-32, Sign Variance for 1 Vance Drive
DSC 15-32 - Sign Variance - 1 Vance Drive - Animated Sign
1 Vance Drive - Site Plan, Sign Details
Greg Crocker, the authorised agent for the applicant appeared before Council
requesting an additional variance to allow for multiple advertising.
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Council Meeting – Agenda - 8 -
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives report DCS 15-32 Sign Variance – 1 Vance Drive –
Animated Sign;
AND THAT Council approve a variance to Sign By-Law 3798 to allow for the
construction of a 5’ X 8’ digital animated L.E.D sign at 1 Vance Drive.
Carried.
10.3.2. DCS 15-36 Update on 253 Broadway Property
Report DCS 15-36 Update on 253 Broadway Property
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report DCS 15-36 Update on 253 Broadway Property for
information purposes.
Carried.
10.4. Finance
10.4.1. FIN 15-31 Bank Signing Authorities
FIN 15-31 Bank Signing Authorities
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives report FIN15-31 Bank Signing Authorities.
THAT Council appoints the following as designated signing authorities for the
Town’s general banking needs:
Mayor Stephen Molnar or Deputy Mayor Dave Beres; and one of the following:
Director of Finance/Treasurer, Darrell Eddington; or Manager of Finance, Janelle
Costantino.
Carried.
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Council Meeting – Agenda - 9 -
10.5. Operations
10.5.1. OPS 15-23 Winter Overnight Parking
OPS 15-23 Winter Overnight Parking
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive Report OPS 15-23 Winter Overnight Parking;
AND THAT a By-law be brought forward to repeal By-law 3768 on September 14,
2015.
10.5.2. OPS 15-27 Welding Street
OPS 15-27 Welding Street
OPS 15-27 Attachment 1 - Resident Letters
Staff to prepare a follow-up report for the September Council meeting regarding
the location of barriers and response of neighbours.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report OPS 15-27 Welding Street;
AND THAT Council direct staff to implement vehicular through-traffic restricting
mechanisms in the Welding Street Right-of-Way;
AND THAT a By-law authorizing restricted access within the road allowance on
Welding Street be brought forward at the next Council meeting for consideration.
Carried.
10.5.3. OPS 15-24 Results for Proposal Request RFP 2015-008 Bridge, Culvert and
Retaining Wall Inspections
OPS 15-24 Results for Proposal Request RFP 2015-008 Bridge, Culvert and
Retaining Wall Inspections
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receive Report OPS 15-24 regarding RFP 2015-008 results for
Consulting Services for Bridge, Culvert and Retaining Wall Inspections;
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Council Meeting – Agenda - 10 -
AND THAT Council award RFP 2015-008 to AECOM of London, Ontario at a
total estimated fee of $29,500.22 (net HST included) the highest scoring proposal
received;
AND THAT the Mayor and Clerk be authorized to execute the necessary
documents to award RFP 2015-008 to AECOM for the provision of consulting
services.
Carried.
10.5.4. OPS 15-25 Results for Proposal Request RFP 2015-010 Leaf Vacuum
Equipment
OPS 15-25 Results for Proposal Request RFP 2015-010 Leaf Vacuum
Equipment
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Report OPS 15-25 regarding RFP 2015-010 results for a
tow behind leaf vacuum unit;
AND THAT Council award RFP 2015-010 to G.C Duke of Burlington, ON at a
cost of $34,543.45 (net HST included) the highest scoring proposal received;
AND THAT Council authorizes the manufacture of two new vented enclosures
from Swanzey Welding of Simcoe, ON at a cost of $8,700.48 (net HST included)
the lowest bid received.
Carried.
10.5.5. OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt
OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receive Report OPS 15-26, Results for the 2015 - 2018 Supply of
Highway Coarse Bulk Salt;
AND THAT Council award the Supply of Highway Coarse Bulk Salt to Compass
Minerals of Mississauga, Ontario, at a per tonne unit cost of $66.91 for
2015/2016, $68.25 for 2016/2017, and $69.61 for 2017/2018 (net HST included).
Carried.
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Council Meeting – Agenda - 11 -
11. Committee Minutes & Reports
11.1. Airport Advisory Committee Minutes, July 02, 2015
11.2. HBC Mintues, June 11, 2015
11.3. LPRCA Minutes_06 03 15
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receive the following minutes, Airport Advisory Committee Minutes, July 02,
2015, the Heritage, Beautification & Cemetery Advisory Committee Minutes, June 11, 2015
and the LPRCA Minutes, June 3, 2015, as information.
Carried.
12. Notice of Motions
12.1. Notice of Motion for which Previous Notice was Given
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Staff review the 2016 rates and fee schedule to include discount rental
rates for fundraising on Town owned properties;
AND THAT those discounts should apply to local Service Clubs and Fundraising
organizations who partner in contributing funds for Town use.
Carried.
12.2. Notice of Motion
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Staff bring forward a report to compare our Council remuneration to that of
other Councils of comparable size;
AND FURTHER THAT this report be available for 2016 budget deliberations.
Defeated.
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Council Meeting – Agenda - 12 -
12.3. Notice of Motion
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Town retain the Municipal property known as 8 Hardy Ave., which was
previously designated as surplus to the Town;
AND THAT the property be developed as a municipal parking lot.
Withdrawn.
12.4. Notice of Motion
Moved By: Councillor Rosehart Seconded By:
THAT the Town owned property known as 8 Hardy Avenue be used as overflow
parking for Community Events until the property is sold.
12.5. Notice of Motion
Moved By: Councillor Adam Seconded By:
THAT the Town of Tillsonburg place a four-way stop at the intersection of
Concession Street and Quarterline Road.
13. By-Laws
By-Laws from the Meeting of Monday, August 10, 2015
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
13.1. THAT By-Law 3922, To Authorize a Building Permit Fee Rebate for 137 Rolph
Street; be read a first, second and third and final time and that the Mayor and the Clerk
be and are hereby authorized to sign the same, and place the Corporate Seal
thereunto.
Carried.
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
13.2 THAT By-Law 3929 , To Appoint a Manager of Finance/Deputy Treasurer for the
Town of Tillsonburg;
THAT By-Law 3930, To Appoint a Deputy Clerk for the Town of Tillsonburg;
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Council Meeting – Agenda - 13 -
AND THAT By-Law 3931, To Amend Schedule A of By-Law 3876 to Define the
Mandate and Membership for Committees;
AND THAT By-Law 3932, To Establish the Rate of Remuneration for Members of the
Council of the Corporation of the Town of Tillsonburg for the 2014- 2018 term;
AND THAT By-Law 3935, To confirm the proceedings of Council at its meeting held on
the 10th day of August, 2015, Be read a first, second and third and final time and that
the Mayor and the Clerk be and are hereby authorized to sign the same, and place the
Corporate Seal thereunto.
14. Items of Public Interest
15. Adjournment
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Council Meeting of Monday, August 10, 2015 be adjourned at 10:26 p.m.
29
=
1. Call to Order
The meeting was called to order at 12:30 p.m
2. Adoption of Agenda
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT the Agenda as prepared for the Council meeting of Thursday, August 20, 2015, be
adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared
4. Delegations and Presentations
4.1. Council Tour of Town Facilities
Council Tour Itinerary 2015
5. Reports from Departments
5.1. Finance
5.1.1. FIN 15-34 2016 Budget Discussions
FIN 15-34 2016 Budget Discussions
Staff to follow-up with MPAC regarding calculations for fair market value of
properties.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Thursday, August 20, 2015
12:30 AM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
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Council Meeting – Agenda - 2 -
Staff to provide a comprehensive report during budget discussions on Payment
in Lieu of taxes.
Staff to determine if the THI dividend will be impacted in 2016 – the Board should
be presenting this to the shareholder.
Council priorities for the 2016 budget
Development of a Dog park
Waterpark maintenance and repairs.
To look at developing a splash pad
Elliot Fairbarn playground
Elliot Fairbairn property - to look at selling off pieces.
Look at town owned lands to determine surplus.
Council to send suggestions to be included in the 2016 budget to the Director of
Finance within the next couple of weeks.
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council receives report FIN 15-34 2016 Budget Discussions as
information.
Carried
5.2. Operations
5.2.1. OPS 15-28 Glendale West Subdivision Agreement
OPS 15-28 Glendale West Subdivision Agreement
OPS 15-28 Attachment 1 - Glendale West Subdivision Agreement with
Performance Communities Realty Inc
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receive Report OPS 15-28 Glendale West Subdivision Agreement;
AND THAT a By-law authorizing Mayor and Clerk to enter into the Subdivision
Agreement between the Town and Performance Communities Realty Inc. be
brought forward for Council consideration.
Carried
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Council Meeting – Agenda - 3 -
6. By-Laws
By-Laws from the Meeting of Thursday, August 20, 2015
Moved By: Councillor Stephenson Seconded By: Deputy Mayor Beres
THAT BY-Law 3936 To Authorize a Subdivision Agreement with Performance
Communities Realty Inc.,
AND THAT By-Law 3937 To confirm the proceedings of Council at its meeting
held on the 20th day of August, 2015, be read for a first, second and third and
final time and that the Mayor and the Clerk be and are hereby authorized to sign
the same, and place the Corporate Seal thereunto.
Carried
7. Adjournment
Moved By: Councillor Rosehart Seconded By: Deputy Mayor Beres
THAT the Council Meeting of Thursday, August 20, 2015, be adjourned at 1:45 p.m.
Carried
32
Garbage and Recycling Pick-up
is Changing
WASTELINE.CA
33
wasteline.ca
GARBAGE AND RECYCING PICK-UP IS
CHANGING
Why the change?
§Increase service delivery, making it more convenient for users
§Add additional items to the acceptable blue box material list
§Save money -$300,000/year
§Reduce greenhouse gas emissions -13%/year
When?
§September 14, 2015
Who’s Affected?
§All municipalities in the County of Oxford with the exception of
the City of Woodstock
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wasteline.ca
GARBAGE AND RECYLCING PICK-UP IS
CHANGING
What are the changes?
Single stream recycling
§Blue box materials no longer need to be sorted: program materials
can go into the same blue box
§New blue box materials include: empty aerosol containers, spiral
wound containers, thermoform and polystyrene food packaging, film
plastic and Tim Horton’s cups
Co-collection
§Garbage and recycling will be collected
at the same time by the same vehicle
§The collection vehicle has two compartments –
one for garbage and one for recycling
35
wasteline.ca
GARBAGE AND RECYCING PICK-UP IS
CHANGING
36
wasteline.ca
GARBAGE AND RECYCING PICK-UP IS
CHANGING
37
wasteline.ca
GARBAGE AND RECYLCING PICK-UP IS
CHANGING
What are the changes? (continued)
Six-Business Day Garbage and Recycling Collection
§Residents living in the Township of South-West Oxford
§Each week collection will advance a day with no collection on
week six –42 collections per year
Weekly Garbage and Recycling Collection
§Residents living in the Towns of Ingersoll and Tillsonburg and
the Townships of Zorra, East Zorra-Tavistock, Blandford-
Blenheim, and Norwich
§Statutory holiday collection with the exception of Christmas
and New Year’s day (collection will be moved to Saturday)
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wasteline.ca
GARBAGE AND RECYLCING PICK-UP IS
CHANGING
Weekly Garbage and Recycling Collection(continued)
39
wasteline.ca
GETTING THE MESSAGE OUT
§When’s my pick-up Widget?
§What goes where Widget?
§Wasteline.ca
§Waste Management Calendar
§Vehicle Signage
§Area Municipal Customer Service Training
§Advertising:
§Local newspapers
§Community and Municipal newsletters
§Radio and social media
GARBAGE AND RECYCING PICK-UP IS
CHANGING
40
wasteline.ca
POST PROGRAM LAUNCH
OPERATIONAL SUPPORT
Extra Collection Vehicles
§Three additional collection vehicles will be used to assist during the
first two-three weeks of the contract
§These vehicles will assist with handling high material volumes and
preventing long collection days due to drivers learning the routes
Extra Supervisory Staff
§Ensure routes are being travelled
§Ensure drivers are following program
guidelines (consistency with service
delivery)
§Perform site inspections and public
education
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Sept. 8/2015
Mayor Molnar, Councillors, CAO Calder and Administrative Staff
I am speaking to you in support of By-law 3939 to implement vehicular through-
traffic restricting mechanisms at the north limit of the Welding Street right-of-
Way. I am not only speaking for my wife and myself but also for the other primary
property owner on the east side of Welding, Mrs. Jeannie Mills of 22 Sanders and
as well with the support of neighbours in close proximity.
I will try to be brief but in all honesty there are enough incidents surrounding the
alley that I could write a book.
In 1972 during construction of the complex the Town decided it would be
beneficial to open up what had been a dead end alley for close to 100 years. It
appears from original surveys that it was only there to access two barns, our barn
at 18 Sanders (still standing) and one at 22 Sanders which was removed years ago.
The alley later served as the driveway for 18 Sanders where a garage was located.
We took the time and effort to turn the garage sideways as it soon became
apparent that I stood a good chance of being hit by a car getting my lawnmower
out as the garage doors opened a third of the way onto the alley. As well, it would
serve as a partial buffer to protect our house in the event of a car losing control
coming up the hill, as had happened on two previous occasions. One ended up in
the bedroom of the house we removed and another driver hit the utility pole by
our barn snapped it off and destroyed a portion of a new fence belonging to a
neighbour. If not for a bit of luck the back entrance of our new home would have
been destroyed as well.
1
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Over the nine years we have lived at 18 Sanders there have been countless
incidents and confrontations between drivers and pedestrians. We have seen
mothers with strollers, skate boarders, people walking dogs, children on bicycles
and people on medical carts all forced to take evasive action from carless drivers
all the way through from Sanders through the parking lot to Hardy. Fortunately so
far, there have been only a few minor scrapes that I am aware of but this happens
almost on a daily basis. Young children who are not particularly focused on their
surroundings and seniors, many hard of hearing, are constantly being frightened
by vehicles and forced to move sometimes very quickly.
The increase in the use of the complex and surrounding area has also increased
the use of the alley. Because of its’ unique location to the complex, the pedestrian
traffic was noticed by the architect hired to complete a Conceptual Master Plan
for Memorial Park. In the plan which had input from the Community and the
Parks and Rec advisory committee, it was noted that the alley should be closed at
the north end to allow for the safety of the citizens now using it daily as it lends
itself to be another of the walking paths in the area.
The increase in vehicular traffic is not all coming from or going to the complex
area. Many vehicles use the alley as a short cut from Lisgar Ave, I have watched
many times from our property as they cross from Lisgar or go to Lisgar from
Sanders. And then heading south they more often than not, turn left and then
right onto Hardy. Those individuals in particular use excessive speed. We have
followed drivers down Broadway as they drive past the Lisgar entrance come up
Sanders and go back down the Alley to the Complex. I have asked a few of them
over the years why they do that and the answer is always the same, “this is the
way I have always done it”. Some we have questioned actually thought it was the
only way to the Seniors Centre. Perhaps this could be remedied with proper
wayfinding signage.
We have School buses (complex staff do their best to deter them) motor coaches,
highway tractors with trailers, cube vans of all description like CanPar and UPS,
trucks with boats, I could go on but I’m guessing you’re getting the picture. The
Alley is an off kilter turn onto Sanders and some large vehicles like buses cannot
2
46
make the turn in one try. Ten years ago when we purchased the property ,
Sanders at the Alley entrance was in perfect condition. Now, due to large vehicles
dropping off the curb due to the tight right turn, the asphalt has been destroyed
and must be patched each spring.
A concern was brought forward that traffic would be more congested trying to
exit the area after a large event without the use of the alley. And that Hardy is
avoided due to the twists and turns near the complex, which may be true but
there are actually many more twists and turns on Hardy south of Sanders to
Concession. It should be noted that municipalities spend large amounts of money
to create traffic calming effects in high pedestrian areas, such as the curve on
Wilson Ave in Hickory Hills. Hardy in the Complex area has a near perfect traffic
calming effect and considering the number of pedestrians of all ages using the
area we should encourage the use of Hardy. However my hope is that traffic will
shift to Hardy north then on to Lisgar east and west as they exit the complex area
rather than Hardy south for the following reasons;
Sanders St. is only 30 feet wide with no turning lane onto Broadway and very
poor site lines. It is suspected the death of an 88 year old this past winter at
Broadway and Sanders, was due to the poor site line. There is also no turning lane
from Broadway onto Sanders which has also resulted in a number of accidents
and no room currently exists to build turning lanes.
Hardy Ave south (in front of the ice pads) to Sanders is 34 feet wide . Hardy on
the south side of Sanders is full of many twists and turns all the way to
Concession.
Conversely, Hardy Ave north to Lisgar exiting the Complex area is 37 feet in
width and has room for vehicles to turn east and west onto Lisgar Ave.
3
47
Lisgar Ave East is 37 feet wide.
Lisgar Ave West is 37 feet wide and includes left and right hand turning lanes
onto Broadway and from Broadway onto Lisgar. And the area could be further
enhanced with proper signage located on Broadway.
WELDING ALLEY IS ONLY 14 FEET WIDE! (less than half the size of the others)
Creating a one way alley does not solve the problem of vehicles cutting through a
parking lot, but it may create a few. Who would enforce the by-law, and which
direction would traffic flow? Drivers don’t obey the stop sign at the south end of
the alley so I highly doubt they would pay any attention to a one way sign. Would
it reduce the effect of forcing pedestrians off the alley? I doubt it very much.
Will there be a slight inconvenience for some neighbours, yes, and just as much
for us as I turn north about 1/3 of the time, but we are tired of watching as
drivers ignore common sense and routinely put people at risk . Not everyone that
uses the alley is reckless, a few are very courteous but increasingly impatience
seems to win out and the innate “ God Given Right to drive where ever I want”
becomes the rule.
Speed Bumps may have an effect on speed but only in a short distance and
depending on where they were placed, could have the opposite effect as drivers
may speed up once the rear wheels have gone over the bump. As well they will
have or may have an even bigger effect on med carts, skate boarders, bicycles or
anything with wheels.
As indicated by Jeff Molenhuis, Manager of Engineering, the best option is to
close Welding Alley at the north end. It is the logical way to mitigate avoidable
consequences.
4
48
Should you choose not to close the alley, I would then request that the following
signage be provided:
Speed Limit
Hidden Driveway
Children Playing
Watch for Pedestrians
Duck Crossing
No Trucks/Buses
AND ADDITIONAL STOP SIGNS AT THE SOUTH END, SINCE APPARENTLY ONE SIGN
IS NOT ENOUGH!
Respectfully,
Larry and Donna Scanlan
18 Sanders St.
5
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A Time for ActionCanada has a long and rich automotive history. Only recently we ranked as the fourthlargest producer in the world, and punched far above our weight in international autotrade. Unfortunately, that legacy has been undermined by global pressures and policyneglect. Yet despite its recent tribulations, Canada’s auto sector remains vibrant andresilient, and is still crucially important to our national economy.
There are many positive signs that Canada’s auto prosperity can be regained: growing autosales, renewed investment in some Canadian locations, 12,000 new auto jobs created since2009, and a lower dollar. But to take advantage of these opportunities, it is essential thatthe federal and provincial governments cooperate to develop and implement a consistentand effective National Auto Strategy. With a federal election this autumn, and Ontario akey electoral battleground, this is a crucial moment for autoworkers, and everyone with astake in this industry, to make our voices heard.Talk to your local political candidates. Enlist the support of local businesses and chambersof commerce. Discuss the issue at your local union or community meeting. Write a letterto your local paper.Make sure your voice is part of our call to sustain and grow this vital part of Canada’s economy.1
Still Critical:Auto assembly and parts manufacturing, despite the troubles of the last decade, stillmake a disproportionate contribution to key Canadian economic metrics:•Total Direct Employment: 120,000.•Total Employment (counting “spin-off” jobs): over 400,000.•Total Shipments: $56 billion (assembly); $27 billion (parts).•Total GDP: $17 billion value-added.•Exports: $66 billion (second-most important export industry).•Productivity: $210,000 per worker per year (assembly).•Average Annual Incomes: $72,000 (assembly), $55,000 (parts).All data 2014. Source: Unifor Research from Statistics Canada, Industry Canada Strategis, includes auto assemblyand parts. Spin-off jobs generated at 10:1 ratio from major OEM plants (Center for Automotive Research,Contribution of the Automotive Industry to the Economies of all Fifty States and the United States, 2010).
50
Getting Back on the Road:1.Better integrate the federal and provincial investment attraction efforts, and developa “one-stop” system to win new investment in Canadian assembly and parts plants.2.Ensure Canada’s investment incentives are competitive and efficient, with flexiblerules and procedures, and sensible fiscal and tax features (for example, removing thecurrent federal tax which is charged on up-front incentives).3.Ask the House of Commons International Trade Committee to commission anindependent study of the $10 billion trade deficit in automotive products withMexico, its causes and consequences, and potential strategies for reducing it.4.Increase fiscal support for Canadian research and development in new automotiveproducts and technologies, in conjunction with industry and universities, withprovisions to ensure that Canadian production benefits from the resulting research.5.Currency imbalances can dramatically affect trade flows and investment decisions.Canada’s interest rate and banking policies should take into account the importanceof stabilizing the Canadian dollar at or near its fair value. And future tradeagreements must contain measures which offset currency manipulation anddistortions by other countries.6.Ensure that Export Development Canada’s top priority is attracting and supportinginvestments in Canadian-based factories (not foreign factories).7.Ensure that Ontario’s new carbon pricing system is applied in a manner thatenhances the business case for new investment in Ontario automotive plants.8.Commit to engaging all stakeholders (through the Canadian Automotive PartnershipCouncil and other bodies) to finally develop and implement a focused, consistent,and effective National Auto Strategy.
EW:CFU
We propose eight immediate, concrete steps to kick-start a National Auto Strategy:
For further information, read the Unifor bulletin, “Searching for Stable Ground: Securingthe Future of Canada’s Auto Industry,” available at www.unifor.org.
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Searching for stable ground:securing the future ofCanada’s auto industry
June 2015
52
Unifor | Searching for stable ground: securing the future of Canada’s auto industry | June 20152
Canada’s auto industry has survived unprecedented upheaval since the global financialcrisis and resulting recession of 2008-09. On one hand, the industry has demonstratedimpressive resilience: output and exports have reattained levels similar to those thatprevailed in the years before the crisis (with total assembly output stabilizing at just under2.5 million vehicles per year, and parts shipments rebounding to above $25 billion peryear). Modest but continuing job-creation in both assembly and parts is anotherencouraging sign. Canadian plants continue to achieve superior recognition for theirquality, productivity, and consumer appeal.The Canadian auto industry is certainly smaller and leaner. And auto manufacturingcommunities have endured painful dislocation. But the industry is still here, and continuesto make an enormous and strategic contribution to national output, exports, productivity,and incomes.On the other hand, the industry’s long-term future in Canada is far from secure. Our plantsface an intense global competition for new investment and product allocations, which theyneed in order to remain highly utilized and profitable. Globalization and free tradeagreements have undermined the demand for Canadian-made products, and made it easierfor auto companies to exploit low-cost, often repressed workers in other countries.Employers then take advantage of unemployment and insecurity here in Canada to furtherdrive down compensation and working conditions here at home.
Still Critical:Auto assembly and parts manufacturing, despite the troubles of the last decade, stillmake a disproportionate contribution to key Canadian economic metrics:•Total Direct Employment: 120,000.•Total Employment (counting “spin-off” jobs): over 400,000.•Total Shipments: $56 billion (assembly); $27 billion (parts).•Total GDP: $17 billion value-added.•Exports: $66 billion (second-most important export industry).•Productivity: $210,000 per worker per year (assembly).•Average Annual Incomes: $72,000 (assembly), $55,000 (parts).
All data 2014. Source: Unifor Research from Statistics Canada, Industry Canada Strategis,includes auto assembly and parts. Spin-off jobs generated at 10:1 ratio from major OEMplants (Center for Automotive Research, Contribution of the Automotive Industry to theEconomies of all Fifty States and the United States, 2010).
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Meanwhile, our own governments have been tentative and uncertain in response to thesechallenges. To be fair, they have made important efforts to support Canadian investments– but in an ad-hoc and inconsistent manner, with no clear strategic vision to guide them. Itis obvious that Canada lacks an effective, focused, consistent National Auto Strategy. Butthat’s exactly what we need if we are to retain the industry we have left – let alonesuccessfully grow it in future years.This bulletin will review the recent performance of Canada’s auto industry, highlightingboth the challenges it continues to face, and its enduring strengths. It will describe theimportant spin-off benefits (employment, trade, and fiscal effects) which the industrycontinues to generate for Canada’s entire economy. And it will reinforce that Canadiangovernments must move energetically to reinforce the industry with a strong National AutoStrategy, if we want to continue to harvest those benefits in the years ahead.OutputFigure 1 shows annual assembly output from Canada’s auto industry. The industry peaked ata record of over 3 million vehicles in 1999: driven by smart trade policy (namely, the Canada-U.S. Auto Pact), a competitive currency, the savings from public health care, and outstandingproductivity growth and quality performance. Ironically, that was the same year the WorldTrade Organization first ruled that the Auto Pact violated the “laws” of global free trade (andtwo years later Canada’s government bowed to the WTO’s wishes and dismantled the Pactaltogether). Meanwhile, Mexico’s industry was taking off in the wake of the 1994 NAFTAdeal, and the surge of offshore imports to North America was gathering momentum.
