Regular Council Agenda Packet 2015-10-13 18-4Table of Contents
Agenda 3
Minutes - September 28, 2015
Minutes, September 28, 2015 13
Conservation Authorities Act Review
CA Added Value Flyer_2015_FINAL 29
Background One-pager 31
Oxford Physician Recruitment Group
Delegation Request - Oxford Physician Recruitment
Group 33
Tillsonburg Cultural Advisory Committee Grant Requests
Delegation Request Cultural Advisory 34
Parks & Recreation Committee - Directional Signage for TCC.
Delegation Request - P & R Committee 36
Application for Minor Variance- A-08/15 - Harry Layman- 156
Bidwell St
A-08/15 Report 39
Report Attachments 42
Application for Minor Variance- A-11/15 - Bill Hughes, 9
Esseltine Drive
A-011/15 Report 46
Report Attachments 50
Application for Minor Variance- A-12/15- Werner Geidlinger,
171 Weston Drive
A-12/15 Report 53
Report Attachments 57
Applications for Consent- B15-37-7 & B15-38-7
B15-37-38-7 Report 60
The Future Oxford Community Sustainability Plan
Future Oxford Community Sustainability Plan as
adopted Sept 9 2015 71
County Email - Future Oxford Community Sustainability
Plan 83
Canada 150 Mosaic
Canada 150 Mosaic 84
Canada 150 Mosaic Attachments 86
Report DCS 15-45 Memorandum of Understanding –
Manufacturing Acceleration Program
Report DCS 15-45 Memorandum of Understanding ?
Manufacturing Acceleration Program 92
MOU 96
Report DCS 15-44 SOMA Asia Mission
Report DCS 15-44 SOMA Asia Mission 104
RCP 15-44 – Soccer Park Wayward Ball Fence Procurement
Update
1
RCP 15-44 - Soccer Park Wayward Ball Fence
Procurement Update 111
Email From Performance Communities Realty Inc.114
RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports
RCP 15-43 - Jul-Sep 2015 RCP Departmental Activity
Reports 116
Jul-Sep 2015 Activity - Recreation Programs & Services 117
Jul-Sep 2015 Activity - Culture and Heritage 120
Jul-Sep 2015 Activity - Parks and Facilities 123
RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update
RCP 15-45 - Rotary Club Outdoor Fitness Equipment
Update 125
Equipment location sketch 127
CL 15-25, Local Government Week Update
CL 15-25, Local Government Week Update 128
By-Law 3950 To Authorize a Memorandum of Understanding
with Elgin Middlesex Oxford Workforce Planning and
Development Board
By-Law 3950 - MOU EMO Workforce 130
Bylaw 3956, To