Figure 1: Canadian Assembly Output
y (m i l l i o n )
3.5
3
2.5
a n A s s e m b l y
2
1.5
T o t a l C a n a d i a
2014 2010 2005 2000 1995 1990
1
0.5
0
Unifor | Searching for stable ground: securing the future of Canada’s auto industry | June 2015 3
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Unifor | Searching for stable ground: securing the future of Canada’s auto industry | June 20154
So Canada’s output slipped over the coming years, and Canada fell from the 4th largest autoproducer in 1999 (a remarkable achievement for a small country) right out of the top ten by2008. That’s when things got much worse: with a global financial crisis unleashed as aresult of failed financial speculation and weak government regulation. The auto industrywas hit hard, and output fell dramatically (to the lowest level since 1982). We avoided totalcollapse, however, thanks to the sacrifices of Canadian auto workers, strong governmentinterventions in Canada and the U.S. to save GM and Chrysler, and a surprisingly quickrebound in continental sales. Output rebounded 65% over the next three years, and hassince stabilized at just under 2.5 million units per year (see Figure 1).EmploymentLike output, employment hit a low point in the 2008-09 downturn, when sales contractedbadly in the face of weak demand, corporate restructuring, and plant closures. Since then,however, about 12,000 auto jobs have been created in Canada: half in assembly and half inparts. By 2014 over 120,000 Canadians were employed in automotive manufacturing: closeto 70,000 in parts and components production, 40,000 in vehicle assembly, and another12,000 in the manufacture of bus and truck bodies and trailers (see Figure 2). The industryhas regained about one fifth of the jobs it lost in the years culminating in the 2008-09recession. That’s not enough – but at least employment is heading in the right direction.Incomes in the auto industry are superior to other occupations – although real wages have beenclawed back significantly during the last tough years. Average annual incomes in auto assembly
Figure 2: Canadian Auto Manufacturing Employment
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in 2014 were $72,000 (about 50 percent higherthan the Canadian average). Incomes in partsproduction (averaging $55,000 in 2014) areabout 15 percent higher than average.Outstanding productivity (the average autoassembly worker produces an incredible$210,000 of GDP per year – making it one ofthe most productive industries in Canada’sentire economy) provides a real economicfoundation for that prosperity. In sum, theauto industry is a crucial source of well-paying,high-productivity jobs, all the more importantgiven the preponderance of low-wage, part-time, precarious jobs in recent years.International TradeThe global auto industry incorporates very strong international trade links. Indeed, tradeis essential to successful auto production: strong specialization and economies of scale inauto assembly mean that no single economy could ever single-handedly produce all of thedifferent vehicles demanded by its consumers. Ever since the Canada-U.S. Auto Pact of1965, Canada’s auto industry has been fully integrated on a continental basis: most of ouroutput is sold into the U.S. market, while most of our purchases come from the U.S. andother countries. This pattern of specialization and trade can be highly beneficial – but onlyif trade is two-way, broadly balanced, and mutually beneficial.Until the late 1990s, Canada’s strong position in continental investment and productiongenerated healthy automotive trade surpluses. The Canadian content requirements of theAuto Pact, the strong productivity and quality record of Canada’s relatively modern autoplants, and the advantages of a competitive currency and our public medicare systemallowed Canada to win a share of auto production that exceeded our share of total autosales. But our trade success was never “one-way”: our surplus was modest as a share oftotal two-way trade with the U.S., we shouldered a large ongoing trade deficit in auto parts,and we also experienced a chronic outflow of profits and other investment income(because our assembly industry was 100% foreign-owned). So while Canada benefitedfrom this trade, so did the U.S.That trade success began to crumble after the turn of the century, for several reasons. TheWTO banned the Auto Pact (and hence the requirement that participating manufacturersmaintain a proportionate share of production in Canada was abolished). The Canadian
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dollar took off to the stratosphere beginning in 2002 – due to soaring oil prices andunchecked financial speculation. The surge of imports to North America (from Japan,Korea, and Europe) also accelerated, undercutting demand for Canadian-made productsboth at home and in the U.S. And Mexico’s auto industry reached critical mass and beganto suck in a huge share of total North American auto investment. Within a decade aftersigning NAFTA, Mexico suddenly became the favoured jurisdiction for new plants: based onsuper-low labour costs, suppression of normal union activity and political dissent, and arapidly developing supply base.The resulting flood of imports from Mexico, Asia, and Europe ate away at Canada’s trade performance. Our once-mighty automotive trade surplus became a net deficit by2006 (see Figure 3), and this deficit swelled further in subsequent years. By 2014 thedeficit reached a record $19 billion. This marks an incredible $35 billion deterioration innet trade performance in just 15 years (compared to the peak surplus of almost $15 billion enjoyed in 1999). Over the halt the auto trade deficit is now with Mexico.Despite the erosion of our overall auto trade balances, the industry is still a crucial elementof Canada’s participation in world trade. Automotive products are still Canada’s second-largest export (second only to petroleum). Given the recent decline in oil prices, it ispossible that automotive products will regain its first-place position as Canada’s top exportin the years ahead.
Figure 3: Canada’s International Automotive Trade Balance
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Key RatiosSeveral other key measures further attest to the relative erosion of Canada’s automotiveposition within the globalizing world industry. One important measure is the ratio of autoproduction in Canada, to the level of auto sales. As we have seen, output in Canadastabilized at under 2.5 million units per year (after the 2008-09 crisis). But Canada’s ownauto sales remained relatively vibrant throughout this period – and more recently havebeen setting annual sales records, year after year. The combination of stagnant productionwith growing sales implies that our industry is not keeping up with the domestic market.This is evidenced by the declining ratio of assembly to sales in Canada (see Figure 4): thisratio declined from over 2 during the peak years of the late 1990s, to 1.25 in 2014 (this ratioeven plunged briefly to 1-to-1 in the crisis year of 2009).
Some might conclude that since this ratio is still above 1 (for now, anyway), Canada has“nothing to complain about”: we still produce more than we consume. But thisconclusion is misleading. First off, don’t forget that Canada produces far fewer auto partsthan we consume ($21 billion less in 2014) – and most of the value-added in a new carcomes from its parts, not from its assembly. So on an overall basis, Canada alreadyproduces less automotive content than we consume, even though we assemble morevehicles than we buy. (This explains why we have an automotive trade deficit, despiteproducing more vehicles than we sell here; the deficit in auto parts is much larger thanour surplus in finished vehicles.) Moreover, the declining trend in the production-to-sales
Figure 4: Production-to-Sales Ratio
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ratio is a clear warning sign that Canada could quickly lose its place in the global industryif we don’t turn things around.
A similarly worrisome sign is the erosion of Canada’s share of total production within theintegrated continental marketplace. Traditionally Canada represented at least 15% of allNorth American assembly. This ratio even grew somewhat in the initial years after NAFTA.Overall industry conditions during that time were being undermined by the growth ofimports from offshore. But within North America, at least, Canada was able to hold itsown, for a while. Ironically, even in the crisis-ridden years of 2009 and 2010, Canada’scontinental share reached 17% – a near-record high. This was partly due to the effective“Canadian manufacturing footprint” measures implemented by our governments at thattime, as a condition of their participation in the binational effort to rescue GM andChrysler from collapse.
Since 2011, however, Canada’s share of total continental production has declineddramatically – and it shows no sign of pulling out of that nose dive (see Figure 5). It’snot that Canadian output has fallen: as noted, assembly has stabilized (at close to 2.5million vehicles per year) since the financial crisis. But as continental sales recover(U.S. sales in particular have rebounded faster than analysts expected, driven by strongjob-creation and growing consumer confidence), Canada’s producers have not beensharing in the new opportunities.
Figure 5: Canada’s Share of North American Assembly
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r e N .A . A s s e
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Instead, the overwhelming share of new growth has been captured by Mexico. Since 2009that country has “landed” eight new assembly plants, as automakers of all kinds rush to takeadvantage of low labour costs, a developing transportation infrastructure, and an expandingsupply base. Mexico now accounts for one in five of all vehicles assembled in North America.The U.S. accounts for two-thirds of continental production (a share that has been stablesince the financial crisis). And Canada is down to producing less than one vehicle in seven.InvestmentOne especially worrying indicator of Canada’s automotive position has been the decline ofnew investment spending in Canadian plants. Whether it is investing in new tooling in anexisting facility (perhaps in conjunction with a new product allocation), or building a brandnew greenfield plant, continuing capital spending is essential to maintain the vitality andviability of our industry. Strong capital spending in previous years (especially the booming1980s and 1990s) laid the groundwork for quality, productivity, exports, and job-creation.But now, in the context of global pressure and the race to Mexico, investment spending inCanadian facilities has suffered.Prior to the financial crisis of 2008-09, capital spending in Canadian assembly and partssectors averaged over $3 billion per year (Figure 6). New investment declined sharply duringthe crisis, to less than half that traditional level; this was not surprising, given miserablemarket conditions and the financial crunch faced by many auto producers. But even in theyears since the recovery began, investment has not yet regained its former levels.Figure 6: New Capital Spending in Canadian Auto Plants
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Some important new investment commitments to Canadian plants have been made in thepast year, and those commitments (once operationalized) will lead to an improvement inthe data illustrated in Figure 6. These include major capital spending in Chrysler’s assemblyplant in Windsor, Ford’s Oakville operation, GM’s plant in Ingersoll, and re-tooling andexpansion at Toyota and Honda. In every case, government played a crucial role incementing new capital spending: including investment supports, restructuring assistance(tied to Canadian content), and infrastructure improvements. But several other autofacilities in Canada are in a desperate struggle to confirm future investment and productallocations. Taking active measures to enhance Canada’s share of automotive investmentspending, and ensure a long-run future for our existing plants (perhaps, one day, evenwinning new ones) must be the number one priority for a National Auto Strategy.Trade with Mexico is Not “Free”The stunning take-off of Mexico’s auto industry occurred in the wake of the NorthAmerican Free Trade Agreement (NAFTA), signed in 1994. That deal gave Mexican plantsfull, unconditional access to the U.S. and Canadian markets – with no requirement forreciprocal trade. Of course, no industry can pack up and move to another countryovernight: especially an industry with large fixed capital requirements, like auto. But overtime, industries can migrate as surely as birds: old plants are worn down and not replaced,and new ones are built elsewhere. Initially, Mexico’s expansion was limited by a lack ofreliable transportation infrastructure and regional auto parts capacity. But that changedover time, as more parts plants joined the migration south, and transportation linksbecame more developed.The “giant sucking sound” which NAFTA critics warned of in 1994 has proven absolutelytrue: global companies treat Mexico primarily as a source of cheap labour. Export-orientedproduction in Mexico does not translate into a mutual and beneficial two-way trade flow.Our jobs are lost as more plants move south. And the continental race-to-the-bottomunleashed by this distorted version of “trade” undermines wages and working conditionsacross the continent.In Canada’s case, Mexico’s rapid automotive expansion translates inevitably into a hugeand growing bilateral auto trade deficit. Mexico is producing more vehicles and selling intoCanada without limit. Investment in Canadian facilities is undermined accordingly – notsurprisingly, given the lure of rock-bottom production costs down there. Yet Mexicanscannot afford to buy the vehicles (or much of anything else) that we produce. The result isa one-way street that is rapidly becoming a superhighway.Since NAFTA was signed, Canada’s automotive imports (vehicles and parts) from Mexicohave grown five-fold, reaching $11 billion in 2014. Our exports to Mexico last year were
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only $800 million – actually lower than a decade ago. (So much for Canada benefiting fromMexico’s growth.) Surging imports and insignificant exports can mean only one thing: anenormous and growing automotive trade deficit that exceeded $10 billion in 2014 (seeFigure 3). That is the largest bilateral trade deficit that Canada has ever experienced (muchbigger even than huge auto deficits experienced in various years with Japan).The most galling and offensive aspect of Mexico’s automotive take-off is that averageMexicans are not even benefiting from this southward continental migration. Realindustrial wages in Mexico are no higher (after inflation) than they were when NAFTA wassigned – despite the incredible expansion of output, quality, and productivity since then.Mass displacement of agricultural populations (another legacy of NAFTA) has pushedmillions of desperate Mexicans off the land and into urban labour markets. Mostinsidiously, there is a demonstrated and sustained pattern of democratic and laboursuppression in Mexico that prevents Mexicans from winning a fairer share of the growingpie they produce. A few Mexicans have benefited enormously (telecommunicationsmagnate Carlos Slim, for example, is the richest person in the world, with a personalfortune of $80 billion). But most still live in poverty, and it is a deliberate goal ofgovernment policy to keep wages low. Mexico has by far the worst inequality of anycountry in the Organization for Economic Cooperation and Development. Industrial wagesin China are now higher than in Mexico.The frightening and violent reality of Mexico’s political and labour relations climate hasbecome increasingly obvious in recent years. One shocking example was the massacre of
Winning Streak:Since the global financial crisis and world recession of 2008-09, eight new vehicleassembly plants have been constructed or announced in Mexico:
●General Motors San Luis Potosi.●Nissan Aguascalientes.●Honda Celaya.● Mazda Salamanca.●Audi San Jose Chiapa.●Mercedes Benz Aguascalientes.●BMW San Luis Potosi. ● Toyota Guanajuato.
These new plants could push Mexico’s assembly output from over 3 million unitsper year today, to over 5 million units within 5 years. And Canada’s already hugeauto trade deficit with Mexico could double.
Source: Unifor Research from media reports.
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43 student protestors in Iguala in 2014 – a crime against humanity committed with thecomplicity of local police and government officials, and which the government (and themedia) only began to investigate seriously following unprecedented nation-wide protests.Canadian government officials have made no comment on this outrage (even as they waxeloquent about human rights and religious freedom in the Middle East). Media punditsblame the whole problem on “drugs.” But there are deeper, systemic problems of corruption,rule of law, and police violence that suppress the normal economic and social processesexpected in a free society. Violence, extortion, hijackings, and kidnappings are even a worryfor top managers of the global companies who have established facilities in Mexico (forcingthem to spend significantly on security and related costs). But this does not stop them fromrushing to take advantage of Mexico’s desperate, low-cost, repressed labour force.This situation can hardly be described as “free trade” in any legitimate sense of thatconcept. Mexican workers are hardly free: they have no power to demand and win adecent share of the wealth they produce. Mexicans working in an auto factory are nodoubt grateful for the job they have been able to find – but that is only relative to thedeprivation and violence that surrounds them. And conditions, compensation, and legalrights in Mexican auto plants can only be described as outrageous by Canadian standards.Worst of all, they are not getting better.NAFTA defenders smugly claim that thosewho opposed continental free trade had their“heads in the sand,” and that subsequentevents have proven free trade was the rightidea all along. This claim is nothing more thanthe propaganda of those with power.Canada’s trade relations with Mexico are one-sided and indisputably damaging to oureconomy and labour market. (Remember,our enormous automotive trade deficit isjoined by an even larger deficit in othermanufactured goods, producing an overall bilateral imbalance that exceeded $23 billion in2014.) It is time to have an honest discussion in Canada about the long-run loss of investmentand employment that NAFTA continues to facilitate – and to investigate the reasons behindboth the unsustainable imbalance in our bilateral trade with Mexico, and the continuedlanguishing of economic and political conditions there. For this reason, Unifor is asking theHouse of Commons International Trade Committee to conduct an official inquiry into thecauses and consequences of Canada’s trade imbalance with Mexico. Remedies to thesituation can then be informed by a better understanding of the nature of the problem.
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Tracking the Spin-Off EffectsThe positive employment, fiscal, and trade spin-off effects from auto production are well-appreciated by economists, industry, and government alike. There are several key reasonswhy the auto industry plays a uniquely important and strategic role in the national economy:•The industry is very technology-intensive, and uses a high amount of capital equipmentin production.•Thanks to capital tooling and highly-skilled workers, productivity is very high.•Thanks to high productivity (and to the efforts of unions), incomes are also relatively high.•Most of the industry’s output is exported, and hence it contributes to national tradeperformance.•The industry supports an extremely complex supply chain, which leads to additionaljobs in many different industries.Because of these features, each job in a major auto facility ultimately supports a muchlarger complement of employment and income throughout the national economy. Thesepositive spin-off effects can be grouped into two broad categories:•“Upstream” effects: Jobs and income generated in auto parts production and all theother specialized supply and service industries which provide inputs to auto production(including metal, plastic, electric and electronic, utilities, business and marketingservices, transportation, and more).•“Downstream” effects: Jobs and income generated in the domestic industries whichdepend on the incomes and spending power of those employed in auto production andthe supply chain (including home-building, local consumer goods and retail,entertainment and hospitality industries, and even public services such as education andhealth care… which after all are financed in part from the taxes paid by auto workers).Past research has indicated that each job in a major auto facility (assembly or powertrain)supports a total of ten positions elsewhere in the national economy, thanks to bothupstream and downstream spin-off effects.1
To enhance our understanding of the importance of these linkages in the Canadian context,Unifor recently commissioned an independent research study from the Centre for SpatialEconomics (C4SE, an economic consulting firm based in Ontario). The study considered thepotential loss of employment, incomes, and tax revenues resulting from a worst-casescenario: the total closure of one of Canada’s major automotive assembly facilities (the GM
1 For example, see Kim Hill, Debra Menk, and Adam Cooper, Contribution of the Automotive Industry to the Economies ofall Fifty States and the United States (Ann Arbor, MI: Center for Automotive Research, 2010), 64 pp.
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complex in Oshawa). This facility (like many others in Canada) is currently fighting to winfuture capital investment and product mandates.The C4SE report (available on the Unifor website, www.unifor.org) provided concrete,surprising evidence of the enormous impact that even a single automotive complex canhave on the evolution of the entire national economy:•Within two years of the closure of the complex (eliminating 4100 direct and salariedpositions), a total of 33,000 jobs were lost in the broader economy (due to spin-offcontractions in the supply-chain and in downstream consumer spending).•National GDP contracts by over $5 billion per year.•Wages decline across the entire labour market, shocked by the loss of so many highly-productive well-paying jobs: on average, workers in Ontario each lose over $300 inannual labour income. •Other long-run labour market effects include a significant out-migration from Ontario.Perhaps most tellingly, the federal andprovincial governments are among thestakeholders most harmed by the loss ofthis major automotive manufacturingcomplex. Their combined loss of revenues(income taxes, sales taxes, and corporatetaxes, all resulting from the contraction inbroader GDP) exceeds $1 billion per year inthe period immediately following closure.Even many years after closure, the twolevels of government still forego hundredsof millions of dollars in revenue each year.Ottawa’s losses exceed the revenues lost by the provincial government (reflecting thefederal government’s larger tax take in the whole economy).This finding gives the two governments ample fiscal reason to act quickly to protectCanada’s auto manufacturing footprint. And it disproves the claim that governmentparticipation in new auto investments represents some kind of “hand-out” or“corporate welfare”: to the contrary, if government does not act to stabilize and growCanada’s industry, then government budget balances (and all Canadian taxpayers) willsuffer enormous revenue losses. Supporting the auto industry truly constitutes a fiscal“investment” by government – and one with a very quick and beneficial pay-back.
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Getting Back on the Road:Canada’s auto industry can survive, and thrive, even in a hyper-competitive globalenvironment. But to do so, it must be supported by a focused, consistent, and effectiveNational Auto Strategy. So far, despite years of talking, and many ad-hoc interventions,the federal and Ontario governments have failed to implement such a Strategy. Manypolicy tools must be invoked, to create the winning conditions for a successful and stableindustry – including fiscal, trade, technology, procurement, skills, and infrastructuremeasures. (The former CAW outlined a detailed proposal for such a strategy in its 2012document, Rethinking Canada’s Auto Industry.) To get the ball rolling, here are eightimmediate and pragmatic measures that would better align and focus Canada’s autopolicy, and win a fair share of the auto investments we desperately need. They aredescribed further in the following pages::1.Better integrate the federal and provincial investment attraction efforts, and developa “one-stop” system to win new investment in Canadian assembly and parts plants.2.Ensure Canada’s investment incentives are competitive and efficient, with flexiblerules and procedures, and sensible fiscal and tax features (for example, removingthe current federal tax which is charged on up-front incentives).3.Ask the House of Commons International Trade Committee to commission anindependent study of the $10 billion trade deficit in automotive products withMexico, its causes and consequences, and potential strategies for reducing it.4.Increase fiscal support for Canadian research and development in new automotiveproducts and technologies, in conjunction with industry and universities, withprovisions to ensure that Canadian production benefits from the resulting research.5.Currency imbalances can dramatically affect trade flows and investment decisions.Canada’s interest rate and banking policies should take into account theimportance of stabilizing the Canadian dollar at or near its fair value. And futuretrade agreements must contain measures which offset currency manipulation anddistortions by other countries.6.Ensure that Export Development Canada’s top priority is attracting and supportinginvestments in Canadian-based factories (not foreign factories).7.Ensure that Ontario’s new carbon pricing system is applied in a manner thatenhances the business case for new investment in Ontario automotive plants.8.Commit to engaging all stakeholders (through the Canadian AutomotivePartnership Council and other bodies) to finally develop and implement a focused,consistent, and effective National Auto Strategy.
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Taking the Next StepsIt would be easy to be pessimistic about the future of Canada’s auto industry, given thedaunting global trends which confront this vital sector. But that would be a mistake. Thereare plenty of other countries where a combination of active policy support, collaborationamong key stakeholders, and a commitment to top-notch quality and innovation havecombined to support continued industrial success – even in a relatively high-costenvironment. For example, countries such as Germany, Japan, and Korea continue toimplement a broad mix of policies (from active trade supports to technology incentives tostrategic subsidies to outright public ownership) to ensure continued investment,employment, and net exports from their auto producers. Even the U.S., despite itssupposed commitment to “free enterprise,” has wielded strong government measures(including huge capital subsidies, “Buy America” procurement policy, and moral suasion) tostabilize its share of investment and employment.Canada’s governments (both federal andOntario) have taken some important stepsin recent years to defend Canada’s industryin the face of the 2008-09 downturn, andother continuing challenges. Most notable,of course, was the dramatic and successfuljoint effort (in conjunction with the U.S.government) to save GM and Chrysler fromcollapse in 2009; that restructuringstabilized the Canadian footprint of bothcompanies, and helped win crucial newinvestments in some of their Canadianplants. But now the governments are ending their direct involvement with the twocompanies (selling off their shares, and allowing the Canadian footprint commitments tolapse). For other auto producers, and in the parts sector, government policy interventionshave also been important (helping win key new investments), but have been similarlyinconsistent and ad-hoc. Crucial potential investments (like an important recent proposal tobuild high-tech small engines in Ford’s Windsor complex) have slipped through our fingers, inpart due to Canada’s inconsistent and uncertain auto policy framework.The need for a clear, consistent, and powerful National Auto Strategy in Canada has longbeen acknowledged by automotive stakeholders – including through industry bodies likethe Canadian Automotive Partnership Council (CAPC), which Unifor participates in. Despitetheir occasional interventions, despite the existence of pre-approved budget programs
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(such as the federal Automotive Innovation Fund), and despite the rhetoric of campaigningpoliticians, Canada still does not have such a Strategy.The industry has demonstrated its resilience by surviving the turmoil of global crisis andcorporate restructuring. And it continues to generate huge economic and fiscal spin-offbenefits that demonstrably improve the well-being of all Canadians (not just those whowork directly in the industry). Now is the moment for government to support the long-runstabilization, and eventual growth, of our industry. They must work with industrystakeholders (through CAPC, and through other forums), to define and implement policiesthat truly allow Canadian operations to not just survive – but to thrive. We propose severalimmediate, concrete steps (summarized in the box, on p.15) that could be taken to kick-start a National Auto Strategy.1.Better integrate the federal and provincial investment attraction efforts.At presentthere is little coordination between federal and Ontario governments in pursuingpotential investments for Canada, and supporting those investments with fiscalincentives and development approvals. More coordination and cooperation betweenthe two governments would go a long way toward presenting a consistent, moreappealing Canadian case to global automakers. The Canadian Automotive PartnershipCouncil has proposed a joint federal-provincial bureau to coordinate the investmentattraction effort – but the idea has been turned down by the federal government.2.Ensure Canada’s investment incentives are competitive and efficient.Previousinvestment incentives have been provided on an ad-hoc basis. Some investments aresupported, some are not, and the level of support is never clear to automakers ahead oftime. Some rules associated with investment incentives make them of little practicalvalue. In some cases, the government actually takes back some of the support as soonas it is given: for example, the federal government treats investment supports as a formof taxable income, so the automakers must return some of the money immediately toOttawa. Innovative ownership structures could be pursued (where governments take anequity position in new projects, perhaps through build-and-lease arrangements) tomaximize the appeal of a Canadian location, while protecting the public interest.Incentives can be tied to specific commitments regarding proportional production sharesand other flexible rules. A good example of this approach is the “Canadian footprint”commitments negotiated with both GM and Chrysler in the 2009 restructuring deals,which were a powerful factor behind the continued strong Canadian presence of bothcompanies – but which unfortunately expire at the end of 2016.3.Study the automotive trade deficit with Mexico. The evidence is overwhelming thatautomotive trade and investment relations with Mexico are unbalanced and highlydamaging to Canadians. No matter how often politicians repeat their mantra that “free
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trade is perfect,” the inconvenient facts (a $10 billion auto trade deficit, correspondingto the loss of at least 15,000 good auto jobs) cannot be denied. NAFTA is not set instone. As a simple first step, we ask the House of Commons International TradeCommittee to commission an independent study of the imbalance in automotive tradewith Mexico, its causes and consequences, and potential strategies for reducing it. Thestudy should also consider the economic implications of free trade with a jurisdiction inwhich the normal processes of dissent, collective bargaining, and public opinion do notexert their expected influence (and hence wages and other prices do not respondnormally to economic growth and productivity). This problem is reflected mostworryingly in the continued suppression of human and labour rights in Mexico, and theresulting stagnation of wage levels despite soaring exports and productivity.4.Increase fiscal support for Canadian research and development, tied to Canadianproduction.Recent changes to Canada’s long-standing R&D tax credit system will havea range of impacts (some positive some negative) on R&D in the auto industry. Moreresearch is no panacea for Canada’s automotive challenges – especially since globalcompanies can still take advanced technologies, but put them to work in low-costforeign jurisdictions. And the number of new engineers who could be hired in Canadathrough expanded R&D efforts can never offset the mass disappearance of productionjobs. However, assisting Canadian-based companies to upgrade their technical andengineering capacities, anddevelop and produce newproducts, can generate someeconomic benefits here at home.We support measures to supportgreater R&D and innovation byboth assembly and partscompanies, but those measuresshould include provisions toensure that resulting research andinnovation translates intoincreased production andemployment in Canada.5.Make sure currency imbalances do not negatively impact Canadian jobs and production.Currency misalignments can dramatically affect trade flows and investment decisions.Many other countries actively manage their exchange rates (explicitly, or indirectlythrough alternative policies such as “quantitative easing”) to support domesticproduction and boost net exports. Canada has traditionally left these decisions up to“market forces” (which actually means leaving them up to unregulated financial
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speculators betting on the connection between our currency and oil prices). The longrun-up in the Canadian dollar (which began in 2002, and only subsided recently) imposeddramatic costs on Canadian auto producers (especially in the parts sector). Here athome, our interest rate and banking policies should take into account the importance ofstabilizing the Canadian dollar at or near its fair value. Economists believe, on the basis ofrelative prices, that the loonie’s fair value is around 80-81 cents U.S. At that level, ourproducers have a fair shot at winning new business (since our relative international costsreflect our true costs). Our policy-makers must ensure that future oil price surges do notflow through into another overvaluation episode (which would undo much of theprogress our industry has made since 2009). Globally, too, we cannot ignore the impactsof currency misalignments. Future trade agreements must contain measures to curtailand punish deliberate efforts by other countries to manipulate and distort theircurrencies in order to artificially generate and maintain trade surpluses.6.Put Export Development Canada’s focus where it should be: on supportingCanadian production.Canadians were shocked recently to learn that EDC, a federalexport credit agency, had loaned $525 million to Volkswagen in support of its majornew auto investments in Mexico and Tennessee. Why would a Canadian public bankoffer its support to a company which sells $4 billion per year worth of vehicles inCanada – yet which has no direct manufacturing presence here at all? EDC’s statedrationale (the loan would allow them to demand that VW at least talk to Canadianparts suppliers about new contracts) is utterly unconvincing. The federal governmentshould review EDC’s lending practices, and direct the agency to use its resources toattract and support investments in Canadian-based factories (not foreign factories) as its top priority.7.Ensure Ontario’s new carbon pricing system is applied in a manner that enhances newinvestment.Ontario has moved pro-actively to reduce the environmental side-effectsof electricity generation, by phasing out coal-fired plants (the most polluting source ofelectricity) and encouraging more renewable energy sources. These efforts have beenimportant for the environment, but have also had implications for electricity prices.Special policies for major industrial users have helped mitigate the impact onmanufacturers; those policies must continue. Now Ontario is moving to a cap-and-trade carbon pricing system. This system must be implemented in a manner that doesnot hurt the business case for new investments in Ontario, that prevents companiesfrom avoiding climate rules by outsourcing production to foreign jurisdictions, and thatrewards the industry for measures it has taken to reduce emissions. Done right,Ontario’s energy and climate policies could give our industry an edge as the global autoindustry moves to a cleaner future.
Unifor | Searching for stable ground: securing the future of Canada’s auto industry | June 2015 19
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8.Engage all stakeholders to finally develop a focused, consistent, and effectiveNational Auto Strategy.In the self-help movement, it is often said that admitting youhave a problem, is the first step toward a solution. Canada’s policy-makers have yetto even acknowledge the absence of a focused and consistent National Auto Strategy.Despite many ad-hoc (and often important) interventions over the years, there is noclear policy framework which announces to global automakers that Canada is herefor the long-term. In contrast, some recent federal actions (such as the prematuresale of public shares in GM and Chrysler, and the new free trade agreement withKorea which offers no prospect of increased automotive exports for Canada) couldeven be interpreted as a signal that Canada is “giving up” on auto. After years ofstop-and-go actions, it is time for the federal and provincial governments, inconjunction with all automotive stakeholders (including automakers Unifor, partscompanies, municipalities, universities and colleges, and more), to finally puttogether a consistent, effective national plan. Merely acknowledging that we needone, and getting serious about its development and implementation, would be animportant signal that Canada means business.A Time for ActionCanada has a long and rich automotive history. Only recently we ranked as the fourthlargest producer in the world, and punched far above our weight in international autotrade. Unfortunately, that legacy has been undermined by global pressures and policyneglect. Yet despite its recent tribulations, Canada’s auto sector remains vibrant andresilient, and is still crucially important to our national economy.Signs of potential prosperity abound: growing auto sales, renewed investment in somefacilities, gradual job gains, and a lower dollar. To make the most of these opportunities, itis essential that the federal and provincial governments cooperate to develop a trulyconsistent and effective National Auto Strategy.With a federal election this autumn, andOntario a key electoral battleground, this is a crucial moment for autoworkers, andeveryone with a stake in this industry, to make our voices heard.Talk to your local political candidates. Enlist the support of local businesses and chambersof commerce. Discuss the issue at your local union or community meeting. Write a letterto your local paper.Make sure your voice is part of our call to sustain and grow this vital part of Canada’s economy.
Unifor | Searching for stable ground: securing the future of Canada’s auto industry | June 201520
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National Auto Strategy-
Searching for Stable Ground: Securing the Future of
Canada’s Auto Industry Resolution
WHEREAS over 120,000 Canadians are presently directly employed in the Canadian Auto
Industry: close to 70,000 in parts and components production, 40,000 in vehicle assembly, and
another 12,000 in the manufacture of bus and truck bodies and trailers; and
WHEREAS there are over 400,000 jobs including “spin-off” jobs that are a result of the Canadian
Auto Industry; and
WHEREAS Canada has lost two more light vehicle assembly plants during the years since the
financial crisis hit: The General Motors pickup truck plant in Oshawa (closed in 2008), and the
Ford car assembly plant in St. Thomas (closed in 2011). This brings to 5 the number of light
vehicle final assembly plants closed in Canada since the turn of the century; and
WHEREAS in Canada we are scheduled to lose another light vehicle assembly plant within the
next year. The General Motors Consolidated plant in Oshawa in November 2015 that will result
in the loss of over 1,000 good jobs; and
WHEREAS the capital spending in Canada assembly and parts sectors averaged over $3 billion
per year prior to the 2008-09 financial crisis. Although there has been some new investment in
Canadian plants in 2014 the average current level of new investment is just over half of that
traditional level; and
WHEREAS in 1999 Canada’s auto exports exceed our imports by $15 billion. This positive trend
has ceased beginning in 2006. Last year the automotive trade deficit reached an all-time record
of $19 billion; and
WHEREAS Canada’s share of total continental production has declined dramatically from near
16% to below 14% of all North American assembly; and
WHEREAS The Town of Tillsonburg recognizes the importance of the Canadian Auto Industry to
local, provincial/territorial and national economies; and
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THEREFORE, BE IT RESOLVED that the Town of Tillsonburg will work to keep good jobs in our
communities by:
• Adopting the “Searching for stable ground: securing the future of Canada’s auto
industry” discussion paper which includes “Taking the Next Steps” that would kick start
a National Auto Strategy.
• Requesting all surrounding municipalities adopt the “Searching for stable ground:
securing the future of Canada’s auto industry” discussion paper which includes “Taking
the Next Steps” that would kick start a National Auto Strategy; and
• Write a letter all levels of government calling on the federal, provincial and territorial
governments to immediately implement a National Auto Strategy that would include;
o Better integrate the federal and provincial investment attraction efforts.
o Ensure Canada’s investment incentives are competitive and efficient
o Study the automotive trade deficit with Mexico.
o Increase fiscal support for Canadian research and development, tied to Canada.
o Make sure currency imbalances do not negatively impact Canadian jobs and
production.
o Put Export Development Canada’s focus where it should be: on supporting
Canadian production.
o Ensure Ontario’s new carbon pricing system is applied in a manner that
enhances new investment.
o Engage all stakeholders to finally develop a focused, consistent and effective
National Auto Strategy.
• Sending this resolution to the Ontario Municipal Association and the Federation of
Canadian Municipalities and any other relevant bodies for consideration and circulation.
Respectfully Submitted By Unifor Local 88
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Community and Strategic 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 Files: A-6/15
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: September 14, 2015
REPORT NUMBER: 2015-183
OWNER: 1551991 Ontario Inc., (Riviera Homes)
10 Michael’s Lane, Tillsonburg, Ontario
REQUESTED VARIANCE:
Relief from Section 7.2, Low Density Residential Type 2 Zone Provisions, to decrease the minimum exterior side yard width from 7.5 m (24.6 ft) to 5.9 m (19.3 ft) to facilitate the
construction of a single detached dwelling on the subject lands.
LOCATION:
The subject lands are described as Part Lot 26, Plan 41M-171, in the Town of Tillsonburg. The subject property is located on the north east corner of Langrell Avenue and Quarter Town Line
Road, and is known municipally as 2 Langrell Avenue.
BACKGROUND INFORMATION:
COUNTY OF 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 2 Zone (R2-S)
SURROUNDING USES: surrounding uses include single detached dwellings to the east, south,
and west, and vacant medium density residential land to the north and northwest.
80
File Number: A-06/15 Report Number 2015-183 Page 2
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above noted provision of the Town Zoning By-law in
order to facilitate the construction of a single detached dwelling.
For Committee’s information, minor variance A-03/14 was approved by the Town’s Committee
of Adjustment on June 23, 2014 but the applicant did not seek a building permit within 1 year of
the Committee’s Decision, a condition of the approved minor variance. It is therefore necessary for the applicant to reapply and seek the same approval, which is being sought through this
application.
The subject property is currently vacant, and represents one of the last remaining lots in the
North Park subdivision. Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject
properties and the zoning in the immediate vicinity.
Plate 2, Aerial Map (2010), shows the location of the subject lands and surrounding properties.
Plates 3, Applicant’s Sketch, shows the location of the proposed detached dwelling on the
subject property.
(b) Agency Comments
The applications were circulated to a number of public agencies. Circulated agencies did not express any concerns with the proposal.
Public Notice was mailed to surrounding property owners on September 2, 2015. As of the writing of this report, no comments or concerns had been received from the public.
(c) 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 are primarily low density housing
forms including single detached dwellings, duplexes and street fronting town houses and accessory uses. The use of the lands for a single detached dwelling conforms to the ‘Low
Density Residential’ policies of the Official Plan.
(d) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘R2-S’, which permits a single detached dwelling. The required
exterior side yard width is 7.5 m (24.6’).
The purpose of the exterior side yard width is to ensure that dwellings are setback an
appropriate distance from the streetline to ensure sightlines remain unimpeded and traffic and
pedestrian safety is unaffected by the presence of a dwelling.
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File Number: A-06/15 Report Number 2015-183 Page 3
The dwelling will comply with the remaining requirements of the Zoning By-law. Town Roads
staff indicated they have no concerns with the request and it is not expected to impact traffic safety
(e) Desirable Development/Use:
The applicant proposes to construct a dwelling 1.6 m closer to the streetline than what is
permitted by the zoning provisions.
The location of the proposed single detached dwelling is in keeping with the character of the
surrounding residential neighbourhood which is characterized by reduced interior side yard widths and would not appear to have an adverse effect on traffic safety or adjacent
neighbouring properties.
The proposed reduced exterior side yard width for the proposed dwelling is not anticipated to
have adverse impacts to the neighbouring land uses. If approved, the reduced setbacks would not establish an undesirable precedent for this neighbourhood or elsewhere in the Town as the amount of amenity space on the property would still be adequate. Therefore, the applicant’s
request can be considered desirable for the intended residential use of this property.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-06/15,
submitted by 1551991 Ontario Inc, for lands described as Part Lot 26, Plan 41M-171, Town of
Tillsonburg, as it relates to:
1. Relief from Section 7.2, Low Density Residential Type 2 Zone Provisions, to
decrease the minimum exterior side yard width from 7.5 m (24.6 ft) to 5.9 m (19.3 ft) to facilitate the construction of a single detached dwelling on the subject lands.
Subject to the following condition:
i. A building permit for the single detached dwelling shall be issued within one year of the date of the Committee's decision.
As the proposed variance is: (i) 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: Eric Gilbert, MCIP RPP, Development Planner
Approved by: Gordon K. Hough, MCIP, RPP, Director
EG
September 2, 2015
82
June 5, 2014
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
340
Notes
NAD_1983_UTM_Zone_17N
17 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
Road Restriction/Closures
83
June 5, 2014
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
130
Notes
NAD_1983_UTM_Zone_17N
6 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
Road Restriction/Closures
84
85
August 27, 2015
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
1020
Notes
NAD_1983_UTM_Zone_17N
51 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
86
August 27, 2015
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
510
Notes
NAD_1983_UTM_Zone_17N
26 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
87
88
Community and Strategic 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 Files: A-7/15
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: September 14, 2015
REPORT NUMBER: 2015-185
OWNER: Ed Duwyn
10 Park Place, Tillsonburg, Ontario
REQUESTED VARIANCES:
Relief from Section 5.37.1, Permitted Projections into Required Yards, to increase the
permitted encroachment into the required rear yard depth for a covered patio from 1.5 m (4.9 ft) to 2.9 m (9.5 ft); Relief from Section 5.37.1, Permitted Projections into Required Yards, to decrease the required minimum setback between a covered patio and rear lot line from 7.5 m (24.6 ft) to 6.6
m (21.6 ft); and,
Relief from Section 7.5.3.2.4, Lot Coverage, to increase the maximum permitted lot coverage
from 41% to 48% to facilitate the construction of a covered patio addition on the subject
property.
LOCATION:
The subject lands are described as Lot 5, Plan 41M-251, in the Town of Tillsonburg. The subject
property is located on the north side of Park Place, between Park Drive and Quarter Town Line Road, and is known municipally as 10 Park Place. BACKGROUND INFORMATION:
COUNTY OF 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: Special Low Density Residential Type 2 Zone (R2-3)
SURROUNDING USES: Low density residential uses, consisting of single detached dwellings
and a place of worship to the south.
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File Number: A-07/15 Report Number 2015-185 Page 2
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above noted provisions of the Town Zoning By-law to facilitate the construction of a covered patio at the rear of an existing single detached dwelling.
The covered patio is proposed to be located upon a concrete pad at the rear of the dwelling.
The subject property comprises approximately 437.5 m2 (0.11 ac) and is currently occupied by
an existing single detached dwelling.
Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject
properties and the zoning in the immediate vicinity.
Plate 2, Aerial Map (2010), shows the location of the subject lands and surrounding properties.
Plate 3, Applicant’s Site Sketch, shows the location of the existing single detached dwelling and proposed covered patio on the subject property.
(b) Agency Comments
The applications were circulated to a number of public agencies. Circulated agencies did not express any concerns with the proposal.
Public Notice was mailed to surrounding property owners on September 2, 2015. As of the writing of this report, no comments or concerns had been received from the public.
(c) 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 are primarily low density housing forms including single detached dwellings, duplexes and street fronting town houses and
accessory uses. The use of the lands for a single detached dwelling conforms to the ‘Low Density Residential’ policies of the Official Plan.
(d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘R2-3’, which permits a single detached dwelling. The ‘R2-3’ zone
also permits a maximum total lot coverage of 41% for all buildings and structures. The purpose of the lot coverage provision is generally to limit the extent of buildings/structures on a lot to
ensure sufficient area is maintained for parking and amenity space and to limit the impact of
development on the normal use and enjoyment of abutting properties. In this case, the applicant proposes to increase the total lot coverage from 41% to 48%.
A covered porch or patio is included in the calculation of lot coverage.
Section 5.37.1 permits certain structures, such as covered porches and patios, to project into
required yards provided that the minimum setback between the projection and lot line is maintained. The purpose of this provision is to recognize that structures such as covered
porches and patios typically are smaller in scale and size than the single detached dwelling. As
such, these types of structures are allowed to project into required yards while maintaining a certain minimum setback from the rear lot line to ensure adequate amenity space is provided
and separation between common lot lines. In this case, the applicant has requested to increase the permitted projection into the required rear yard from 1.5 m (4.9 ft) to 2.9 m (9.5 ft) and
90
File Number: A-07/15 Report Number 2015-185 Page 3
decrease the minimum setback between a covered patio and rear lot line from 7.5 m (24.6 ft) to
6.6 m (21.6 ft).
In this instance, the increased lot coverage and increased projection into the required rear yard
are not expected to negatively impact the available amenity space or area available for drainage and existing drainage patterns. The covered patio will provide a covered amenity area for the
occupant of the dwelling, and the location of the concrete pad will not impact the approved lot
grading plan for the dwelling or the overall approved subdivision grading plan.
(e) Desirable Development/Use:
It is the opinion of this Office that the applicant’s requests can be considered minor in nature
and desirable for the development of the subject property.
The requested relief can be considered minor as the proposed covered patio will not impact the
ability of the property to provide adequate amenity area. The proposed covered patio is also not anticipated to impact drainage on the property as it will cover an existing impervious surface. The proposed development can also be considered desirable as the proposed covered patio will
not be out of character with existing development in the immediate area.
In light of the foregoing, it is the opinion of this Office that the requested relief maintains the
general intent of the Official Plan and the Zoning By-law and can be given favorable consideration.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-07/15, submitted by Ed Duwyn, for lands described as Lot 5, Plan 41M-251, Town of Tillsonburg, as it
relates to:
1. Relief from Section 5.37.1, Permitted Projections into Required Yards, to increase
the permitted encroachment into the required rear yard depth for a covered patio from 1.5 m (4.9 ft) to 2.9 m (9.5 ft);
2. Relief from Section 5.37.1, Permitted Projections into Required Yards, to decrease the required minimum setback between a covered patio and rear lot line from 7.5 m (24.6 ft) to 6.6 m (21.6 ft); and,
3. Relief from Section 7.5.3.2.4, Lot Coverage, to increase the maximum permitted lot
coverage from 41% to 48% to facilitate the construction of a covered patio addition on
the subject property.
As the proposed variances are:
(i) minor variances 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.
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File Number: A-07/15 Report Number 2015-185 Page 4
Authored by: Eric Gilbert, MCIP RPP, Senior Planner
Approved by: Gordon K. Hough, MCIP, RPP, Director
EG
September 8, 2015
92
Report No: CASPO 2015-186 COMMUNITY AND STRATEGIC PLANNING
Council Date: September 14, 2015
To: Mayor and Members of Tillsonburg Council
From: Eric Gilbert, Senior Planner, Community and Strategic Planning
Application for Zone Change
ZN 7-15-05 – 2470588 Ontario Inc.
REPORT HIGHLIGHTS
• The application for zone change proposes to rezone the subject property from ‘Service Commercial Zone (SC)’ to ‘Special Service Commercial Zone (SC-xx)’ to permit a
‘liquidation retail establishment” to sell clothing, kitchenware, linens, luggage, purses,
footwear, and jewellery as an additional permitted use on the subject property.
• The sale of household appliances and furniture are permitted uses within the Service Commercial zone.
• Planning staff are recommending that the application not be supported, as it does not maintain the strategic goal of the Official Plan to encourage commercial uses, including
small retail uses, to be located in the Central Area of the Town.
DISCUSSION
Background
OWNER: 2296094 Ontario Inc. 510 Broadway, Tillsonburg ON N4G 3S7
APPLICANT: 2470588 Ontario Inc. 11 Robson Street, Norwich ON N0J 1P0
LOCATION:
The subject property is legally described as Lots 85G & 85H, Plan 500, Town of Tillsonburg.
The subject property is located on the east side of Broadway, north of Devonshire Avenue. The lands are municipally known as 512 Broadway, Tillsonburg.
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule “T-1” Town of Tillsonburg Land Use Plan Service Commercial
Page 1 of 6 93
Report No: CASPO 2015-186 COMMUNITY AND STRATEGIC PLANNING
Council Date: September 14, 2015 TOWN OF TILLSONBURG ZONING BY-LAW NO.3295:
Existing Zoning: Service Commercial Zone (SC)
Proposed Zoning: Special Service Commercial Zone (SC-xx) PROPOSAL:
The purpose of the Application for Zone Change is to permit the retail sale of clothing,
kitchenware, linens, luggage, purses, footwear, and jewellery as an additional permitted use on
the subject property.
The subject property comprises an area of approximately 2207 m2 (0.55 ac) and contains a
single storey commercial building with an approximate gross floor area of 370 m2 (4,000 ft2). The building is divided into two commercial store fronts. A convenience store occupies the
northern unit, and the southern unit where the retail store is being proposed is currently vacant.
Surrounding land uses to the west, south and north are service commercial uses fronting on
Broadway Street. Medium density residential uses are present to the east. Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the
existing zoning in the immediate vicinity.
Plate 2, 2010 Air Photo, provides an aerial view of the subject property.
Plate 3, Applicants’ Sketch shows the floor area of the existing commercial building.
Application Review
PROVINCIAL POLICY STATEMENT: The 2014 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 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their
vitality and regeneration shall be promoted.
Section 1.3.1 of the PPS states that planning authorities shall promote economic development
and competitiveness by:
- providing an appropriate mix and range of employment to meet long-term needs; - providing opportunities for a diversified economic base, including the maintenance of 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;
- planning for, protecting and preserving employment areas for current and future uses; and - ensuring the necessary infrastructure is provided to support current and projected
needs.
Page 2 of 6 94
Report No: CASPO 2015-186 COMMUNITY AND STRATEGIC PLANNING
Council Date: September 14, 2015 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.
Generally, Service Commercial uses cater to vehicular traffic and single-purpose shopping trips
where customers are typically generated from passing traffic or a wide ranging market area. Service Commercial uses will have access to an arterial or collector road.
New uses permitted within the Service Commercial designation include video rental establishments, commercial recreational establishments, automotive service stations, gas bars,
car wash facilities, retail sales of automotive supplies, automated teller machines or kiosks,
tourist information outlets or kiosks, hotel, motels, automotive services, automotive dealerships, building supply outlets and hardware stores, nurseries and garden centres, animal hospitals and
boarding kennels, assembly halls and private clubs, personal services, convenience commercial uses, retail food stores, recreation and entertainment uses, restaurants, uses which require large areas for on-site storage of goods or vehicles and other types of commercial uses that
offer service to the travelling public, business and industry. The scale of uses within the Service Commercial designation will generally range from 3,500 ft2
(325 m2) to 50,000 ft2 (4,645 m2). Uses of less than 3,500 ft2 (325 m2) will be encouraged to locate in the Central Area, where appropriate.
The vision of the Central Area as articulated in the Official Plan is for a multi-functional core, serving as the business, cultural and administrative centre of the Town with sub areas to
increase the diversity of activities to increase the number of people living and working in the
Central Area over the Downtown.
It is intended that the retail function of the Central Area is to be promoted by continuing to permit
a full range of uses in the commercial core, while limiting the type, size, and scale of retail uses which are permitted outside the commercial core through the Zoning By-Law.
The Central Area will be the first priority location for shopping area facilities and other uses that serve the primary trade area. New commercial development should, where feasible, be located
in the Central Area to complement the existing commercial Structure of the Central Area. New
or expanding retail developments outside of the Central Area requiring a planning approval will be subject to planning and market impact studies in accordance with Section 8.3.3.1 which
show to the satisfaction of the County and the Town of Tillsonburg, that the type and size of proposed facilities are warranted, that no suitable Central Area locations are available for such facilities, and that the planned function of Tillsonburg’s Central Area will not be significantly
prejudiced or impacted.
Page 3 of 6 95
Report No: CASPO 2015-186 COMMUNITY AND STRATEGIC PLANNING
Council Date: September 14, 2015 TOWN OF TILLSONBURG ZONING BY-LAW:
The subject property is currently zoned ‘’Service Commercial Zone (SC)’, according to the Town of Tillsonburg Zoning By-law.
Permitted uses within the ‘Service Commercial Zone (SC)’ include a wide variety of automobile-oriented service-commercial uses outlined in Section 14.1, including furniture and home
appliance sales and service establishment.
Retail store is defined as “a building or part of a building, in which goods, wares, merchandise,
or articles are offered for sale, but do not include any establishment otherwise defined or classified herein”.
A retail store is not a permitted use in the Service Commercial zone.
AGENCY COMMENTS:
The application was circulated to various public agencies considered to have an interest in the
proposal.
The Town Engineering Department, Town Building Services Department, Oxford County Public
Works Department, and Tillsonburg Chamber of Commerce indicated that they had no concerns
with the proposal.
The Oxford County Sourcewater Protection Risk Management Official provided the following
comments: - The amended proposed Long Point Region Source Protection Plan is currently in draft
form and the policies within the plan are not yet in effect. It is anticipated that the plan
will come into effect in late 2015 or early 2016.
- The subject property is located within the WHPA-B (2 year time of travel) for Well 7 of
the Tillsonburg Drinking Water System.
- The vulnerability scoring at the site ranges from 8 to 10 and as such the property may be subject to significant drinking water threat policies.
- Certain activities such as the handling and storage of fuel or chemicals may require a Risk Management Plan. For additional information on what is required within a Risk
Management Plan, the proponent should contact Cassandra Banting, Oxford County
Source Protection Program Coordinator at 519-539-9800 Ext. 3126.
The Town’s Development Commissioner indicated that the subject property has been vacant for
a number of years now and the property owner’s need to find a tenant for the space is
supportable. However, the County/Town’s Official Plan has been focused on maintaining the Central Area as the primary centre for retail (and other) type uses in order to maintain the
strength of the core. Will the planning department be undertaking a review of this policy in
conjunction with this request? What are the circumstances that support the location of this use outside of the downtown core? How is this liquidation centre different from other liquidation type
centres that have already been permitted outside the downtown core?
Page 4 of 6 96
Report No: CASPO 2015-186 COMMUNITY AND STRATEGIC PLANNING
Council Date: September 14, 2015 PUBLIC CONSULTATION:
Notice of complete application and notice of public meeting regarding this application was circulated to surrounding property owners on two occasions, July 23, 2015 & August 31, 2015.
At the time this report was written, no comments or concerns had been received from the public.
Planning Analysis
The application for zone change proposes to permit a ‘liquidation retail establishment’ (retail outlet) on the subject lands on a site specific basis. The list of items to be sold includes clothing, footwear, jewellery, kitchenware, linens, luggage and purses. The use is proposed to
be established within a vacant storefront, approximately 185 m2 (2000 ft2) in size.
Planning staff note that the sale of furniture and household appliances are permitted in the
Service Commercial zone and no relief is required to accommodate those uses.
The policy framework for employment areas in Tillsonburg as contained in the Official Plan is
designed to ensure that the Central Area of the Town, encompassing the Central Business District and the Entrepreneurial District, remains as the most functionally diverse area of the
Town and will serve as the primary business, cultural, and administrative centre within the
Town. Supporting elements of the policy framework include Official Plan policies directing business, professional, retail and other uses to the Central Area first, and limiting the
proliferation of these uses elsewhere in the Town.
It is clear that the Official Plan’s strategic goal is to provide a range of locations for new or
expanded retail facilities within the Central Area, wherever possible and practical. New commercial development should, wherever feasible, be located in the Central Area to complement the existing commercial structure of the Central Area.
In this particular instance, planning staff do not believe the establishment of a retail store as
proposed on the subject lands maintains the general intent and purpose of the Official Plan.
Service Commercial areas are not intended to accommodate a broad range of commercial uses that are typically characteristic of the Central Area location and will not directly compete with the
Central Area.
The size of the proposed retail use is less than the threshold of 3,500 ft2 (325 m2) established in
the policies of the Service Commercial designation, which is considered to be the size where
uses may not be able to be readily accommodated in the Central Area. Uses smaller than this threshold are expected to locate in the Central Area, and there do appear to be opportunities in
the Central Area to accommodate the floor area proposed for the retail use in this application.
Although there have been donated goods retail stores permitted in service commercial areas in
the recent past, in these instances, planning staff have identified that these uses typically need
larger area requirements for donated goods drop off, sorting, and disposal needs. Many of these uses also typically include an employment or training use in part of their business model.
Due to these unique characteristics, these uses may not be well suited to a Central Area location. Planning staff are able to differentiate these donated goods retail uses from other retail uses that are more appropriately located in the Central Area as they do not have the same
locational requirements that cannot be suitably accommodated within the Central Area.
Page 5 of 6 97
Report No: CASPO 2015-186 COMMUNITY AND STRATEGIC PLANNING
Council Date: September 14, 2015 In light of the policy direction in the Official Plan to direct all professional, retail, and business
offices to the Central Area first, and only permit business uses in Service Commercial areas that have demonstrated they are not suited to the Central Area because of their land area, building area, access or exposure requirements, or compatibility requirements, planning staff are of the
opinion that the proposed ‘liquidation retail establishment’ on the service commercial designated lands does not satisfy these policy tests and does not comply with the general intent and purpose of the Official Plan.
RECOMMENDATION
1. It is recommended that the Council of the Town of Tillsonburg not approve the zone change application submitted by 2470588 Ontario Inc, whereby the lands described as Lots 85G & 85H, Plan 500, Town of Tillsonburg, known municipally as 512
Broadway are to be rezoned from ‘Service Commercial Zone (SC)’ to ‘Special Service Commercial Zone (SC-xx)’.
SIGNATURES
Authored by: Eric Gilbert, MCIP RPP, Senior Planner
Approved for submission: Gordon K. Hough, MCIP, RPP
Director
Page 6 of 6 98
July 17, 2015
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
1100
Notes
NAD_1983_UTM_Zone_17N
55 Meters
Parcel Lines (Displays 1:16 000 to 1:500)
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Zoning (Displays 1:16000 to 1:500)
99
July 17, 2015
This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey
Legend
250
Notes
NAD_1983_UTM_Zone_17N
13 Meters
Civic Address (Display 1:16 000 to 1:500)
Parcel Lines (Displays 1:16 000 to 1:500)
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Zoning (Displays 1:16000 to 1:500)
100
101
ZN 7-15-05- Site Photos
Figure 1- View of Subject Property (facing east from Broadway)
Figure 2- View of Subject Property (facing north from Devonshire Avenue)
102
103
104
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COUNCIL REPORT
MAYOR’S OFFICE
Report Title: UPDATE –County of Oxford
Report No.: MYR 15-09
Author: Mayor Molnar
Meeting Type: COUNCIL MEETING
Council Date: SEPTEMBER 14, 2015
Attachments:
RECOMMENDATION:
THAT Council receives report MYR 15-09 as information.
EXECUTIVE SUMMARY
The purpose of this report is to provide information regarding any reports and
recommendations from local representation at Oxford County Council.
CONSULTATION/COMMUNICATION
As a result of the effort to expand access to knowledge and information for Town Council
and local stakeholders, this report is intended to provide material on activities that transpire at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this
type of report will further satisfy mandates as reinforced in the Community Strategic Plan to
provide for a more accessible and open governance model.
INFORMATION
• On August 12, County Council authorized staff to negotiate an agreement with the
Township of Norwich and the Town of Tillsonburg for the construction and operation
of the Trans Canada Trail (TCT) from the existing TCT in Tillsonburg easterly to
Norfolk County and the proposed trail under the Canada 150 Community Infrastructure Program from Tillsonburg to Springford. (Pending municipal approval)
*NOTE … Subsequent to a ‘Motion to Reconsider’ at Norwich Township Council meeting of September 8, their support for this potential partnership was withdrawn
and the future of this project remains in jeopardy pending additional information.
107
• Subsequent to comments received from lower-tier municipalities, including the Town
of Tillsonburg (Report CAO 2015-12), the final Future Oxford Community
Sustainability Plan was approved on September 9, 2015. This initiative will return to
all eight lower-tier municipalities for review and recommended adoption.
• The Town of Tillsonburg was successful in their response to RFP CS 2015-01, to
provide Water and Waste Water Billing Services to the County of Oxford for
Tillsonburg customers. Final contract negotiations are forthcoming and Council will be kept informed of the progress through the Director of Finance.
• County Council (9/9/15) supported the application by the Town to place pre-
approved debt for 2015 Capital projects through the Ontario Infrastructure Lands Corporation (OILC) … Loan amount totaling $1,146.000. (Refer to County Report CS
2015-31).
• Municipal finance team members were supportive of amendments to the County
Receivables Management Policy, as is primarily focused on Water and Waste Water
billing and collection procedures.
• In response to a long standing attempt by the County to acquire the East-West CASO
(Canadian Southern Railway Company) abandoned rail line, a By-law was adopted to
finalized the purchase of this asset from Quarterline Road through to the Eastern border of Tillsonburg.
• Finally, confirmation that the new and enhanced Solid Waste Management and
Recycling program will take effect on Monday September 14 across Oxford, with
Tillsonburg’s first pick-up day for both garbage and recyclables being Wednesday
September 14 on a regular five-day cycle.
FINANCIAL IMPACT/FUNDING SOURCE
Whereas the material contained in this report is a summary of Oxford County information,
there is no direct impact on the finances of the Town of Tillsonburg as would require approval by Municipal Council or direction from corporate staff.
APPROVALS:
Author: Mayor
Molnar Date: 9/14/15
Page 2 / 2 CAO
108
STAFF REPORT
CLERKS OFFICE
Title: RECORDS RETENTION
Report No.: CL 15-22
Author: DONNA WILSON
Meeting Type: COUNCIL MEETING
Council/Committee Date: SEPTEMBER 14, 2015
Attachments: RECORDS RETENTION SCHEDULE COMPARISON – 3558 TO 2015 UPDATE
BY-LAW 3933 TO ESTABLISH RETENTION PERIODS FOR RECORDS
RECOMMENDATION
THAT Council receive Report CL 15-22 Records Retention;
AND THAT By-Law 3933, To Establish Retention Periods for Records, be brought forward for
Council consideration.
EXECUTIVE SUMMARY
Section 254 of the Municipal Act provides that a municipality shall retain and preserve its
records in a secure and accessible manner and Section 255 provides that a municipality may,
subject to the approval of the municipal auditor, establish retention periods during which the
records of the municipality must be retained and preserved. The municipal Act also provided
that a municipality’s records may be destroyed if a retention period for the record has been
established and the retention has expired.
The Town’s current Records Retention By-Law 3558 was passed on January 9, 2012 using
The Ontario Municipal Records Management System (TOMRMS) and since it’s passing there
have been legislative changes which affect the retention of records. The schedule to this by-
law reflects changes to February 12, 2015 for the Statutes of Canada and February 15, 2015
for the regulations. Ontario contents have been updated to March 11, 2015 for the Statutes of
Ontario and April 5, 2015 for the regulations.
TOMRMS has been in existence for 25 years now and it continues to be the de facto standard
for municipal information management in Ontario. The majority of municipalities in Ontario use
the TOMRMS classification system including the County of Oxford and area municipalities.
1
CAO
109
The town has contracted The Information Professionals to provide a yearly review of the
legislation and provide updated records and retention reviews for our by-law. Legislation is
continually changing and the retention schedule in this by-law should be revised on a yearly
basis based on those changes. The attached schedule provides the records retention schedule
comparison from by-law 3558 to the current revisions captured in the proposed by-law 3933.
Although the changes are subtle, the retention schedule should be revised after each review.
Section 2 of the proposed by-law authorizes the Town Clerk to establish and amend retention.
Staff is recommending that the Clerk be authorized to make the legislative changes to the
retention schedule rather than bringing the bylaw to council every year for consideration.
Section 4 and 5 of the by-law set out conditions and procedures for the destruction of
municipal records.
CONSULTATION/COMMUNICATION
Staff has participated in an information sharing exercise with many Clerks Offices in Ontario to
determine the proper retention for various items in the retention schedule, and more generally
to share best practices when it comes to records retention.
The draft Bylaw was provided to the Town’s Municipal Auditor in August 2015, as required by
the Municipal Act, The auditor has made a few minor changes and has given the proposed
bylaw her stamp of approval.
COMMUNITY STRATEGIC PLAN IMPACT
Maintaining an up to date Records Retention By-law demonstrates excellence in local
government and ensures accountability.
FINANCIAL IMPACT/FUNDING SOURCE
There was no cost associated with having the proposed schedule approved by the town’s auditor as required by the Municipal Act.
There is a licensing cost to the TOMRMS classification system which was paid by the Town in
1990. There is an annual cost of $300 for an ‘update service’ which provides the Town annual
updates on legislative changes that affect records retention.
2
CAO
110
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3933
A BY-LAW to establish retention periods for records of the Town of Tillsonburg, and to repeal By-Law
No. 3558.
WHEREAS subsection 254(1) of the Municipal Act 2001, S.O. 2001, c.25 as amended, (Municipal Act) provides that a municipality shall retain and preserve its records in a secure
and accessible manner; and
WHEREAS subsection 255(3) of the Municipal Act 2001, S.O. 2001, c.25 as amended,
provides that a municipality may subject to the approval of the municipal auditor, establish
retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved; and
WHEREAS subsection 255(2) of the Municipal Act 2001, S.O. 2001, c.25 as amended,
provides that a municipality’s records may be destroyed if a retention period for the record
has been established and the retention has expired; and
WHEREAS the Council of The Corporation of the Town of Tillsonburg deems it expedient
to update the Town’s Records Retention By-Law;
NOW THEREFORE the Council of The Corporation of the Town of Tillsonburg HEREBY ENACTS AS FOLLOWS:
1. DEFINITIONS:
Auditor: The person or firm appointed by the Council from time to time to perform the
annual audit of the records of the Town of Tillsonburg.
Archival Selection: Means to evaluate and appraise a record for permanent retention
because of its historical value.
Classification: (as in records classification) Shall mean the systematic identification and arrangement of records into categories according to logically structured conventions,
methods, and procedural rules, represented in a classification scheme.
Destroy: Means the process of eliminating or deleting data, documents and records so that
the recorded information no longer exists.
Destruction: The final phase of a record’s lifecycle, and can take place by shredding, recycling, or deleting (electronic).
Disposition: (with respect to records) Means a range of processes, associated actions and
implementation, including: retention, destruction, loss, or transfer of custody or ownership
which is documented in disposition authorities or other instruments.
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Records: Means any record of information however recorded (print, film, electronic or
otherwise and includes: correspondence, memoranda, books, plans, maps, drawings,
diagrams, pictures, films, microfiche, sound recording, video, or any other documented material regardless of physical form or characteristics.
Responsible Department: Is a column heading in the retention schedule and identifies the
department with the primary responsibility for retaining the record.
Retention: Means the length of time a record is to be retained before its final disposition.
Retention Descriptions: As described as follows:
C = Current Year
E = Event Trigger (date of event, plus additional years)
P = Permanent (when a record is to be preserved indefinitely)
S = Superseded
⃰ = subject to archival selection (to be reviewed prior to disposal)
Retention Schedule: Means a control document that describes the company’s records at a
series level, and indicates the length of time that each series shall be retained before its final
disposition. It specifies those records to be preserved for their archival or legal values, and
authorizes on a continuing basis the destruction of the remaining records after the lapse of a specified retention period or the occurrence of specified actions or events.
Signing Authority: Means the manager of the responsible department or business unit, or
his/her designate.
TOMRMS: Meaning the Ontario Municipal Records Management System.
Town: Means the Corporation of the Town of Tillsonburg.
Transitory Record: Means a record that has temporary usefulness and is only required for
the completion of a routine action, and should be discarded as soon as is practicable. These
include, but are not restricted to:
i. Duplicate copies of documents retained only for distribution or as a convenience copy.
ii. Unsolicited advertising information.
iii. Draft letters, memos, informal notes that do not represent significant steps in the
preparation of the final document. iv. Publications, directories, brochures, catalogues, or other promotional information that
is out of date and no longer useful.
v. Emails and voicemail having only temporary value.
vi. Business not related to the Town.
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2. ADMINISTRATION & RESPONSIBILITY
a. The Clerk or his/her designate shall be responsible for administering this by-law
and ensuring compliance with this by-law. b. The Clerk or his/her designate, in consideration of the TOMRMS classification
system, shall determine the appropriate classification of records taking into
account the legal, financial, administrative, operational, and historical values of
each record.
c. That authority for establishing and amending retention periods for the records of The Corporation of the Town of Tillsonburg shall be delegated to the Town Clerk
subject to the approval of the Town Auditor of such schedules.
d. That the Records Retention Schedule attached hereto as Schedule “A” be adopted
and the Town Clerk be authorized to amend the schedule from time to time.
3. RETENTION SCHEDULE a. The retention schedule attached as Schedule “A” forms part of this by-law.
4. PRINCIPLES GOVERNING THE DESTRUCTION OF RECORDS
a. No records shall be destroyed unless first classified according to this by-law.
b. The retention period has expired, or the record is transitory in nature. c. All records containing sensitive, private, or personal information shall be
destroyed in a manner that preserves the confidentiality of any information
contained in such records.
d. Any record pertaining to pending or actual litigation or investigation, or a
pending FOI request, shall not be destroyed until such record is no longer required for such purposes.
e. All record destruction notices are to be retained by the Clerk’s Office.
5. PROCEDURES FOR THE DESTRUCTION OF RECORDS
Where a record may be destroyed after its retention period has expired under this by-law, the following procedures shall apply:
a. The Clerk or his/her designate shall notify the appropriate signing authority in
writing of the scheduled destruction of the record, including a list of records to be
destroyed and the scheduled destruction date.
b. The signing authority shall notify the Clerk or his/her designate in writing, before
the scheduled destruction date, whether any of the records need to be retained past the scheduled destruction date, and the reason why it is necessary.
c. If no such extension of retention is deemed necessary by the signing authority,
he/she shall sign the prescribed form to consent to the destruction of the records.
The Clerk or his/her designate shall retain the signed consent form.
6. CITING OF BY-LAW a. This by-law shall be known as the “Records Retention By-Law”.
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7. REPEAL OF BY-LAW
a. That By-Law No. 3558 be hereby repealed in its entirety.
8. APPROVAL OF BY-LAW a. This by-law shall take effect upon approval by the Town’s Auditor.
b. This By-Law shall come into force and effect immediately upon the final passing
thereof.
.
Read a First and Second Time this 14th day of September, 2015.
Read a Third and Final Time and passed this 14th day of September, 2015.
__________________________
Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
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SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : ADMINISTRATION
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
A00 Administration – General Originating Dept. 1 1
A01 Associations and Organizations Originating Dept. 3 1
A02 Staff Committees and Meetings Originating Dept. 4* 4** ** = Archival Selection
A03 Computer Systems & Architecture Information
I.T., Development & Communications S + 6 S + 6 S = Superseded
A04 Conferences & Seminars Originating Dept. 1 1** ** = Archival Selection
A05 Consultants Originating Dept. 2 2** ** = Archival Selection
A06 Inventory Control Originating Dept. 6 6
A07 Office Equipment & Furniture Originating Dept. E + 1 E E= Disposal of Item
A08 Office Services Finance. 1 1
A09 Policies & Procedures HR & Any Dept.
having its own.
S + 5* P** P = Permanent
** = Archival Selection
A10 Records Management Clerk’s P S S = Superseded
A11 Records Disposition Clerk’s P P P = Permanent
A12 Telecommunications Systems Development &
Communications S S S = Superseded
A13 Travel & Accommodation Originating Dept. 2 1
A14 Uniforms & Clothing Originating Dept. S* S** S = Superseded ** = Archival Selection
A15 Vendor & Supplies Originating Dept. 2 2
A16 Intergovernmental Relations Originating Dept. 5* 5** ** = Archival Selection
A17 Accessibility of Records (F.O.I) Clerk’s E + 2 2
A18 Security Originating Dept. 5 5
A19 Facilities Construction & Renovations Originating Dept. E + 6* E + 2** E= Completion of Project
** = Archival Selection
A20 Building & Property
Maintenance
Originating Dept. 5 5
Setup Tests &
Manuals = Equipment removed + 1 year
By-Law 3558 – Schedule “A” Revised: Sept. 2015 115
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : ADMINISTRATION
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
A21 Facilities Bookings Originating Dept. 1 1
A22 Accessibility of Services Clerk’s 5 5
A23 Information Systems Production
Activity & Control
N/A 2 No legislated retention requirements.
A24 Access Control & Passwords N/A 2
A25 Performance Management /
Quality Assurance
CAO N/A S** ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept. 2015 116
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : COUNCIL & BY-LAWS
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
C00 Council & By-Laws - General Originating Dept. 1 1
C01 By-Laws Clerk’s P P** P = Permanent
** = Archival Selection
C02 By-Laws Other Municipalities Clerk’s S S S = Superseded
C03 Council Agenda Clerk’s S + 5 S + 5 S = Superseded
C04 Council Minutes Clerk’s P P** P = Permanent ** = Archival Selection
C05 Council Committee Agenda Staff Contact Transitory S S = Superseded
C06 Council Committee Minutes Staff Contact P 6** ** = Archival Selection
C07 Elections - Management Clerk’s E + 4 E + 4 E= Day action took effect or voting day
Ballots E=120 days after voting or
resolution of recount
Elections – Personnel Clerk’s E+120 days E+120 days E= Election Day
Elections – Ward Boundaries Clerk’s P P P = Permanent
Elections – Candidates Clerk’s E + 4 E + 4 E= Election Day
Elections – Returns Clerk’s E+120 days E+120 days E= Election Day
Elections – Recounts Clerk’s E + 4 E + 4 E= Election Day
Elections – Results Clerk’s P P P = Permanent
C08 Goals & Objectives Originating Dept. S* S** S = Superseded ** = Archival Selection
C09 Motions & Resolutions Clerk’s P P** P = Permanent ** = Archival Selection
C10 Motions & Resolutions – Other Municipalities Clerk’s 1 S S = Superseded
C11 Reports to Council Clerk’s P P** P = Permanent
** = Archival Selection
C12 Appointments to Boards &
Committees
Clerk’s P P** P = Permanent
** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept. 2015 117
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : DEVELOPMENT & PLANNING
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
D00 Development & Planning –
General
Originating Dept. 1 1
D01 Demographic Studies DCS 10* 10** ** = Archival Selection
D02 Economic Development Economic
Development
10* 10** ** = Archival Selection
D03 Environmental Planning Operations 10* E + 5** E= Later of: Date of offence or: day
evidence of offence first came to attention of person appointed
under s. 5.
D04 Residential Development DCS 10* 10** ** = Archival Selection
D05 Natural Resources Operations 2* 5** ** = Archival Selection
D06 Tourism Development Economic Development 5* 10** ** = Archival Selection
D07 Condominium Plans Clerk’s P P P = Permanent
D08 Official Plans DCS P P** P = Permanent ** = Archival Selection
D09 Official Plan Amendment Applications Clerk’s P E + 5 E= Final Decision
D10 Severances Clerk’s P E + 5 E= Final Decision
D11 Site Plan Control Clerk’s P P P = Permanent
D12 Subdivision Plans Clerk’s P P P = Permanent
D13 Variances Clerk’s P P E= Final Decision
D14 Zoning Clerk’s E + 2 E + 2 E= Final Decision
D15 Easements Operations P E + 6** E= Termination of
Right ** = Archival Selection
D16 Encroachments Operations P E + 6** E= Termination of Right
** = Archival Selection
D17 Annexation / Amalgamation DCS P P** P = Permanent ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept. 2015 118
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : DEVELOPMENT & PLANNING
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
D18 Community Improvement
Projects
DCS / Economic
Development E + 6 E + 6** E= Completion of
Project ** = Archival Selection
D19 Municipal Addressing Clerk’s P S + 10** S = Superseded ** = Archival Selection
D20 Reference Plans Clerk’s P P P = Permanent
D21 Industrial / Commercial
Development
Planning DCS /
Economic Development
10* 10** ** = Archival Selection
D22 Digital Mapping County S* S S = Superseded
D23 Agriculture Development DCS 10* 10** ** = Archival Selection
D24 Background Reports for Official Plan E + 5 E + 5 E= Final Decision
D25 Part Lot Control S S S = Superseded
By-Law 3558 – Schedule “A” Revised: Sept. 2015 119
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : ENVIRONMENTAL SERVICES
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
E00 Environmental Services -
General
Originating Dept. 1 1
E01 Sanitary Sewers Operations P C + 1 C= Current Year
E02 Storm Sewers Operations P C + 1** C=Current Year
** = Archival Selection
E03 Treatment Plants County 5 5
E04 Trees Parks & Rec 5 5
E05 Air Quality Monitoring Originating Dept. 40* E + 5** E= Later of: date of offence or day evidence of offence
first came to the attention of person appointed under s.5 ** = Archival Selection
E06 Utilities Operations 5* 5** ** = Archival Selection
E07 Waste Management County 5 10 or cease to
apply +
10**
** = Archival Selection
(Hazardous waste sites
records – depot ceases to operate E+2)
E08 Water Works Operations 5 15 Specifications = Permanent
E09 Drains Operations 5 E + 1** E= Submission of the written report required by clause (c) of for such longer period as
the Direction notifies the licensee in writing.
E10 Pits & Quarries Operations P 5** ** = Archival Selection
Specifications = Permanent
E11 Nutrient Management Operations 5* 5** ** = Archival Selection
E12 Private Sewage Disposal
System
Operations S 5** ** = Archival Selection
Specifications = Permanent
E13 Water Monitoring Operations 15 15
E14 Water Sampling County 15 15
By-Law 3558 – Schedule “A” Revised: Sept. 2015 120
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : ENVIRONMENTAL SERVICES
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
E15 Chemical Sampling of Water Operations 2 15
E16 Backflow Prevention and Cross
Connection Control
Operations P 15
E17 Energy Management Operations N/A E + 7 E= End of reporting
period to which relates
E18 Natural Heritage N/A E + 3 E= End of designated year
E19 Renewable Energy N/A 50
E20 Source Water Protection N/A 15
E21 Storm Water Management –
Ponds
Operations P P
By-Law 3558 – Schedule “A” Revised: Sept. 2015 121
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : FINANCE & ACCOUNTING
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
F00 Finance & Accounting – General Originating Dept. 1 1
F01 Accounts Payable Finance 7 E + 7 E= Event
F02 Accounts Receivable Finance 7 E + 7 E= Event
F03 Audits Finance 7 6
F04 Banking Finance 7 6
F05 Budgets & Estimates Finance E + 6 6** ** = Archival Selection
Approved Budget Finance E + 6 P
F06 Assets Finance E + 6 E + 6** E= Disposal of Asset
** = Archival Selection
F07 Cheques Finance 7 6
F08 Debentures & Bonds Finance P E + 6 E= Debentures surrendered for exchange /
cancellation
F09 Employee & Council Expenses Finance 7 E + 7 E= Event
F10 Financial Statements Finance P P** P = Permanent ** = Archival Selection
F11 Grants & Loans Finance E+ 7 E + 6 E= End of the fiscal year
F12 Investments Finance 7 E + 6 E= Closure of account
F13 Journal Vouchers Finance E + 7 E + 6 E= End of the fiscal
year
F14 Subsidiary Ledgers, Registers &
Journals
Finance E + 7
Payroll
Registers = P
E + 7** E= Event ** = Archival Selection
F15 General Ledgers & Journals Finance P P P= Permanent
F16 Payroll Finance / HR P E + 10 E= End of fiscal year
F17 Purchase Orders & Requisitions Finance E + 7 E + 6 E= Event
F18 Quotations & Tenders Finance 7 6** ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept. 2015 122
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : FINANCE & ACCOUNTING
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
F19 Receipts Finance 6 6
F20 Reserve Funds Finance 6 6
F21 Revenues Finance 6 6
Mortgage related = 10 years
F22 Taxes & Records Finance P P
F23 Write Offs Finance 6 6
Court services write offs = 37 years
F24 Trust Funds Finance E + 7 E + 7 E= Closure of
account
F25 Security Deposits Finance 7 E + 6 E= Closure of account
F26 Working Papers Finance 7 E + 1 E= After completion of audit
By-Law 3558 – Schedule “A” Revised: Sept. 2015 123
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : HUMAN RESOURCES
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
H00 Human Resources – General Originating Dept. 1 1
H01 Attendance & Scheduling HR 4 3** ** = Archival Selection
H02 Benefits HR S S S = Superseded
H03 Employee Records HR E + 10 E + 10**
E= Date employee ceased to be employed by employer ** = Archival Selection
Drinking water system, training records = E+5 years.
Long term home care staff: E+7
Firefighter Employment Terms HR E + 25
H04 Health & Safety HR 7* 3
H05 Human Resources Planning HR 2* 1** ** = Archival Selection
H06 Job Descriptions HR S + 1 S** S = Superseded
H07 Labour Relations HR E + 10 E + 10** E= Expiry of contract
period
** = Archival Selection
H08 Organization Originating Dept. S + 6 S** S = Superseded ** = Archival Selection
H09 Salary Planning HR S + 4 5
Pay Equity HR P P P= Permanent
H10 Pension Records HR P E + 6 E= Termination of
employee / beneficiary
H11 Recruitment HR E + 1 1** ** = Archival Selection
H12 Training & Development HR S* E + 2** E= Date when that particular course ceases to be offered ** = Archival Selection
H13 Claims HR E + 7 E + 3 E= Resolution of Claim
By-Law 3558 – Schedule “A” Revised: Sept. 2015 124
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : HUMAN RESOURCES
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
H14 Grievances HR E + 7* E + 7 E= Resolution of
Claim
H15 Harassment & Violence HR 3 E + 10 E= Resolution of complaint
H16 Criminal Background Checks HR N/A E + 7 E= Date employee ceased to be employed by
employer
H17 Employee Medical Records –
Hazardous Materials
HR N/A E + 40
Or 20 years
after last record exposure
E = Event
H18 Employee Medical Records HR N/A E + 3 E= When STD / LTD
claims are resolved
H19 Disability Management HR N/A E + 5 E= Day issued or
earlier as may be specified by Commission
H20 Confined Spaces HR N/A E + 1
And 2 most recent
records retained
E= Event date
Longer of: 1 year after the document was created or: the
periods necessary to ensure 2 most recent records retained
H21 Service Recognition HR
By-Law 3558 – Schedule “A” Revised: Sept. 2015 125
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : LEGAL AFFAIRS
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
L00 Legal Affairs Originating Dept. 1 1
L01 Appeals & Hearings Originating Dept. P P E= Resolution of
appeal
L02 Claims Against the Municipality Finance E + 4 E + 20 E= Resolution of claim and all appeals
** = Archival
Selection
L03 Claims By the Municipality Finance E + 4 E +20 E= Resolution of claim and all appeals
** = Archival
Selection
L04 Contracts & Agreements Under
By-Law
Clerk’s P E+15** E= act or omission
on which claim is based took place
** = Archival Selection
L05 Insurance Appraisals Finance E + 15 E + 15 E= After a new
appraisal has been done
L06 Insurance Policies Finance E + 15 E + 15 E= Expiry of Policy
L07 Land Acquisition & Sale Finance & DCS E + 10 E + 10** E=Property disposition
** = Archival Selection
L08 Opinions & Briefs Origination Dept. S* S** S= Superseded
** = Archival Selection
L09 Precedents Originating Dept. S S** S= Superseded
** = Archival Selection
L10 Federal Legislation Originating Dept. S S S= Superseded
L11 Provincial Legislation Originating Dept. S S ** = Archival Selection
L12 Vital Statistics Customer Service/ Clerks P P P= Permanent
L13 Prosecutions By-Law E + 7 E + 7 E= Delivery of judgement
L14 Contracts & Agreements – Simple Originating Dept. E + 6 E + 2**
Long term care service providers =
expiry + 7
E= Expiry of contract ** = Archival
Selection
By-Law 3558 – Schedule “A” Revised: Sept. 2015 126
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : MEDIA & PUBLIC RELATIONS
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
M00 Media & Public Relations –
General
Originating Dept. 1 1
M01 Advertising DCS / Economic
Development
1* 1** ** = Archival Selection
M02 Ceremonies & Events Originating Dept. 5* 5** ** = Archival Selection
M03 Charitable Campaigns / Fund
Raising
Originating Dept. E + 1 7
M04 Complaints, Commendations & Inquiries Originating Dept. 1* 1** ** = Archival Selection
M05 News Clippings Originating Dept. 1* 1** ** = Archival Selection
M06 News Releases Originating Dept. 1* 1** ** = Archival Selection
M07 Publications Originating Dept. S* S** ** = Archival Selection
M08 Speeches & Presentations Originating Dept. 3* 3** ** = Archival
Selection
M09 Visual Identity and Insignia Clerk’s S + 5 S + 5** S= Superseded ** = Archival Selection
M10 Website & Social Media Content DCS / Web team S + 5 S S= Superseded
By-Law 3558 – Schedule “A” Revised: Sept. 2015 127
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : PROTECTION & ENFORCEMENT SERVICES
Classification Code
Heading and Description
Responsible Department
By-Law 3558 By-Law 3933
Remarks
P00 Protection & Enforcement Services – General Originating Dept. 1 1
P01 By-Law Enforcement By-Law E + 6 6** ** = Archival Selection
P02 Daily Occurrence Logs Originating Dept. 5* 5** ** = Archival Selection
P03 Emergency Planning Originating Dept. S* S** S= Superseded ** = Archival Selection
P04 Hazardous Materials Originating Dept. S* S + 3 S= Superseded
P05 Incident / Accident Reports Originating Dept. E + 25 E + 1
and 2 most recent
records retained
E= One year or such longer period as is
necessary to ensure that the two most recent reports or
records are on file.
P06 Building & Structural Inspections Building / Fire S E+2 for
inspections, maintenance, testing
related to the fire code.
S= Superseded
E + 2 for inspections, maintenance & testing related to the
Fire Code
P07 Fire Safety Inspections Fire S S S= Superseded
P08 Investigations Originating Dept. 10* 10** ** = Archival Selection
P09 Licenses Customer Services E+ 2 E + 2 E= Expiry of Licence
P10 Building Permits Building P P P= Permanent
P11 Permits, Other Originating Dept. E + 4 E + 2 E= Expiry of Permit
P12 Warrants By-Law E + 2 E + 2
E= Execution of warrant
Court services
search warrants = 40 years
P13 Criminal Records By-Law E + 5 E + 5 E= Occurrence / investigation closed
or disposition of charge
By-Law 3558 – Schedule “A” Revised: Sept. 2015 128
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : PROTECTION & ENFORCEMENT SERVICES
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
P14 Animal Control By-Law E + 2 E + 2 E= Date animal was
last in the pound
P15 Community Protection
Programs
Fire / By-Law S + 2 S + 2** S= Superseded ** = Archival Selection
P16 Emergency Services Fire S + 2 S + 2 S= Superseded
P17 Parking Tickets By-Law 2 2
P18 By-Law Enforcement Tickets By-Law 2 S + 5
P19 EMS Statistics N/A S + 2
P20 Prohibition Notices & Orders N/A 15
By-Law 3558 – Schedule “A” Revised: Sept. 2015 129
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : RECREATION, HERITAGE & CULTURE
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
R00 Recreation & Culture – General Originating Dept. 1 1
R01 Heritage Preservation Clerk’s / Planning P E** E= Removal of
Designation ** = Archival Selection
R02 Library Services County N/A 5
R03 Museum and Archival Services N/A 1** ** = Archival Selection
R04 Parks Management Parks & Rec /
Facilities
5* 5**
Playground equipment
maintenance = P
** = Archival Selection
R05 Recreational Facilities Parks & Rec / Facilities 5* 5**
As builts = until suspended
** = Archival Selection
R06 Recreational Programs Parks & Rec 1** ** = Archival Selection
R07 Archaeology Planning P P
R08 Built Heritage DCS P P
By-Law 3558 – Schedule “A” Revised: Sept. 2015 130
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : SOCIAL & HEALTH CARE SERVICES
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
S00 Social & Healthcare Services –
General
Originating Dept. 1 1
S04 Social Assistance Programs County 1 10
S08 Public Health County 1 5
S09 Cemetery Records Cemetery P P**
Burial permits = 2
P= Permanent
Transfer to archives if no longer managed
By-Law 3558 – Schedule “A” Revised: Sept. 2015 131
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : TRANSPORTATION
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
T00 Transportation General Originating Dept. 1 1
T01 Illumination Works E+ 6 E + 6
E= Removal of the
equipment
Specifications = P
T02 Parking Operations E + 6 E + 6 E= Closure of lot or spot
T03 Public Transit N/A E + 1* E + 1** E= Closure or route / shelter / stop
** = Archival Selection
T04 Road & Sidewalk Construction Works E + 1* E + 25**
Specifications = P
E= Completion of Project
** = Archival Selection
T05 Road & Sidewalk Design and
Planning
Works E + 1* E + 1**
Specifications = P
E= Completion of Project
** = Archival Selection
T06 Road & Sidewalk Maintenance Operations /
Works
E + 6* E + 1
Specifications = P
E= Completion of
Project
T07 Signs & Signals Works E + 1 E + 1 E= Removal of Sign / Signal
T08 Traffic Works E + 1* E + 1** E= Completion of Project ** = Archival Selection
T09 Roads & Lane Closures Works E + 1* E + 1** E= Completion of Project ** = Archival Selection
T10 Field Survey / Road Survey
Books
Operations E + 6* E + 1 E= Completion of
Project
T11 Bridges Works E + 1 E + 25 E= Completion of Project
** = Archival Selection
Specifications & Structural Reports P P
T12 Airport Transportation Services Originating Dept. E + 1** E= Completion of Project ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept. 2015 132
SCHEDULE “A” – By-Law 3933
Records Retention Schedule Comparison
Primary Heading : VEHICLES & EQUIPMENT
Classification
Code
Heading and Description
Responsible Department
By-Law
3558 By-Law
3933
Remarks
V00 Vehicles & Equipment – General Originating Dept. 1 1
V01 Fleet Management Originating Dept. E + 1 E + 1
Daily Inspection Logs = 6 months from
last entry
E= Termination of
lease Daily Inspection Logs may
be destroyed 6 months after last entry
V02 Mobile Equipment Originating Dept. E + 6 E + 6 E= As long as device
is in service
V03 Transportable Equipment Originating Dept. E + 6 E + 6 E= Disposal of equipment
V04 Protective Equipment Originating Dept. E + 6 E + 6 E E= Disposal of equipment
By-Law 3558 – Schedule “A” Revised: Sept. 2015 133
STAFF REPORT
DEVELOPMENT AND COMMUNICATION SERVICES
REPORT TITLE: OFFER TO PURCHASE – DENRICH AND SANDERS
Report No.: DCS 15-35
Author: CEPHAS PANSCHOW
Meeting Type: COUNCIL MEETING
Council Date: SEPTEMBER 14, 2015
Attachments: OFFER TO PURCHASE
RECOMMENDATION:
“THAT Council receive Report DCS 15-35 Offer to Purchase – Denrich and Sanders;
AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the property known as Block A, Plan
M60;
AND THAT the net proceeds be contributed to reserves.”
EXECUTIVE SUMMARY
The purpose of this report is to seek Council approval to sell surplus lands; namely, a
partial, vacant residential lot, to Erica Patenaude and Arron Pattyn.
BACKGROUND INFORMATION
The Denrich & Sanders property was acquired from a developer in 1977 and was declared
surplus on June 12, 2013 as per the following recommendation:
“Resolve that Council receives report 2013-40 Surplus Lands.
Further Resolve that Council declare the subject lands as surplus to the needs of the
municipality.
Further Resolve that Council direct staff to pursue the sale of the subject lands
according to the Sale of Real Property Policy.”
134
Subject Property – Denrich & Sanders
An offer to purchase for property has been received with one condition as follows:
The Buyer obtaining a minor variance for the construction of an accessory building and driveway on the subject property to the sole satisfaction of the Buyer. The Seller
shall permit the Buyer to submit the appropriate application but the Buyer
acknowledges that the Seller shall in no manner represent or warrant that the minor variance will be granted and the Buyer must conform with all procedures and
processes as would any applicant.
The Buyer has been consulting with the Town’s Planner regarding their ability to obtain a
minor variance for the property and staff do not have an issue with the offer being conditional on the successful conclusion of that process.
Page 2 / 4 CAO
135
CONSULTATION/COMMUNICATION
The property has been marketed as follows:
Notice of Surplus Land placed on site – September 23, 2013
Posted on the Town’s website - September 25, 2013
Published twice in the Tillsonburg News – October 2013
The Agreement of Purchase and Sale has been reviewed by Mandryk Stewart & Morgan.
In addition to this, staff has inserted the following conditions as used by Planning staff to
ensure that the site is developed in accordance with the Town’s standard development
requirements. This is in lieu of the property being subject to a Plan of Subdivision. Due to
the parcel history, the conditions normally imposed as part of a Plan of Subdivision approval
do not apply.
Final grade and elevations will be established to the satisfaction of the Town;
All surface and roof drainage will be controlled on site and taken to an outlet approved by the Town;
All necessary provisions for service connections on site will be made to the
satisfaction of the Town, or the Tillsonburg Hydro Inc of the Town of Tillsonburg, as
the case may be;
Construction work will be carried forward expeditiously in a good and workmanlike manner, in accordance with good trade practice and so as to cause a minimum of
nuisance;
All necessary precautions to avoid dust, noise and other nuisances and to provide for the public safety will, so far as possible, be taken and which comply with The
Construction Safety Act;
All necessary care will be taken to see that mud and soil is not tracked or spilled onto
any public highway;
Driveways shall be constructed using good engineering practices to the satisfaction of
the Town;
Upon failure by the Owner to do any act that the public safety or convenience
requires, in accordance with this agreement, on reasonable notice, the Town, in addition to any other remedy, may go in and do same at the Owner's expense and
collect the cost in like manner as municipal taxes;
The Town may treat any breach of this agreement as a breach of the Building By-Law
and stop work until the breach is rectified;
Nothing in this agreement, any discussions or negotiations constitutes a waiver of the
Owner's duty to comply with any by-law and/or Building Permit and/or Building Code
of the Town or any other by-law or provincial or federal statute or regulation;
The Owner will convey to the Town without charge any easement required by the Town or by the Tillsonburg Hydro Inc.;
The Owner will do all landscaping provided for in the approved plans.
So far as may be, the covenants of the Owner herein shall be restrictive covenants running with the land for the benefit of the adjoining lands of the Town or such of
them as may be benefited thereby and shall be binding on the Owner, his or her
heirs, executors, administrators, successors and assigns as Owners and occupiers of
Page 3 / 4 CAO
136
the said land from time to time. The preceding representations and covenants shall
survive closing and shall not merge with closing.
This agreement will be registered on the land and shall be the responsibility of the
Owner for the cost of registration. The Owner shall provide the Town with a registered copy of same.
FINANCIAL IMPACT/FUNDING SOURCE
The offer to purchase has been submitted at a purchase price of $16,000. A real estate
opinion of value from 2009 estimated the value of the property at $25,000. However, a more recent Letter of Opinion (dated June 20, 2013) valued the property at $20,000 due to
the lack of municipal service connections and an estimate that it would cost $85,000 to
service the property.
The offer price is twenty percent below the 2013 opinion of value; however, the property has been available and marketed for nearly two years with only two offers being received.
The first offer received was at a price of $5,000, which staff did not bring forward to Council
due to the low value.
The following costs are expected to be charged to the property:
Description Amount
Legal Costs ~$1,000
Surveyor’s Letter Confirming the Acreage ~$1,000
Total Costs ~$2,000
Based on a potential sale price of $16,000, the net proceeds to the Town are estimated to
be $14,000.
Page 4 / 4 CAO
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139
140
141
142
143
144
145
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CAO
STAFF REPORT
DEVELOPMENT & COMMUNICATION SERVICES
Title: Traffic By-Law Amendment
Report No.: DCS 15-37
Author: GENO VANHAELEWYN – Chief Building Official
Meeting Type: COUNCIL MEETING
Council Date: SEPTEMBER 14, 2015
Attachments: -
RECOMMENDATION:
THAT Council receives Report DCS 15-37 Traffic By-Law Amendment as information.
FURTHER RESOLVE THAT Council adopt By-Law 3943 to amend By-Law 3701, being a by-
law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg.
EXECUTIVE SUMMARY
On April 8, 2013 Council passed Traffic and Parking By-Law 3701 which regulates traffic
and the parking of motor vehicles in the Town of Tillsonburg. Recently staff has identified
the necessity to amend the current by-law and recommend the following changes/updates
as follows:
1. Proposed changes required as a result of the reorganization of Thames Valley
District School Board properties as follows:
i) Delete “No Stopping” signage in front of Maple Lane School - no longer
required at this time as this school is now vacant.
SCHEDULE 1 – Section 8 – “No Stopping” – amend as follows by deleting:
HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS
Demeyere
Ave
North
Maple Lane
Alexander
Ave
Sept 1-Jun 30
Mon – Fri
8am – 9 am
3pm – 4pm
No longer
required at
this time –
school vacant
Maple Lane
Ave
East
Demeyere
Ave
58 m North
of
Demeyere
Ave
Sept 1-Jun 30
Mon – Fri
8am – 9 am
3pm – 4pm
No longer
required at
this time –
school vacant
151
2
CAO
ii) Add “No Stopping” section on Quarter Town Line at the Esseltine/Sanders
intersection for the new crossing location.
SCHEDULE 1 – Section 8 – “No Stopping” – amend as follows by adding:
HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS
Quarter
Town Line
East
30 m south
of Esseltine
Drive
15 m North
of Esseltine
Drive
Sept 1-Jun 30
Mon – Fri
8am – 9 am
3pm – 4pm
Sightlines for
new crossing
location
Quarter
Town Line
West
15 m south
of Esseltine
Drive
30 m North
of Esseltine
Drive
Sept 1-Jun 30
Mon – Fri
8am – 9 am
3pm – 4pm
Sightlines for
new crossing
location
iii) Restrict the maximum rate of speed along Quarter Town Line to 40km/hr at
the new Westfield School area.
SCHEDULE 17(b) – Section 34. (b) – “Lower Speed Limits” – amend as follows by
adding:
HIGHWAY
FROM
TO
LOWER RATE OF
SPEED
Quarter Town Line
150 m North of
Dereham Drive
150 m South of
Sanders Cresent
40 km
40 km/hr ZONE
152
3
CAO
2. Include existing and proposed “Designated Stop Signs” due to recent subdivision
development.
SCHEDULE 9 – Section 23 – “Designated Stop Signs” – amend as follows by adding
the following:
INTERSECTION FACING TRAFFIC
Colin Avenue (East Leg) at Colin Avenue Northbound on Colin Avenue
Dereham Drive at Quarter Town Line Eastbound on Dereham Drive
Glendale Drive at Quarter Town Line Eastbound on Glendale Drive
Glendale Drive at McGuire Crescent (West Leg) Westbound on Glendale Drive
Hogarth Drive at Weston Drive Eastbound on Hogarth Drive
Hollier Drive at Hogarth Drive Northbound on Hollier Drive
Hollier Drive at Weston Drive Eastbound on Hollier Drive
McGuire Crescent (West Leg) at Glendale Drive Northbound on McGuire Cres.
McGuire Crescent (East Leg) at Glendale Drive Northbound on McGuire Cres.
Nancy Court at Glendale Drive Southbound on Nancy Court
3. Prohibit parking on specified streets due to identified concerns as follows:
i) Broadway Street south of Prospect Street at the dead end was identified by
By-Law Enforcement and Operations staff related to vehicle movement and
snow removal. In review staff recommends that the south portion of
Broadway Street south of Prospect be prohibited from parking.
SCHEDULE 2 – Section 12 – “Prohibited Parking” – amend as follows by adding the
following:
HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS
Broadway
East
21 m south
of Prospect
Street
South Limit
No Parking
Anytime
Required for
vehicle
movement/snow
removal
Broadway
West
21 m south
of Prospect
Street
South Limit
No Parking
Anytime
Required for
vehicle
movement/snow
removal
153
4
CAO
ii) Denton Avenue between Gowrie Street E and John Street was reviewed by
By-Law Enforcement staff as a result of a complaint related to sightlines. In
review, By-Law and Engineering staff confirmed the noted risk at the sharp
bend in the street related to sightlines as well as access within the bend
when parking is permitted on both sides of the street.
SCHEDULE 2 – Section 12 – “Prohibited Parking” – amend as follows by adding the
following:
HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS
Denton
Avenue
Both
55 m north
of Gowrie
Street
65 m South
of John
Street
No Parking
Anytime
Required for
sightlines/vehicle
movement
154
5
CAO
CONSULTATION/COMMUNICATION
By-Law Enforcement and Operations staff were consulted.
FINANCIAL IMPACT/FUNDING SOURCE
The cost to add the required signage will be funded from the 2015 roads maintenance
budget.
155
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3943
A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of
motor vehicles in the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend By-Law 3701.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT Schedule 1 to Bylaw 3701, Section 8 “No Stopping”, be amended with the deletion of the
following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5
HIGHWAY SIDE FROM TO TIME OR DAYS
Demeyere Ave North Maple Lane Alexander Ave Sept.1-Jun. 30th
Mon – Fri. 8 am – 9 am
3 pm – 4 pm
Maple Lane East Demeyere Ave 58 m North Sept.1-Jun. 30th
Ave. of Demeyere Mon.- Fri.
Ave 8 am – 9 am
3 pm – 4 pm
2. THAT Schedule 1 of Bylaw 3701, Section 8 “ No Stopping”, be amended with the addition of
the following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5
Highway Side From To Time or Day
Quarter Town East 30 m south of 15 m north of Sept.1 – Jun 30th
Line Esseltine Drive Esseltine Drive Mon.-Fri.
8 am – 9 am
3 pm – 4 pm
Quarter Town West 15 m south of 30 m North of Sept.1 – Jun.30th
Line Esseltine Drive Esseltine Drive Mon.-Fri.
8 am – 9 am
3 pm – 4 pm
156
3. THAT Schedule 17 (b) of Bylaw 3701, Section 34. (b) “ Higher and Lower Speed Limits”, be
amended with the addition of the following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4
Highway From To Lower Rate of Speed
Quarter Town 150 m north of 150 m south of 40 km/hr
Line Dereham Drive Sanders Cres.
4. THAT Scheudule 9 of Bylaw 3701, Section 23 “Designated Stop Signs, be amended with the
addition of the following:
COLUMN 1 COLUMN 2
INTERSECTION FACING TRAFFIC
Colin Avenue (East Leg) at Colin Avenue Northbound on Colin Avenue
Dereham Drive at Quarter Town Line Eastbound on Dereham Drive
Glendale Drive at Quarter Town Line Eastbound on Glendale Drive
Glendale Drive at McGuire Crescent (West Leg) Westbound on Glendale Drive
Hogarth Drive at Weston Drive Eastbound on Hogarth Drive
Hollier Drive at Hogarth Drive Northbound on Hollier Drive
Hollier Drive at Weston Drive Eastbound on Hollier Drive
McGuire Crescent (West Leg) at Glendale Drive Northbound on McGuire Crescent
McGuire Crescent (East Leg) at Glendale Drive Northbound on McGuire Crescent
Nancy Court at Glendale Drive Southbound on Nancy Court
5. THAT Schedule 2 of Bylaw 3701, Section 12,” Prohibited Parking” on Specified Street be
amended with addition of the following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5
HIGHWAY SIDE FROM TO TIME OR DAYS
Broadway East 21 m south of South Limit No Parking
Prospect St Anytime
Broadway West 21 m south of South Limit No Parking
Prospect St. Anytime
Denton Avenue Both 55 m North 65 m South No Parking
of Gowrie St. of John St Any time
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THAT these amendments to By-Law 3701 are hereby declared to be part of that By-Law as if written
therein.
THAT this By-Law be passed pursuant to the Highway Traffic Act, and shall become effective upon
enactment.
Read a first and second time this day of , 2015
Read a third time, passed, signed, sealed and numbered XXXX this day of , 2015.
________________________________
Mayor - Steve Molnar
_______________________________
Clerk – Donna Wilson
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STAFF REPORT
DEVELOPMENT AND COMMUNICATION SERVICES
REPORT TITLE: AMENDMENT TO AIRPORT HANGAR LAND LEASE
Report No.: DCS 15-38
Author: ANNETTE MURRAY
Meeting Type: COUNCIL MEETING
Council Date: SEPTEMBER 14, 2015
Attachments:
RECOMMENDATION:
“THAT Council receive Report DCS 15-38 Amendment to Airport Hangar Land Lease;
AND THAT Council approve the amendment to the land lease agreement with Jeff
Miller;
AND THAT a By-Law be brought forward for Council’s consideration”.
EXECUTIVE SUMMARY
The purpose of this report is to seek Council approval for an increase in the area being
leased for the construction of a new hangar at the Tillsonburg Regional Airport. If
approved, the hangar size will increase from 4,096 square feet to 4,480 square feet which will result annual revenue of $1,399.
BACKGROUND INFORMATION
On June 22, 2015, Council approved the following resolution:
9.3.2. Report DCS 15-25 Airport Hangar Land Lease Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receive Report DCS 15-25 Airport Hangar Land Lease;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement
with Jeff Miller for the construction of a 4,096 square foot hangar at the Tillsonburg Regional Airport for a twenty (20) year term expiring on December
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31, 2035 subject to the terms and conditions contained within the lease agreement;
AND THAT a By-Law be brought forward for Council consideration.
Carried
The Lessee has since indicated that he requires a slightly larger hangar and has requested that the lease be amended to reflect this increase. The hangar is now proposed to be six
feet wider, which equates to an increase in the area being leased of 384 feet resulting in a
gross floor area of 4,480 square feet (see Appendix A).
Staff has reviewed the request to ensure that the proposed increase in hangar width does
not negatively affect future development plans for hangars to the south and west of the
proposed hangar and are satisfied that the increase in hangar size can be accommodated.
CONSULTATION/COMMUNICATION
The Amendment to the Airport Hangar Land Lease has been reviewed by Mandryk Steward
& Morgan and the proposed expansion has been reviewed in consultation with CJDL
Engineering.
FINANCIAL IMPACT/FUNDING SOURCE
The original lease revenue was calculated at $1,287.84 annually including a $100
Maintenance Fee. The new lease revenue will be $1,399.20 based on an expanded
area of 384 square feet. This will result in an increase in the annual revenue
received by the Town of $111.36. Harmonized Sales Tax (HST) is in addition to the
lease amount.
The lease rate is calculated based on a rate of $0.29 per square foot. The land
lease rate for hangars was approved by Council at their September 9, 2013 meeting
date and is subject to an annual review.
The tenant is responsible to pay for all fees related to electrical service to the
hangar as well as any costs for lot grading if required. Property taxes are the also
the responsibility of the tenant.
All revenue will be allocated to the Airport budget.
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Appendix A – Revised Hangar Area
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STAFF REPORT
DEVELOPMENT AND COMMUNICATION SERVICES
REPORT TITLE: AIRPORT TAXIWAY REHABILITATION PROJECT
Report No.: DCS 15-39
Author: CEPHAS PANSCHOW
Meeting Type: COUNCIL MEETING
Council Date: SEPTEMBER 14, 2015
Attachments:
RECOMMENDATION:
“THAT Council receive Report DCS 15-39 Airport Taxiway Rehabilitation Project;
AND THAT the partnership arrangement with the Canadian Harvard Aircraft Association be approved subject to the Town’s receipt of suitable confirmation
from the Canadian Harvard Aircraft Association.”
EXECUTIVE SUMMARY
The purpose of this report is to provide Council with an update on the Airport Taxiway
Rehabilitation Project contained within the Town’s 2015 Capital budget as well to seek
approval for a potential partnership with the Canadian Harvard Aircraft Association for the rehabilitation and shared use of their apron.
BACKGROUND INFORMATION
The 2015 approved Airport Capital Budget included the Taxiway Rehabilitation as a carry
forward project from 2014. The project was not able to be completed in 2014 due to the
significant events (airshows) that took place that year and the impact on operations due to
those events. The carry forward amount contemplated a total project budget of $44,000
with $7,000 funded by tenants for a net cost to the Town of $37,000. The Town’s share is
funded by reserves generated by a past sale of Airport assets (the former Town hangar).
In terms of the tenant contribution, staff was unable to secure any contributions from the
tenants directly in 2014 so the Airport Infrastructure Levy was created to help fund improvements to the airport. The Airport Infrastructure Levy is either a $500 or $1,000 fee
charged to every new hangar tenant through the lease agreement and then placed in
reserves. Staff believes that securing funds in this manner is more feasible than after the tenant has already built their hangar.
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The taxiway being rehabilitated is east of the main ramp and south to the commercial
aviation area (see Figure 1).
Figure 1 – East & South Taxiway
The area being rehabilitated is slightly less than shown based on new information regarding a drainage culvert that crosses the taxiway. The Town Engineering Department has
recommended not rehabilitating the asphalt over the southern portion of the taxiway until
such time as the culvert has been redesigned and reconstructed. This work is required due
to heaving of the culvert that results in the asphalt cracking during freeze/thaw weather
patterns.
Due to the reduced scope and the reduced cost estimate received by the Engineering
Department (based on their current tender prices), staff have explored a potential cost
sharing arrangement with the Canadian Harvard Aircraft Association (CHAA) for the shared use of their apron.
Once this taxiway itself is rehabilitated, the CHAA apron will be the last remaining asphalted
area in need of rehabilitation. As the Airport’s main ramp is one of the smallest airport
ramps that can be found, it is often full of aircraft. While this is typically the case on
weekends, staff is starting to see this happen during the week as well.
As such, staff is proposing an arrangement between the Town and CHAA where the costs
for the CHAA apron rehabilitation are shared between the Town and CHAA and with the
Town benefiting by now being able to use the CHAA apron for aircraft storage when the Airport experiences peak traffic.
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Figure 2 – CHAA Apron (745 Square Metres)
*Note: The actual apron area has been measured as 612 m2, which is less than the 745 m2 shown above
This arrangement provides a win-win solution where CHAA benefits by having badly needed
rehabilitation of their apron and the Town benefits by gaining an additional aircraft storage area at minimal cost. This arrangement would provide a short to medium term solution
while the business plan is being prepared for a future expansion to the Airport’s main ramp.
Should Council not be in favour of the arrangement with CHAA, staff would proceed with the
taxiway rehabilitation only.
CONSULTATION/COMMUNICATION
Staff has reviewed the cost sharing opportunity with CHAA who has agreed to provide a
motion in that regard should the arrangement be approved by Council. CHAA
representatives indicated that they typically only use their apron on Saturdays and for the occasional special event so the apron would be available most of the time for airport use.
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FINANCIAL IMPACT/FUNDING SOURCE
The Town’s 2015 Budget included $44,000 for the resurfacing of the east taxiway with
$37,000 funded from the Airport reserve and $7,000 funded from tenants. Based on current pricing received from the Town’s Contractor (through the Engineering Department),
the cost for the taxiway resurfacing is estimated $29,072.37 including a 10% contingency.
The cost for the resurfacing the CHAA apron is estimated at $13,405.89 including a 10% contingency. The total rehabilitation costs would be $42,478.26 if the partnership
opportunity is approved.
Staff are proposing a cost sharing based on a 60:40 ratio where CHAA would pay $8,043.53
and the Town would pay $5,362.36. The below table summarizes the net levy impact of
the various options.
Town’s
Contribution
Tenant
Contribution
Total Net Levy
Impact
Original Budget (as
approved in 2014 and carried forward to 2015)
$37,000 $7,000 $44,000 $37,000
2015 Project Estimate
(Reduced area and not including CHAA apron)
$27,072.37 $2,000 $29,072.37 $27,072.37
CHAA Apron Amount
$5,362.36 $8,043.53 $13,405.89 N/A
Revised Total Budget
(Including CHAA & Airport
Infrastructure Levy
amounts)
$32,434.73 $10,043.53
(includes
$2,000 tenant
contribution)
$42,478.26 $32,434.73
If the Town proceeds with the taxiway rehabilitation only, the cost would be covered by reserves and the Airport Infrastructure Levy amounts collected to date, which is estimated
at $2,000.
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STAFF REPORT FINANCE
Title: Debt Financing
Report No.: FIN 15-36
Author: DARRELL EDDINGTON
Meeting Type: COUNCIL MEETING
Council/Committee Date: SEPTEMBER 14, 2015
Attachments: UPDATED ARL 091415
BYLAW 3944 ISSUANCE OF DEBT
RECOMMENDATION THAT Council receives report FIN 15-36 Debt Financing.
AND THAT Council receives the updated annual repayment limit calculation.
AND THAT Council consider By-Law 3944 for three readings for the issuance
of debt financing.
EXECUTIVE SUMMARY
To provide Council with the 2015 request for debt and obtain approval to issue debt
through the County of Oxford.
BACKGROUND
During the 2015 budget process, Council approved debt totaling $1,216,000 for a number of fleet, roads and facility projects. As outlined in By-Law 3944, debt for $1,146,000 is to
be financed with the term and amortization period for each project as set out in the By-
Law. The term and amortization period were set in consultation with the appropriate Director. Ontario Infrastructure and Lands Corporation lending rates as of September 4,
2015 are 2.22% for 10 years; 2.72% for 15 years; and 3.03% for a 20 year term. The
Director of Finance is required to update the attached Town’s Annual Repayment Limit and
By-Law 3944 is being brought forward for three readings for Council consideration.
FINANCIAL IMPACT/FUNDING SOURCE
N/A.
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STAFF REPORT
OPERATIONS SERVICES
Report Title: Rogers Utility Lease Amending and Extension Agreement
Renewal
Report No.: OPS 15-18
Author: Kevin De Leebeeck, P.Eng., Director of Operations
Meeting Type: REGULAR COUNCIL
Council Date: SEPTEMBER 14, 2015
Attachments: ROGERS LEASE AMENDING AGREEMENT
RECOMMENDATION:
THAT Council receive Report OPS 15-18, Rogers Utility Lease Amending and Extension Agreement Renewal for 10 Lisgar Avenue;
AND THAT Mayor and Clerk be authorized to sign all documents necessary to
extend the lease agreement with Rogers Communications Inc.
SUMMARY
The Town and Rogers Wireless Inc., entered into a Telecommunications Site
Agreement and Co-Location Agreement in 2004 for a small area at 10 Lisgar Avenue.
The Agreements allowed Rogers (the Tenant) to construct a telecommunications tower
at the site and for the Town (the Landlord) to install and operate equipment on the lower portion of the tower. The Town does not pay fees for the tower use, but is responsible
for power consumption of Town equipment on the tower. The terms of the original
agreement were a five (5) year period, with annual rent of $7,500 plus GST. The original
agreement had a provision for 3 additional 5 year extensions.
The Town entered into a Lease Amending & Extension Agreement with Rogers in 2009
at the expiration of the previous agreement term on August 31, 2009, which constituted
the first 5 year extension. The agreement was amended to address a corporate
amalgamation to Rogers Communications Inc., as well as to renew the terms of the
lease for another five (5) years at the same annual rental rate plus applicable taxes.
The Tenant has applied to renew the agreement for another five (5) year term expiring
in 2019. This constitutes the second 5 year extension in accordance with the original
agreement. The terms of the previous Telecommunications Site, Co-Location and
Lease Amending & Extension Agreements are still applicable, with two exceptions: an increased rental rate and limitations to assignment or transfer of the lease.
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FINANCIAL IMPACT/FUNDING SOURCE
The new rental rate results in an annual increase of $750 from the terms of the previous
agreements. These lease funds will continue to be allocated to the Customer Service Centre building budget.
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STAFF REPORT
OPERATIONS SERVICES
Report Title: Results for RFP 2015-009 Engineering SUV
Report No.: OPS 15-29
Author: Dave Davis, Manager of Fleet Services
Meeting Type: REGULAR COUNCIL
Council Date: SEPTEMBER 14, 2015
Attachments: NONE
RECOMMENDATION
THAT Council receives Report OPS 15-29 Results for RFP 2015-009 Engineering SUV;
AND THAT Council award RFP 2015-009 to Airport Nissan of Brampton, Ontario at
a total cost of $32,547.94 (net HST included) the highest scoring proposal
received. SUMMARY
Request for Proposal RFP 2015-009 was advertised on the Tillsonburg website, the
Tillsonburg News and on Biddingo with a total of five (5) valid proposals received. Town
staff reviewed and scored the proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows:
Proposed Price 40 pts
Delivery Date 10 pts Specification Compliance 20 pts
Design Features 20 pts
Warranty Coverage 10 pts
Total Score 100 pts
The bids from the valid proposals received varied from $32,051.35 to $42,468.52 (net
HST included). The scoring results are summarized below.
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Proponent Total Score
1. Airport Nissan - Pathfinder 86
2. St. Thomas Ford - Edge 72
3. Oxford Dodge - Durango 68
4. Oxford Dodge – Jeep Cherokee 64
5. Stauffer Ford – Expedition SSV 60
The Nissan Pathfinder was the highest scoring proposal submitted and has the best fuel
economy rating of all compliant bids received. This unit also satisfied the specification
and warranty requirements and has the quickest delivery time of only 20 days.
Therefore it is staff’s recommendation that Airport Nissan of Brampton, ON be awarded
this RFP.
CONSULTANTATION/COMMUNICATION
The Manager of Engineering, Manager of Fleet Services and the Director of Operations
were consulted during the evaluation process.
FINANCIAL IMPACT/FUNDING SOURCE
The recommended proponent’s bid of $32,547.94 (net HST included) is under the 2015
approved budget of $35,000 from reserves and taxation.
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STAFF REPORT
OPERATIONS SERVICES
Report Title: Results for RFP 2015-003 Electric Forklift
Report No.: OPS 15-30
Author: Dave Davis, Manager of Fleet Services
Meeting Type: REGULAR COUNCIL
Council Date: SEPTEMBER 14, 2015
Attachments: NONE
RECOMMENDATION
THAT Council receives Report OPS 15-30 Results for RFP 2015-003 Electric Forklift;
AND THAT Council award RFP 2015-003 to RIGO Lift Truck Ltd of Concorde,
Ontario at a total cost of $43,683.86 (net HST included) the highest scoring
proposal received. SUMMARY
Request for Proposal RFP 2015-003 was advertised on the Tillsonburg website, the
Tillsonburg News and on Biddingo with a total of six (6) valid proposals received. Town
staff reviewed and scored the proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows:
Proposed Price 40 pts
Delivery Date 10 pts Specification Compliance 20 pts
Design Features 20 pts
Warranties Full Unit and Battery 10 pts
Total Score 100 pts
The bids from the valid proposals received varied from $39,214.23 to $47,775.30 (net
HST included). The scoring results are summarized below.
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Proponent Total Score
1. RIGO Lift Trucks 78
2. All Lift 68
3. Wayco Multi-lift Heli 66
4. Wajax 64
5. Yale 56
6. Wayco Multi-lift Nissan 52
RIGO Lift Trucks was the highest scoring proposal submitted and is the only bid that
does not require improvements to the buildings hydro infrastructure to support the
battery charging unit. Therefore it is staff’s recommendation that RIGO Lift Trucks of Concorde, ON be awarded this RFP
CONSULTANTATION/COMMUNICATION
The Manager of Utility Operations, Manager of Fleet Services and the Director of Operations were consulted during the evaluation process.
FINANCIAL IMPACT/FUNDING SOURCE
The recommended proponent’s bid of $43,686.86 (net HST included) is under the 2015 approved budget of $55,000 from reserves and taxation.
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STAFF REPORT
OPERATIONS SERVICES
Report Title: Results for RFP 2015-012 Road Patrol Software
Report No.: OPS 15-31
Author: Kevin De Leebeeck, P. Eng., Director of Operations
Meeting Type: REGULAR COUNCIL
Council Date: SEPTEMBER 14, 2015
Attachments: NONE
RECOMMENDATION
THAT Council receive Report OPS 15-31 results for RFP 2015-012 Road Patrol Software;
AND THAT Council award RFP 2015-012 to R.J. Burnside & Associates Limited of
Orangeville, Ontario at a total cost of $25,256.83 (net HST included);
AND THAT the Mayor and Clerk be authorized to execute the necessary documents to award RFP 2015-012 to R.J. Burnside & Associates Limited.
SUMMARY
Request for Proposal RFP 2015-012 was issued to acquire the necessary services to supply, install and implement a road patrol software solution to help staff meet the
legislative minimum maintenance standards (O.Reg. 239/02, as amended) for both
summer and winter maintenance operations. The proposed solution provides the ability
to document and report on the services provided, automates current manual tasks,
streamlines the administration of compliance tracking, and provides a tool to verify and prove that the Town has met Provincial minimum maintenance standards.
The RFP was advertised on the Tillsonburg website, the Tillsonburg News and on Biddingo with a total of 12 plan takers, but only one (1) valid proposal received. Town
staff reviewed and scored the sole proposal based on the scoring tool that was included
in the RFP. The scoring tool is as follows:
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Corporate Qualifications & Experience 15 pts Proposed Software Solution 30 pts
Maintenance Training & Support 20 pts
Schedule & Work Plan 15 pts
Proposed Fee 20 pts Total Score 100 pts
The scoring results from the Evaluation Committee are summarized below.
Proponent Total Score
1. R.J. Burnsides & Associates 92
R.J. Burnsides & Associates have strong background, experience, and work plan relative to the entire scope of work contemplated for this project. All references have
indicated they are very satisfied with the product, its ease of use, and the quick ongoing
maintenance support provided. R.J. Burnsides & Associates currently supplies the
Town with sidewalk patrol software and as value added is offering a free upgrade to this software module. It is staff’s recommendation that R.J. Burnsides & Associates be retained for this assignment.
CONSULTANTATION/COMMUNICATION The Director of Operations, Manager of Engineering, Acting Roads Manager, Asset Management Technician, and Fleet/Roads CSR were consulted during the evaluation.
FINANCIAL IMPACT/FUNDING SOURCE
The recommended proponent’s fee of $25,256.83 (net HST included) to complete the scope of work of this assignment is under the 2015 approved budget of $35,000 from
taxation.
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STAFF REPORT
RECREATION, CULTURE & PARKS
Report Title: Oxford Public Health Request for Free Use of Space
Report No.: RCP 15-35
Author: Rick Cox
Meeting Type: COUNCIL MEETING
Council Date: SEPTEMBER 14, 2015
Attachments: OCPHES FLU CLINIC REQUEST 2015
RECOMMENDATION:
THAT Council receives Report RCP 15-35 – Oxford Public Health Request for Free Use of Space for information;
AND THAT Council approves the ongoing provision of space for one day per year at no charge
in the Tillsonburg Community Centre Lions Auditorium to Oxford County Public Health for the
purposes of holding a free flu clinic open to the general public.
EXECUTIVE SUMMARY
Each year, Oxford County Public Health (OCPHES) books space at the Tillsonburg Community
Centre to hold flu clinics, and each year they request the space at no charge.
BACKGROUND
Attached is a request for free use of space. As this is an annual event, staff recommends that
Council approve one free day per year for holding a flu clinic. If additional use of space is
requested, that would either be at the approved rental fee or a separate request would need to come to Council.
CONSULTATION/COMMUNICATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
The total rental rate for the flu clinic booking in 2015 is $278.44 plus taxes.
COMMUNITY STRATEGIC PLAN IMPACT
N/A
RCP 15-35 - Oxford Public Health Request 1/1
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Public Health & Emergency Services
410 Buller Street, Woodstock Ontario N4S 4N2
Phone: 519-539-9800 • Fax: 519-539-6206 Web site: www.oxfordcounty.ca/health
July 29, 2015
Town of Tillsonburg 200 Broadway Street
Tillsonburg ON N4G 5A7
Dear Sir or Madame:
Oxford County Public Health & Emergency Services would like to utilize the Lions Auditorium at
the Tillsonburg Community Centre on October 27, 2015 for the Community Influenza Clinic. This
clinic will offer the residents of Tillsonburg and surrounding area an opportunity to receive their annual influenza vaccination. Please consider waiving the fee associated with the Auditorium
rental since Oxford County Public Health is using the facility to promote the wellbeing of those who work or live in Oxford County.
Thank you for your consideration of this request. Feel free to contact me if you have any questions or concerns.
Sincerely,
Joanne Andrews, RN BScN
Program Supervisor, Health Protection
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STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Replacement Health Club Cardio Equipment
Report No.: RCP 15-37
Author: RICK COX
Meeting Type: COUNCIL
Council/Committee Date: SEPTEMBER 14, 2015
Attachments: • RCP 15-16 – Health Club Operational Report
RECOMMENDATION
THAT Council receives report RCP 15-37 – Replacement Health Club Cardio
Equipment for information;
AND THAT Council award supply and installation of a new fleet of cardio equipment in the Health Club to Advantage Fitness at their tendered price of $79,549.00 net of
applicable taxes;
AND THAT that a By-law be brought forward at the next meeting to authorize
financing the purchase with a five-year bank loan secured through the County.
EXECUTIVE SUMMARY
In June 2015, Council authorized staff to issue an RFP for replacement cardio
equipment at the Health Club. This report recommends Council award the contract to Advantage Fitness and finance the purchase over a five-year term.
BACKGROUND
In July, staff issued RFP 15-11 to secure competitive pricing on a replacement fleet of cardio equipment for the Health Club. The RFP closed on August 20, 2015 and
three bids were received.
Summary of Responses
Vendor Bid Status Score
Advantage Fitness Fully compliant 84
Stak Fitness Fully compliant 82
Kinetic Solutions Fully compliant 76
All three vendors submitted compliant bids to supply a complete suite of
commercial grade cardio equipment. Unlike the other two vendors, Kinetic
Solutions’ bid price did not include a scheduled maintenance and service program.
Using the scoring matrix included with the RFP, the highest scoring submission is from Advantage Fitness at a price of $79,549.84 (net tax included) and staff
recommends procuring the equipment from this firm.
For information, the scoring matrix is below:
CRITERIA WEIGHT
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Price: Final pricing and payment schedule. Terms for financing and
leasing will be considered. 40
Delivery Date: Anticipated schedule of completion and delivery date. 10
Specifications: Degree to which the Proposal meets all RFP
requirements. 20
Design: Equipment design and features. Proven product history
through other referenced Municipalities as well as direct experience. 20
Warranty: Includes strength frame and parts and labour. 10
EVALUATION TOTAL 100
Financing the Purchase As outlined in Report RCP 15-16, an industry best practice is to finance the cardio
equipment fleet rather than to replace items piecemeal. Financing options available
for this procurement are to place debt through the County with a bank or with
Ontario Infrastructure and Lands Corporation (OILC) or to enter a capital lease with
National Leasing as proposed in the successful bid.
• National Leasing - The advantage of using National Leasing is that the approval
process is completely within the purview of the Town and the timeline to secure
the financing is very short. The buy-out at the end of the 66 month lease is $10 while the life of the equipment is beyond 66 months. The disadvantage is the
interest rate of 6.71% is higher than the purchasing option leading to a
significantly higher cost to the Town over the life of the loan.
• OILC - The advantage of using Infrastructure Ontario is the current interest rate
for the debt is very attractive at 1.48%. The disadvantages of this option are
that the process is controlled by the County, there will be an extended length of
time before the money is secured and some legal costs will be incurred to have
the agreements prepared and reviewed. In the interim, the Town’s cash flow could be drawn on to execute the purchase, recognizing it would take a number
of months for reimbursement.
• Bank loan – The advantages of securing a bank loan is that the current interest rates (1.84%) are almost as good as those available from the OILC, there are
no legal costs and the timeline is quite short. The disadvantage of this option is
that the process is controlled by the County.
• No financing – This option would implement the 5-year capital plan to purchase
a few pieces each year. The 2015 purchase would be limited to a subset of the
equipment needed. A further purchase would be up for consideration in the
2016, 2017 and 2018 budget cycles.
Staff recommends placing a bank loan through the County to finance the purchase in the most cost-effective manner while replacing the whole fleet all at once.
CONSULTATION/COMMUNICATION
The development of the RFP document required considerable collaboration between RCP staff and Finance staff. Subsequent to the close of the RFP, consultation took
place with Finance staff and County staff regarding debt and lease financing
options.
FINANCIAL IMPACT
The approved budget for 2015 includes a capital allocation of $10,000 for the
purchase or lease of cardio equipment financed from taxation. The 5-year capital
plan in the approved budget included $25,000 from taxation in each of the next
RCP 15-37 - Replacement Health Club Card 2/3
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three years to continue the cardio equipment replacement program. Entering a 5-
year bank loan at the current posted rate of 1.84% would spread the cost over six
fiscal years instead of the four years identified in the 5-year capital plan.
Year Budget Leasing
(6.71%)
OILC Debt
(1.48%)
Bank loan
(1.84%)
2015 $10,000 $4,370.28 $3,000.00* $4,189.89
2016 $25,000 $17,481.12 $15,067.32 $16,759.54
2017 $25,000 $17,481.12 $15,067.32 $16,759.54
2018 $25,000 $17,481.12 $15,067.32 $16,759.54
2019 $17,481.12 $15,067.32 $16,759.54
2020 $17,481.12 $15,067.32 $12,569.66
2021 $4,380.28 $7,543.38
Total $85,000 $96,156.16 $85,879.98 $83,797.69
* estimated legal costs
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
N/A
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STAFF REPORT RECREATION, CULTURE & PARKS
Title: Health Club Operational Report
Report No.: PRS 15-16
Author: Jessica Melo, Programs Supervisor
Rick Cox, Director of Recreation, Culture & Parks Meeting Type: COUNCIL MEETING
Council/Committee Date: MAY 25, 2015
Attachments:
RECOMMENDATION
THAT Council receives Report RCP 15-16 – Health Club Operational Report for information
AND THAT staff prepare and issue a request for proposal for replacement cardio
equipment through purchase or lease within the approved budget.
EXECUTIVE SUMMARY
Over the past 18 months, a concerted effort to rebuild the Town’s Health Club
membership and usage levels has been successful. Investments were made in
small equipment (2013) and a reconfiguration of the customer service desk (2014),
along with a reconfiguration of the membership structure and fitness class offerings to meet customer preference. Pricing strategies including packaging and sale price
offerings have been implemented to attract and retain members.
BACKGROUND INFORMATION Strategic Plan Recommendations
In the 2011 Community Parks, Recreation & Cultural Strategic Master Plan, the
discussion about the fitness centre includes the comment that “the Town should
continue to expand its focus on wellness programs.” In addition the Plan suggests
“specific efforts should continue to be made toward retaining and attracting members” with recommendation 3-10 reading as follows:
“The Town should undertake a comprehensive examination into the
reconfiguration/expansion of its Health Club… in order to provide a higher quality, higher performing level of service….”
The reconfiguration/expansion will be considered through the conceptual design
process currently under way, but RCP staff take very seriously the mission to
expand wellness programs, retain and attract members and work towards a higher
quality, higher performing level of service.
RCP 15-16 - Health Club Operational Repo 1/4
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History
When the Tillsonburg Community Centre (TCC) opened in 1972, the facility was
created to serve as a place of recreation, fitness and leisure in the community. The
TCC continues to serve as a provider of wellness programs for all ages by offering a variety of options to residents. Since the Health Club’s inception in 1973, the Club
has continually operated as an affordable fitness service for residents. The success
of the service has required expansions in the 1980’s, 1990’s and 2000’s and residents continue to make good use of the Health Club facility.
Many of the users of the TCC Health Club are not looking for high-intensity training
equipment but are simply looking to maintain their health (seniors) or develop into fitness (students) and choose the TCC facility because it offers a variety of
equipment in a comfortable atmosphere and is accessible. Many adult members
choose it for these same reasons in addition to being able to exercise while their
children attend programming in the center. Comparable municipalities such as
Ingersoll, North Huron and Kawartha Lakes have maintained public ownership over a health club for these same reasons.
The Town’s Health Club is the longest serving fitness centre in Tillsonburg. Since it
opened over 40 years ago, a number of private sector operators have come and gone.
No Longer In Operation:
• Iron Master: Located on Washington Grand Ave at the corner of Bidwell Street.
(Now a self-brew beer & wine store.) Closed prior to 2000.
• Body Maintenance: Originally located on Tillson Ave, it moved to Broadway Street and then to Library Lane. Closed in 2002.
• Fitness 21: Located by Dad’s Ice Cream, it became Body Tech and then
Olympus. Closed in 2010.
• Extreme Fitness: The original location was the old Rick’s Carpet in industrial
park. Moved to Brock Street beside Music Academy. Existed 12-13 years. Closed
in 2011.
Still Operating:
• Cardio Plus (Women only): Located on Broadway Street beside the movie
theatre. Opened in 2001.
• Curves (Women only): Located on Harvey Street. Opened 2000-2001 (approx.).
• Snap Fitness: Located on Broadway Street across from the Town Centre Mall. Opened in 2012.
• Anytime Fitness: Located on Broadway Street near Sobey’s. Opened in 2012.
Usage Trends The RCP Programs team has been working diligently at rebuilding the Health Club
activity after the usage dropped when new competitors came to in the market in
2012. With Council’s support through a $10,000 capital investment in equipment in
2013 and a capital project to reconfigure the entranceway and service desk in
2014, these efforts have shown dividends. Over the past year (May 2014 – April 2015), there have been an average of 2,122 visits per month or just over 70 people
per day using the Health Club. Nine out of the last twelve months have shown the
RCP 15-16 - Health Club Operational Repo 2/4
220
highest or 2nd highest monthly use for that month since 2009. (Data is not available
prior to 2009.)
The usage statistics reflect the significant increase in membership purchases so far
in 2015 with a current total of 830 members. Almost 40% of the new memberships sold in the last year were for students and seniors in the community. These
members find value in the TCC Health Club because there is trained staff available
at all times, and the TCC facility is the only local Health Club that offers access to a pool and sauna. Additionally, the Town is a stable organization unlikely to close
over the span of a membership purchase which compares favourably with local
examples of health clubs closing suddenly.
In the last 10 years
(2004-2014) the Health
Club operation has
generated a total net
surplus of $35,655. However, for the past
three years the operation
has shown a loss. This is largely attributed to the
loss of user base
beginning in 2012 from
the arrival of new
competition as well as increased labour costs
when the wage grid was
implemented. Continued efforts to grow
revenue and contain
costs will hopefully
reverse this trend. So far
in 2015 the operation is
showing a surplus of
$12,875. The calculation
of this operational surplus includes revenue from memberships, fitness classes and drop-in users set against expenses from full- and part-time Health Club staff
labour, equipment maintenance costs, supplies, staff training and advertising.
Capital costs and facility costs are not considered in this calculation.
Current Equipment Fleet
One of the critical parts of creating the foundation for success with this operation is
the modernization of the cardio equipment and other amenities available in the
Health Club. The current fleet of cardio equipment varies in age between six to
thirteen years old. The cardio equipment receives constant, commercial-volume use and most pieces are currently in need of replacing. Through regular maintenance
the Town has been able to maintain a very high standard of minimal downtime. As
with any mechanical equipment there reaches a point where the maintenance costs
$(50,000)
$(40,000)
$(30,000)
$(20,000)
$(10,000)
$-
$10,000
$20,000
$30,000
$40,000
TCC Health Club
Annual Operational Net Surplus (Loss)
RCP 15-16 - Health Club Operational Repo 3/4
221
begin to exceed the replacement costs. Standard practice in the fitness industry for
cardio equipment is to lease a fleet that can be updated every 3-5 years without
significant changes in cost profile. RCP staff recommends replacing the cardio fleet
to retain existing users and attract new users.
CONSULTATION/COMMUNICATION
Preliminary results from the conceptual visioning process suggest the community at
large is in support of the Town staying in the business of providing a fitness centre as a service to the ratepayers of Tillsonburg.
FINANCIAL IMPACT/FUNDING SOURCE
The 2015 Capital Budget includes a $10,000 allocation from taxation for equipment
replacement, with a further $25,000 allocation planned for in 2016, 2017 and 2018.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
N/A
RCP 15-16 - Health Club Operational Repo 4/4
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STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Cemetery Building Flood Damage Repairs
Report No.: RCP 15-39
Author: RICK COX
Meeting Type: COUNCIL
Council/Committee Date: SEPTEMBER 14, 2015
Attachments:
RECOMMENDATION
THAT Council receives report RCP 15-39 – Cemetery Building Flood Damage Repairs
for information;
AND THAT Council award the contract to complete the repairs to Bronz Construction at their tendered price of $11,671.87, net of applicable taxes;
AND THAT $12,000 of the approved $55,000 capital allocation for the indoor pool
repair project is reallocated to fund the repairs to the Cemetery Building.
EXECUTIVE SUMMARY
In February 2015, burst pipes in the Cemetery Building caused considerable flood
damage to the washrooms and staff work areas. Town personnel have made some
of the repairs but the completion of the project requires an outside contractor to do the work. This report recommends awarding the work to the low-bid vendor.
BACKGROUND
A burst pipe in the Cemetery Building caused damage to the public washroom, the staff washroom and the staff work area. The Cemetery Registrar was temporarily
relocated to the Corporate Offices until the damaged insulation and drywall was
removed and mould remediation undertaken. Town staff carried out repairs to the
flooring and the public washroom so that the public washroom could be re-opened
and the Registrar moved back to the Cemetery Building.
The scope of the remaining repairs is beyond what can be accommodated
internally, so a project scope was created so external contractors could bid on the work. Four vendors submitted quotes for the work.
Summary of Responses
Vendor Bid Status Bid Price (net tax incl.)
Bronz Construction Fully compliant $11,671.87
Grassmere Construction Fully compliant $13,829.18
Signature Contracting Fully compliant $15,333.20
Franklin Construction Not compliant
RCP 15-39 – Cemetery Building Flood Dama 1/2
223
Staff recommends awarding the contract to Bronz Construction.
CONSULTATION/COMMUNICATION
The CBO and other Town staff were consulted during the scoping of the project.
FINANCIAL IMPACT
The cost to repair the damage from the burst pipe does not exceed the Town’s
$20,000 insurance deductible.
Finance staff advise that there are no funds available to use for this repair, except
for general reserves. RCP staff were able to identify funds within the 2015 capital
repair program to fund this repair. There is a $55,000 allocation for repairs to the
indoor pool. Due to careful procurement, energy rebate programs, and completing
some of the repairs using Town staff, Facilities staff is confident the pool repair
project can be accomplished within a net budget of $43,000.
With Council approval, $12,000 of the pool repair project budget can be re-allocated to fund the repairs to the Cemetery Building.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A
RCP 15-39 – Cemetery Building Flood Dama 2/2
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STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Annandale Diamond Improvements Project Update
Report No.: RCP 15-40
Author: RICK COX
Meeting Type: COUNCIL
Council/Committee Date: SEPTEMBER 14, 2015
Attachments:
RECOMMENDATION
THAT Council receives report RCP 15-40 – Annandale Diamond Improvements
Project Update for information.
EXECUTIVE SUMMARY
In the 2014 capital budget, a $30,000 project to add parking capacity to the Annandale Diamond complex was approved and funded at 90% from Development
Charges. The project requires an increase to the budget of $12,000 in order to
complete the installation of the safety mesh on Diamonds 3 and 5. This change will be brought forward during the 2016 budget process
BACKGROUND
When the Annandale ball diamond complex was expanded from three diamonds to
five, no additional parking was included in the site. Currently, users are reluctant to
park on the North side of Concession Street or on the North side of the East parking lot because of the potential for damage to their vehicle from foul balls.
Area residents have many concerns about the impacts that users parking on the South side of Concession Street and the East parking lot have had on their property
and privacy. As an interim step to a more comprehensive parking solution that
requires adding lights to Diamond 2 and then decommissioning Diamond 1 to
repurpose the area for parking, Town staff arrived at a safety mesh solution. By
placing a mesh barrier beside Diamonds 3, 4 & 5, parking on the North side of Concession Street and the East parking lot becomes much safer so parking on the
South side of Concession Street could be prohibited.
The 2014 capital budget included a $30,000 allocation for the project, and the
allocation was carried forward into the 2015 budget. This amount is not adequate
to complete the project. To date, a cedar privacy hedge at the East parking lot has
been installed and a survey completed, as well as the chain link fence and metal
standards for the mesh along Diamond 3 and Diamond 5. Quotes for supplying and
installing the mesh on Diamond 3 and 5 demonstrate that an additional $12,000 is
required to complete these two sections. If approved during the 2016 budget
RCP 15-40 - Annandale Diamond Improvemen 1/2
225
process, the project would be carried forward into next year and the mesh hung in
the spring of 2016.
Once the safer parking spaces are established, RCP staff will work with diamond user groups in an effort to reduce the impact they have on area residents.
Adjustments to the no-parking zones may be implemented if appropriate.
Adding the fence and mesh to Diamond 4 will be incorporated into the next phase
of improvements. This section of fencing and mesh will require a budget estimated
at $20,000-$25,000.
Development charges are a legitimate source of funds for expansion-related
recreation projects. Up to 90% of eligible costs can be recovered from
development charges. Increasing the amount collected from development charges
for the project requires specific approval from Council.
CONSULTATION/COMMUNICATION
The Town’s Development Charges consultant was contacted to ensure the eligibility
of the project and the wording of the resolution. Annandale area residents have contacted staff to indicate their desire to see the project completed so the
reconfigured parking can be implemented.
FINANCIAL IMPACT
The current Development Charges By-law includes $30,000 for this project. Future
revisions to the by-law will amend this amount to reflect the new $42,000 requirement. Development charges will cover 90% of the cost, or $37,800; the
other 10% ($4,200) will be secured from user groups and sales of fence
advertising.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
N/A
RCP 15-40 - Annandale Diamond Improvemen 2/2
226
The Corporation of the Town of Tillsonburg
MEMORANDUM
DATE: September 9, 2015
TO: Council
FROM: Kevin De Leebeeck, P.Eng. Director of Operations
SUBJECT: WELDING STREET PUBLIC NOTICE UPDATE
Notice was provided directly to residents in proximity to Welding Street regarding the proposal to restrict vehicular through-traffic. The notice outlined that the street would be designated for pedestrian traffic and local vehicular traffic access for property owner’s abutting Welding
Street. The notice also outlined that a By-Law to restrict vehicular through-traffic would be
deliberated at the September 14, 2015 Council meeting.
With the proposal to maintain access to the abutting landowner’s and considering that Welding
Street was originally designated as a dead-end right-of-way, no formal notice is required under
the Municipal Act to restrict vehicular through-traffic. However, Council directed staff to
provide notification of the proposal to landowners in the area. During the week of August 17,
2015 staff formulated the attached Public Notice document and undertook the following:
• Hand delivered the Public Notice to residents within 120m radius of Welding Street;
• posted the Public Notice at the Tillsonburg Community Centre and at the Customer Service Centre; and
• posted notice in the Tillsonburg Focus advertisement of the upcoming By-Law
deliberations at the September 14, 2015 Council Meeting
Since that time, staff received two (2) verbal comments from abutting landowners. One comment came in support of the proposal due to increased pedestrian safety through Welding
Street. The other comment was against the proposal due to the belief that the proposal would
eliminate winter maintenance activities for the street. Both residents were advised that the
Town will continue to provide winter maintenance on the street in accordance with the Minimum Maintenance Standards required under the Municipal Act.
227
PUBLIC NOTICE
The Corporation of the Town of Tillsonburg
Corporate Office Customer Service Centre
200 Broadway, 2nd Floor 10 Lisgar Avenue
Tillsonburg, ON N4G 5A7 Tillsonburg, ON N4G 5A5
Purpose of Notice
Welding Street is a narrow alleyway
that connects Sanders Street to a
gravel parking area and is used by
pedestrians and motorists often at high
speeds raising public safety concerns.
Town of Tillsonburg Council will be
deliberating By-law 3939 to implement
vehicular through-traffic restricting
mechanisms at the north limit of the
Welding Street Right-of-Way. Local
vehicular traffic for adjacent property
owners and pedestrian through traffic
access are proposed to remain. The
proposed work was also recommended
in the Conceptual Master Plan for
Memorial Park and Lake Lisgar
presented to the public in early 2015.
Date Location Time
September 14, 2015 Council Chambers 6:00 PM
For additional information, please contact:
Jeff Molenhuis, P.Eng.
Manager of Engineering
Town of Tillsonburg, Operations Department
519-688-3009
jmolenhuis@tillsonburg.ca
Personal information collected and recorded at a Public Meeting, Public Consultation or other Public Process including
documents submitted in writing of opinions, presentations or reports on this subject is collected under the authority of the
Municipal Act, 2001, as amended and can be used by members of Council and Town staff in their consideration of the subject.
Written submissions including names and contact information will be made available to the public and may be posted on the
Town’s website. Questions about this collection should be referred to the Clerk at 519-688-3009.
228
STAFF REPORT FINANCE
Title: E-Bidding Solution
Report No.: FIN 15-35
Author: DARRELL EDDINGTON
Meeting Type: COUNCIL MEETING
Council/Committee
Date:
SEPTEMBER 14, 2015
Attachments:
RECOMMENDATION
THAT Council receives report FIN 15-35 E-Bidding Solution as information.
EXECUTIVE SUMMARY
To provide Council with information on the Town’s E-Bidding solution.
BACKGROUND
Council may recall that eSolutions was chosen as the successful bidder to the Town’s RFP
to redesign the Town’s website. Through that process, eSolutions introduced the Town to their E-Bids and Tenders solution.
Why E-Bidding:
The following chart includes some of the more common bid irregularities in public bidding, their resulting action and compares how e-bidding reduces and/or eliminates these
potential irregularities (Source: Ontario Public Buyers Association, 2015, Issue 3).
IRREGULARITY PAPER E-BIDDING
Addendums not acknowledged Automatic Rejection Cannot submit without acknowledging
Bid not signed or scanned
signature Automatic Rejection Bidder must enter their name and
agree to terms – cannot submit without
agreeing
Incomplete Bid / Incomplete
Pricing Automatic Rejection Cannot submit an incomplete bid
References or Sub-Contractor
information not submitted Automatic Rejection Cannot submit an incomplete bid
229
Late bids
Automatic rejection; not read publicly
and returned unopened to the
bidder.
Cannot submit after deadline
Unsealed envelopes Automatic rejection Not Applicable
No Bid Bond or Agreement to
Bond Automatic rejection Cannot submit an incomplete bid
Unit Pricing Changed and not
initialled Automatic Rejection Bidder just changes their unit cost
before deadline and re-submits
Illegible or obscure bids May be rejected as informal Bidder cannot alter tables, etc
Bids received on different forms
Automatic rejection Cannot happen
Failure to insert the bidder’s
business name
Automatic rejection Cannot happen
eSolutions Bids and Tenders solution delivers the Town an opportunity to enter into e-
bidding at no cost to the Town. The solution ensures that all bids are 100% compliant, creating efficiencies, and reduces staff time in dealing with non-compliant bids. It will
further create efficiencies for Town staff and bidders by eliminating paper and automating
the process. There will be no more courier costs or printing or paper costs for bidders. The vast majority of the Town’s current bidders are obtaining the Town’s RFP and Tender
documents through Biddingo.com at an annual cost to the bidder of $250. eSolutions
charges the bidders $45 per RFP/Tender or $165 annually.
eSolutions Bids and Tenders solution is used by approximately 40 municipalities.
eSolutions will provide the Town with e-bidding templates. In addition, the Town’s
Purchasing By-Law will be reviewed internally with legal counsel, amended and brought
back to Council to ensure consistency with e-bidding.
eSolutions has currently built the Town’s Bids and Tenders e-bidding solution. Town staff
will be working over the next number of weeks on reviewing e-bidding templates and revising the Purchasing By-Law accordingly. The By-Law will come back to Council for
review, comment and adoption early in Q4 before fully implementing e-bidding.
FINANCIAL IMPACT/FUNDING SOURCE
None.
230
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3934
A BY-LAW to Repeal By-Law 3768, being a by-law to amend By-Law 3701, to
regulate traffic and the parking of motor vehicles in the Town of Tillsonburg.
AND WHERAS the Council of the Corporation of the Town of Tillsonburg on
October 28, 2013, passed By-Law 3768 to amend By-Law 3701.
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg deems it
expedient and necessary to repeal By-Law 3768 in its entirety.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg that By-Law 3768 passed on October 13, 2013 be hereby repealed.
Read a first and second time this 10th day of August, 2015.
Read a third time, passed, signed, sealed and numbered 3934 this 10th day of
August 2015.
__________________________ Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
231
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3933
A BY-LAW to establish retention periods for records of the Town of Tillsonburg, and to repeal By-Law
No. 3558.
WHEREAS subsection 254(1) of the Municipal Act 2001, S.O. 2001, c.25 as amended, (Municipal Act) provides that a municipality shall retain and preserve its records in a secure
and accessible manner; and
WHEREAS subsection 255(3) of the Municipal Act 2001, S.O. 2001, c.25 as amended,
provides that a municipality may subject to the approval of the municipal auditor, establish
retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved; and
WHEREAS subsection 255(2) of the Municipal Act 2001, S.O. 2001, c.25 as amended,
provides that a municipality’s records may be destroyed if a retention period for the record
has been established and the retention has expired; and
WHEREAS the Council of The Corporation of the Town of Tillsonburg deems it expedient
to update the Town’s Records Retention By-Law;
NOW THEREFORE the Council of The Corporation of the Town of Tillsonburg HEREBY ENACTS AS FOLLOWS:
1. DEFINITIONS:
Auditor: The person or firm appointed by the Council from time to time to perform the
annual audit of the records of the Town of Tillsonburg.
Archival Selection: Means to evaluate and appraise a record for permanent retention
because of its historical value.
Classification: (as in records classification) Shall mean the systematic identification and arrangement of records into categories according to logically structured conventions,
methods, and procedural rules, represented in a classification scheme.
Destroy: Means the process of eliminating or deleting data, documents and records so that
the recorded information no longer exists.
Destruction: The final phase of a record’s lifecycle, and can take place by shredding, recycling, or deleting (electronic).
Disposition: (with respect to records) Means a range of processes, associated actions and
implementation, including: retention, destruction, loss, or transfer of custody or ownership
which is documented in disposition authorities or other instruments.
232
Records: Means any record of information however recorded (print, film, electronic or
otherwise and includes: correspondence, memoranda, books, plans, maps, drawings,
diagrams, pictures, films, microfiche, sound recording, video, or any other documented material regardless of physical form or characteristics.
Responsible Department: Is a column heading in the retention schedule and identifies the
department with the primary responsibility for retaining the record.
Retention: Means the length of time a record is to be retained before its final disposition.
Retention Descriptions: As described as follows:
C = Current Year
E = Event Trigger (date of event, plus additional years)
P = Permanent (when a record is to be preserved indefinitely)
S = Superseded
⃰ = subject to archival selection (to be reviewed prior to disposal)
Retention Schedule: Means a control document that describes the company’s records at a
series level, and indicates the length of time that each series shall be retained before its final
disposition. It specifies those records to be preserved for their archival or legal values, and
authorizes on a continuing basis the destruction of the remaining records after the lapse of a specified retention period or the occurrence of specified actions or events.
Signing Authority: Means the manager of the responsible department or business unit, or
his/her designate.
TOMRMS: Meaning the Ontario Municipal Records Management System.
Town: Means the Corporation of the Town of Tillsonburg.
Transitory Record: Means a record that has temporary usefulness and is only required for
the completion of a routine action, and should be discarded as soon as is practicable. These
include, but are not restricted to:
i. Duplicate copies of documents retained only for distribution or as a convenience copy.
ii. Unsolicited advertising information.
iii. Draft letters, memos, informal notes that do not represent significant steps in the
preparation of the final document. iv. Publications, directories, brochures, catalogues, or other promotional information that
is out of date and no longer useful.
v. Emails and voicemail having only temporary value.
vi. Business not related to the Town.
233
2. ADMINISTRATION & RESPONSIBILITY
a. The Clerk or his/her designate shall be responsible for administering this by-law
and ensuring compliance with this by-law. b. The Clerk or his/her designate, in consideration of the TOMRMS classification
system, shall determine the appropriate classification of records taking into
account the legal, financial, administrative, operational, and historical values of
each record.
c. That authority for establishing and amending retention periods for the records of The Corporation of the Town of Tillsonburg shall be delegated to the Town Clerk
subject to the approval of the Town Auditor of such schedules.
d. That the Records Retention Schedule attached hereto as Schedule “A” be adopted
and the Town Clerk be authorized to amend the schedule from time to time.
3. RETENTION SCHEDULE a. The retention schedule attached as Schedule “A” forms part of this by-law.
4. PRINCIPLES GOVERNING THE DESTRUCTION OF RECORDS
a. No records shall be destroyed unless first classified according to this by-law.
b. The retention period has expired, or the record is transitory in nature. c. All records containing sensitive, private, or personal information shall be
destroyed in a manner that preserves the confidentiality of any information
contained in such records.
d. Any record pertaining to pending or actual litigation or investigation, or a
pending FOI request, shall not be destroyed until such record is no longer required for such purposes.
e. All record destruction notices are to be retained by the Clerk’s Office.
5. PROCEDURES FOR THE DESTRUCTION OF RECORDS
Where a record may be destroyed after its retention period has expired under this by-law, the following procedures shall apply:
a. The Clerk or his/her designate shall notify the appropriate signing authority in
writing of the scheduled destruction of the record, including a list of records to be
destroyed and the scheduled destruction date.
b. The signing authority shall notify the Clerk or his/her designate in writing, before
the scheduled destruction date, whether any of the records need to be retained past the scheduled destruction date, and the reason why it is necessary.
c. If no such extension of retention is deemed necessary by the signing authority,
he/she shall sign the prescribed form to consent to the destruction of the records.
The Clerk or his/her designate shall retain the signed consent form.
6. CITING OF BY-LAW a. This by-law shall be known as the “Records Retention By-Law”.
234
7. REPEAL OF BY-LAW
a. That By-Law No. 3558 be hereby repealed in its entirety.
8. APPROVAL OF BY-LAW a. This by-law shall take effect upon approval by the Town’s Auditor.
b. This By-Law shall come into force and effect immediately upon the final passing
thereof.
.
Read a First and Second Time this 14th day of September, 2015.
Read a Third and Final Time and passed this 14th day of September, 2015.
__________________________
Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
235
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : ADMINISTRATION
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
A00 Administration – General Originating Dept. 1
A01 Associations and
Organizations
Originating Dept. 1
A02 Staff Committees and
Meetings
Originating Dept. 4** ** = Archival Selection
A03 Computer Systems &
Architecture Information
I.T., Development
& Communications S + 6 S = Superseded
A04 Conferences & Seminars Originating Dept. 1** ** = Archival Selection
A05 Consultants Originating Dept. 2** ** = Archival Selection
A06 Inventory Control Originating Dept. 6
A07 Office Equipment & Furniture Originating Dept. E E= Disposal of Item
A08 Office Services Finance. 1
A09 Policies & Procedures HR & Any Dept. having its own. P** P = Permanent ** = Archival Selection
A10 Records Management Clerk’s S S = Superseded
A11 Records Disposition Clerk’s P P = Permanent
A12 Telecommunications Systems Development & Communications S S = Superseded
A13 Travel & Accommodation Originating Dept. 1
A14 Uniforms & Clothing Originating Dept. S** S = Superseded ** = Archival Selection
A15 Vendor & Supplies Originating Dept. 2
A16 Intergovernmental Relations Originating Dept. 5** ** = Archival Selection
A17 Accessibility of Records (F.O.I) Clerk’s 2
A18 Security Originating Dept. 5
A19 Facilities Construction & Renovations Originating Dept. E + 2** E= Project Finished ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept 2015 236
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : ADMINISTRATION
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
A20 Building & Property
Maintenance
Originating Dept. 5
Setup Tests & Manuals =
Equipment removed + 1 year
A21 Facilities Bookings Originating Dept. 1
A22 Accessibility of Services Clerk’s 5
A23 Information Systems
Production Activity & Control
2 No legislated retention requirements.
A24 Access Control & Passwords 2
A25 Performance Management /
Quality Assurance
CAO S** ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept 2015 237
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : COUNCIL & BY-LAWS
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
C00 Council & By-Laws - General Originating Dept. 1
C01 By-Laws Clerk’s P** P = Permanent ** = Archival Selection
C02 By-Laws Other Municipalities Clerk’s S S = Superseded
C03 Council Agenda Clerk’s S + 5 S = Superseded
C04 Council Minutes Clerk’s P** P = Permanent ** = Archival Selection
C05 Council Committee Agenda Staff Contact S S = Superseded
C06 Council Committee Minutes Staff Contact 6** ** = Archival Selection
C07 Elections - Management Clerk’s E + 4 E= Day action took effect or voting day
Ballots E=120 days after
voting or resolution of recount
Elections – Personnel Clerk’s E+120 days E= Election Day
Elections – Ward Boundaries Clerk’s P P = Permanent
Elections – Candidates Clerk’s E + 4 E= Election Day
Elections – Returns Clerk’s E+120 days E= Election Day
Elections – Recounts Clerk’s E + 4 E= Election Day
Elections – Results Clerk’s P P = Permanent
C08 Goals & Objectives Originating Dept. S** S = Superseded
** = Archival Selection
C09 Motions & Resolutions Clerk’s P** P = Permanent ** = Archival Selection
C10 Motions & Resolutions – Other Municipalities Clerk’s S S = Superseded
C11 Reports to Council Clerk’s P** P = Permanent ** = Archival Selection
C12 Appointments to Boards &
Committees
Clerk’s P** P = Permanent ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept 2015 238
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : DEVELOPMENT & PLANNING
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
D00 Development & Planning –
General
Originating Dept. 1
D01 Demographic Studies DCS 10** ** = Archival Selection
D02 Economic Development Economic
Development
10** ** = Archival Selection
D03 Environmental Planning Operations E + 5** E= Later of: Date of offence
or: day evidence of offence first came to attention of person appointed under s. 5.
D04 Residential Development DCS 10** ** = Archival Selection
D05 Natural Resources Operations 5** ** = Archival Selection
D06 Tourism Development Economic
Development 10** ** = Archival Selection
D07 Condominium Plans Clerk’s P P = Permanent
D08 Official Plans DCS P** P = Permanent ** = Archival Selection
D09 Official Plan Amendment
Applications
Clerk’s E + 5 E= Final Decision
D10 Severances Clerk’s E + 5 E= Final Decision
D11 Site Plan Control Clerk’s P P = Permanent
D12 Subdivision Plans Clerk’s P P = Permanent
D13 Variances Clerk’s P E= Final Decision
D14 Zoning Clerk’s E + 2 E= Final Decision
D15 Easements Operations E + 6** E= Termination of Right ** = Archival Selection
D16 Encroachments Operations E + 6** E= Termination of Right ** = Archival Selection
D17 Annexation / Amalgamation DCS P** P = Permanent ** = Archival Selection
D18 Community Improvement
Projects
DCS / Economic
Development E + 6** E= Completion of Project
** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept 2015 239
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : DEVELOPMENT & PLANNING
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
D19 Municipal Addressing Clerk’s S + 10** S = Superseded
** = Archival Selection
D20 Reference Plans Clerk’s P P = Permanent
D21 Industrial / Commercial Development Planning DCS / Economic
Development
10** ** = Archival Selection
D22 Digital Mapping County S S = Superseded
D23 Agriculture Development DCS 10** ** = Archival Selection
D24 Background Reports for
Official Plan
E + 5 E= Final Decision
D25 Part Lot Control S S = Superseded
By-Law 3558 – Schedule “A” Revised: Sept 2015 240
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : ENVIRONMENTAL SERVICES
Classification Code
Heading and Description
Responsible
Department
2015
Retention Update
Remarks
E00 Environmental Services - General Originating Dept. 1
E01 Sanitary Sewers Operations C + 1 C= Current Year
E02 Storm Sewers Operations C + 1** C=Current Year ** = Archival Selection
E03 Treatment Plants County 5
E04 Trees Parks & Rec 5
E05 Air Quality Monitoring Originating Dept. E + 5** E= Later of: date of offence or
day evidence of offence first came to the attention of person appointed under s.5
** = Archival Selection
E06 Utilities Operations 5** ** = Archival Selection
E07 Waste Management County 10 or cease
to apply +
10**
** = Archival Selection
(Hazardous waste sites records – depot ceases to
operate E+2)
E08 Water Works Operations 15 Specifications = Permanent
E09 Drains Operations E + 1** E= Submission of the written report required by clause (c) of for such longer period as
the Direction notifies the licensee in writing.
E10 Pits & Quarries Operations 5** ** = Archival Selection
Specifications = Permanent
E11 Nutrient Management Operations 5** ** = Archival Selection
E12 Private Sewage Disposal
System
Operations 5** ** = Archival Selection
Specifications = Permanent
E13 Water Monitoring Operations 15
E14 Water Sampling County 15
E15 Chemical Sampling of Water Operations 15
E16 Backflow Prevention and Cross Connection Control Operations 15
By-Law 3558 – Schedule “A” Revised: Sept 2015 241
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : ENVIRONMENTAL SERVICES
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
E18 Natural Heritage E + 3 E= End of designated year
E19 Renewable Energy 50
E20 Source Water Protection 15
E21 Storm Water Management – Ponds Operations P
By-Law 3558 – Schedule “A” Revised: Sept 2015 242
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : FINANCE & ACCOUNTING
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
F00 Finance & Accounting –
General
Originating Dept. 1
F01 Accounts Payable Finance E + 7 E= Event
F02 Accounts Receivable Finance E + 7 E= Event
F03 Audits Finance 6
F04 Banking Finance 6
F05 Budgets & Estimates Finance 6** ** = Archival Selection
Final Approved Budget Finance P** ** = Archival Selection
F06 Assets Finance E + 6** E= Disposal of Asset ** = Archival Selection
F07 Cheques Finance 6
F08 Debentures & Bonds Finance E + 6 E= Debentures surrendered
for exchange / cancellation
F09 Employee & Council Expenses Finance E + 7 E= Event
F10 Financial Statements Finance P** P = Permanent
** = Archival Selection
F11 Grants & Loans Finance E + 6 E= End of the fiscal year
F12 Investments Finance E + 6 E= Closure of account
F13 Journal Vouchers Finance E + 6 E= End of the fiscal year
F14 Subsidiary Ledgers,
Registers & Journals
Finance E + 7** E= Event ** = Archival Selection
F15 General Ledgers & Journals Finance P P= Permanent
F16 Payroll Finance / HR E + 10 E= End of fiscal year
F17 Purchase Orders &
Requisitions
Finance E + 6 E= Event
F18 Quotations & Tenders Finance 6** ** = Archival Selection
F19 Receipts Finance 6
By-Law 3558 – Schedule “A” Revised: Sept 2015 243
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : FINANCE & ACCOUNTING
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
F20 Reserve Funds Finance 6
F21 Revenues Finance 6 Mortgage related = 10 years
F22 Taxes & Records Finance P
F23 Write Offs Finance 6 Court services write offs = 37 years
F24 Trust Funds Finance E + 7 E= Closure of account
F25 Security Deposits Finance E + 6 E= Closure of account
F26 Working Papers Finance E + 1 E= After completion of audit
By-Law 3558 – Schedule “A” Revised: Sept 2015 244
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : HUMAN RESOURCES
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
H00 Human Resources – General Originating
Dept.
1
H01 Attendance & Scheduling HR 3** ** = Archival Selection
H02 Benefits HR S S = Superseded
H03 Employee Records HR E + 10**
E= Date employee ceased to be employed by employer ** = Archival Selection
Drinking water system, training records = E+5 years. Long term home care
staff: E+7
Firefighter Employment Terms HR E + 25
H04 Health & Safety HR 3
H05 Human Resources Planning HR 1** ** = Archival Selection
H06 Job Descriptions HR S** S = Superseded
H07 Labour Relations HR E + 10** E= Expiry of contract period
** = Archival Selection
H08 Organization Originating
Dept.
S** S = Superseded
** = Archival Selection
H09 Salary Planning HR 5
Pay Equity HR P P= Permanent
H10 Pension Records HR E + 6 E= Termination of employee /
beneficiary
H11 Recruitment HR 1** ** = Archival Selection
H12 Training & Development HR E + 2** E= Date when that particular course ceases to be offered
** = Archival Selection
H13 Claims HR E + 3 E= Resolution of Claim
H14 Grievances HR E + 7 E= Resolution of Claim
By-Law 3558 – Schedule “A” Revised: Sept 2015 245
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : HUMAN RESOURCES
Classification Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
H15 Harassment & Violence HR E + 10 E= Resolution of complaint
H16 Criminal Background Checks HR E + 7 E= Date employee ceased to be employed by employer
H17 Employee Medical Records –
Hazardous Materials
HR E + 40
Or 20 years after last record
exposure
E = Event
H18 Employee Medical Records HR E + 3 E= When STD / LTD claims are resolved
H19 Disability Management HR E + 5 E= Day issued or earlier as may be specified by Commission
H20 Confined Spaces HR E + 1
And 2 most recent records
retained
E= Event date
Longer of: 1 year after the document was created or: the periods necessary to
ensure 2 most recent records retained
H21 Service Recognition HR
By-Law 3558 – Schedule “A” Revised: Sept 2015 246
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : LEGAL AFFAIRS
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
L00 Legal Affairs Originating
Dept.
1
L01 Appeals & Hearings Originating
Dept.
P E= Resolution of appeal
L02 Claims Against the Municipality Finance E + 20** E= Resolution of claim and all appeals
** = Archival Selection
L03 Claims By the Municipality Finance E +20** E= Resolution of claim and all appeals
** = Archival Selection
L04 Contracts & Agreements
Under By-Law
Clerk’s E+15** E= act or omission on which claim is based took place
** = Archival Selection
L05 Insurance Appraisals Finance E + 15 E= After a new appraisal has been done
L06 Insurance Policies Finance E + 15 E= Expiry of Policy
L07 Land Acquisition & Sale Finance & DCS E + 10** E=Property disposition
** = Archival Selection
L08 Opinions & Briefs Origination
Dept.
S** S= Superseded
** = Archival Selection
L09 Precedents Originating Dept. S** S= Superseded ** = Archival Selection
L10 Federal Legislation Originating Dept. S S= Superseded
L11 Provincial Legislation Originating
Dept.
S ** = Archival Selection
L12 Vital Statistics Customer
Service/ Clerks
P P= Permanent
L13 Prosecutions By-Law E + 7 E= Delivery of judgement
L14 Contracts & Agreements –
Simple
Originating
Dept.
E + 2**
Long term care service providers
= expiry+7
E= Expiry of contract
** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept 2015 247
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : MEDIA & PUBLIC RELATIONS
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
M00 Media & Public Relations –
General
Originating
Dept.
1
M01 Advertising DCS / Economic
Development
1** ** = Archival Selection
M02 Ceremonies & Events Originating Dept. 5** ** = Archival Selection
M03 Charitable Campaigns / Fund Raising Originating Dept. 7
M04 Complaints, Commendations & Inquiries Originating Dept.
1** ** = Archival Selection
M05 News Clippings Originating
Dept.
1** ** = Archival Selection
M06 News Releases Originating
Dept.
1** ** = Archival Selection
M07 Publications Originating Dept. S** ** = Archival Selection
M08 Speeches & Presentations Originating Dept. 3** ** = Archival Selection
M09 Visual Identity and Insignia Clerk’s S + 5** S= Superseded ** = Archival Selection
M10 Website & Social Media Content DCS / Web team S S= Superseded
By-Law 3558 – Schedule “A” Revised: Sept 2015 248
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : PROTECTION & ENFORCEMENT SERVICES
Classification Code
Heading and Description
Responsible Department
2015
Retention Update
Remarks
P00 Protection & Enforcement
Services – General
Originating
Dept.
1
P01 By-Law Enforcement By-Law 6** ** = Archival Selection
P02 Daily Occurrence Logs Originating
Dept.
5** ** = Archival Selection
P03 Emergency Planning Originating
Dept.
S** S= Superseded
** = Archival Selection
P04 Hazardous Materials Originating Dept. S + 3 S= Superseded
P05 Incident / Accident Reports Originating Dept. E + 1
and 2 most
recent records retained
E= One year or such longer period as is necessary to
ensure that the two most recent reports or records are on file.
P06 Building & Structural
Inspections
Building / Fire S
E+2 for
inspections, maintenance,
testing related to the fire
code.
S= Superseded E + 2 for inspections, maintenance & testing
related to the Fire Code
P07 Fire Safety Inspections Fire S S= Superseded
P08 Investigations Originating Dept. 10** ** = Archival Selection
P09 Licenses Customer Services E + 2 E= Expiry of Licence
P10 Building Permits Building P P= Permanent
P11 Permits, Other Originating Dept. E + 2 E= Expiry of Permit
P12 Warrants By-Law E + 2
E= Execution of warrant
Court services search warrants = 40 years
P13 Criminal Records By-Law E + 5 E= Occurrence / investigation closed or disposition of charge
By-Law 3558 – Schedule “A” Revised: Sept 2015 249
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : PROTECTION & ENFORCEMENT SERVICES
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
P14 Animal Control By-Law E + 2 E= Date animal was last in
the pound
P15 Community Protection
Programs
Fire / By-Law S + 2** S= Superseded ** = Archival Selection
P16 Emergency Services Fire S + 2 S= Superseded
P17 Parking Tickets By-Law 2
P18 By-Law Enforcement Tickets By-Law S + 5
P19 EMS Statistics S + 2
P20 Prohibition Notices & Orders 15
By-Law 3558 – Schedule “A” Revised: Sept 2015 250
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : RECREATION, HERITAGE & CULTURE
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
R00 Recreation & Culture –
General
Originating
Dept.
1
R01 Heritage Preservation Clerk’s /
Planning
E** E= Removal of Designation
** = Archival Selection
R02 Library Services County 5
R03 Museum and Archival
Services
1** ** = Archival Selection
R04 Parks Management Parks & Rec / Facilities 5**
Playground equipment maintenance = P
** = Archival Selection
R05 Recreational Facilities Parks & Rec /
Facilities
5**
As builts = until suspended
** = Archival Selection
R06 Recreational Programs Parks & Rec 1** ** = Archival Selection
R07 Archaeology Planning P
R08 Built Heritage DCS P
By-Law 3558 – Schedule “A” Revised: Sept 2015 251
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : SOCIAL & HEALTH CARE SERVICES
Classification Code
Heading and Description
Responsible
Department
2015
Retention Update
Remarks
S00 Social & Healthcare Services – General Originating Dept. 1
S04 Social Assistance Programs Originating
Dept.
10
S08 Public Health Originating
Dept.
5
S09 Cemetery Records Cemetery P**
Burial permits = 2
P= Permanent
Transfer to archives if no longer managed
By-Law 3558 – Schedule “A” Revised: Sept 2015 252
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : TRANSPORTATION
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
T00 Transportation General Originating
Dept.
1
T01 Illumination Works E + 6
E= Removal of the
equipment
Specifications = P
T02 Parking Operations E + 6 E= Closure of lot or spot
T03 Public Transit N/A E + 1** E= Closure or route / shelter / stop ** = Archival Selection
T04 Road & Sidewalk
Construction
Works E + 25**
Specifications = P
E= Completion of Project
** = Archival Selection
Specifications are kept permanently
T05 Road & Sidewalk Design and
Planning
Works E + 1**
Specifications = P
E= Completion of Project
** = Archival Selection
Specifications are kept permanently
T06 Road & Sidewalk Maintenance Operations / Works E + 1
E= Completion of Project
Specifications are kept
permanently
Specifications = P
T07 Signs & Signals Works E + 1 E= Removal of Sign / Signal
T08 Traffic Works E + 1** E= Completion of Project
** = Archival Selection
T09 Roads & Lane Closures Works E + 1** E= Completion of Project
** = Archival Selection
T10 Field Survey / Road Survey
Books
Operations E + 1 E= Completion of Project
T11 Bridges Works E + 25** E= Completion of Project
** = Archival Selection
Specifications & Structural Reports P
T12 Airport Transportation Services Origination Dept. E + 1** E= Completion of Project ** = Archival Selection
By-Law 3558 – Schedule “A” Revised: Sept 2015 253
SCHEDULE “A” – By-Law 3933
Records Retention By-Law
Primary Heading : VEHICLES & EQUIPMENT
Classification
Code
Heading and Description
Responsible Department
2015 Retention Update
Remarks
V00 Vehicles & Equipment –
General
Originating
Dept.
1
V01 Fleet Management Originating
Dept.
E + 1
Daily Inspection
Logs = 6 months from
last entry
E= Termination of lease
Daily Inspection Logs may be destroyed 6 months after last entry
V02 Mobile Equipment Originating Dept. E + 6 E= As long as device is in service
V03 Transportable Equipment Originating
Dept.
E + 6 E= Disposal of equipment
V04 Protective Equipment Originating
Dept.
E + 6 E= Disposal of equipment
By-Law 3558 – Schedule “A” Revised: Sept 2015 254
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3939
A BY-LAW to restrict vehicular through-traffic at the north limit of the Welding Street
right-of-way in the Town of Tillsonburg WHEREAS Sections 5 and 9 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
provides that the powers of the Municipal Council shall be exercised by By-Law, unless the
municipality is specifically authorized to do so otherwise and that the municipality has the
capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority;
AND WHEREAS Section 27 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
authorizes a municipality to pass by-laws in respect of a highway over which it has jurisdiction;
AND WHEREAS it is deemed necessary to restrict vehicular through-traffic at the north limit of the Welding Street Right-of-Way in order to address ongoing public safety concerns and to
support the recommendation of the Conceptual Master Plan for Memorial Park and Lake Lisgar.
NOW THEREFORE the Council of the Corporation of the Town of Tillsonburg hereby enacts as follows: 1. That vehicle through-traffic restricting mechanisms be installed at the north limit of the
Welding Street Right-of-Way and that the diagram attached hereto as Schedule A forms part
of this by-law. 2. That this By-Law shall come into full force and effect on the date of final passage thereof.
Read a first and second time this 14th day of September, 2015.
Read a third and final time and passed this 28th day of September 2015.
__________________________
Mayor – Stephen Molnar
__________________________
Town Clerk – Donna Wilson
255
By-Law 3939 SCHEDULE ‘A’
256
257
258
259
BY-LAW NUMBER 3942
OF
THE CORPORATION OF THE TOWN OF TILLSONBURG
A BY-LAW to authorize the sale of land to Erica Patenaude and Arron Pattyn.
WHEREAS pursuant to Section 8 of the Municipal Act,2001, S.O. 2001, C.25, a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising
its authority under this or any other Act, ;
AND WHEREAS The Corporation of the Town of Tillsonburg has agreed to sell certain lands,
being Block A, Registered Plan M-60, in the Town of Tillsonburg in the County of Oxford, as
described in the Agreement of Purchase and Sale attached as Schedule “A” to this by-law;
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg has determined
that the said lands are surplus to the needs of the Corporation and should be sold;
NOW THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Council of the Town of Tillsonburg does hereby authorize the conveyance of
lands described as Block A, Registered Plan M-60, in the Town of Tillsonburg, in the
County of Oxford, as described in the Agreement of Purchase and Sale attached as
Schedule “A” to this by-law; 2. THAT the Mayor and Clerk be hereby authorized and instructed to perform all acts and
take such steps and execute such documents under the seal of the Corporation as may be
necessary to effect such a conveyance of said land.
READ A FIRST AND SECOND TIME THIS 14th DAY OF SEPTEMBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 14th DAY OF SEPTEMBER,
2015.
_________________________
MAYOR-Stephen Molnar
_________________________
TOWN CLERK-Donna Wilson
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3943
A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of
motor vehicles in the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend By-Law 3701.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAT Schedule 1 to Bylaw 3701, Section 8 “No Stopping”, be amended with the deletion of the
following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5
HIGHWAY SIDE FROM TO TIME OR DAYS
Demeyere Ave North Maple Lane Alexander Ave Sept.1-Jun. 30th
Mon – Fri. 8 am – 9 am
3 pm – 4 pm
Maple Lane East Demeyere Ave 58 m North Sept.1-Jun. 30th
Ave. of Demeyere Mon.- Fri.
Ave 8 am – 9 am
3 pm – 4 pm
2. THAT Schedule 1 of Bylaw 3701, Section 8 “ No Stopping”, be amended with the addition of
the following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5
Highway Side From To Time or Day
Quarter Town East 30 m south of 15 m north of Sept.1 – Jun 30th
Line Esseltine Drive Esseltine Drive Mon.-Fri.
8 am – 9 am
3 pm – 4 pm
Quarter Town West 15 m south of 30 m North of Sept.1 – Jun.30th
Line Esseltine Drive Esseltine Drive Mon.-Fri.
8 am – 9 am
3 pm – 4 pm
3. THAT Schedule 17 (b) of Bylaw 3701, Section 34. (b) “ Higher and Lower Speed Limits”, be
267
amended with the addition of the following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4
Highway From To Lower Rate of Speed
Quarter Town 150 m north of 150 m south of 40 km/hr
Line Dereham Drive Sanders Cres.
4. THAT Scheudule 9 of Bylaw 3701, Section 23 “Designated Stop Signs, be amended with the
addition of the following:
COLUMN 1 COLUMN 2
INTERSECTION FACING TRAFFIC
Colin Avenue (East Leg) at Colin Avenue Northbound on Colin Avenue
Dereham Drive at Quarter Town Line Eastbound on Dereham Drive
Glendale Drive at Quarter Town Line Eastbound on Glendale Drive
Glendale Drive at McGuire Crescent (West Leg) Westbound on Glendale Drive
Hogarth Drive at Weston Drive Eastbound on Hogarth Drive
Hollier Drive at Hogarth Drive Northbound on Hollier Drive
Hollier Drive at Weston Drive Eastbound on Hollier Drive
McGuire Crescent (West Leg) at Glendale Drive Northbound on McGuire Crescent
McGuire Crescent (East Leg) at Glendale Drive Northbound on McGuire Crescent
Nancy Court at Glendale Drive Southbound on Nancy Court
5. THAT Schedule 2 of Bylaw 3701, Section 12,” Prohibited Parking” on Specified Street be
amended with addition of the following:
COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5
HIGHWAY SIDE FROM TO TIME OR DAYS
Broadway East 21 m south of South Limit No Parking
Prospect St Anytime
Broadway West 21 m south of South Limit No Parking
Prospect St. Anytime
Denton Avenue Both 55 m North 65 m South No Parking
of Gowrie St. of John St Any time
THAT these amendments to By-Law 3701 are hereby declared to be part of that By-Law as if written
268
therein.
THAT this By-Law be passed pursuant to the Highway Traffic Act, and shall become effective upon
enactment.
Read a first and second time this 14th day of September, 2015
Read a third time, passed, signed, sealed and numbered 3943 this 14th day of September, 2015.
________________________________
Mayor - Steve Molnar
_______________________________
Town Clerk – Donna Wilson
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288
289
290
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292
293
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295
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297
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3945
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 14th
day of September, 2015
WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a
municipal corporation shall be exercised by its council;
AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal
powers shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of
Tillsonburg at this meeting be confirmed and adopted by by-law;
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held
on September 14, 2015, with respect to every report, motion, by-law, or other action passed
and taken by the Council, including the exercise of natural person powers, are hereby
adopted, ratified and confirmed as if all such proceedings were expressly embodied in this
or a separate by-law.
2. The Mayor and Clerk are authorized and directed to do all the things necessary to give
effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to
in the preceding section.
3. The Mayor and the Clerk are authorized and directed to execute all documents necessary
in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg.
4. This by-law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 14TH DAY OF SEPTEMBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 14TH DAY OF SEPTEMBER, 2015.
________________________________
Mayor – Stephen Molnar
________________________________
Town Clerk – Donna Wilson
303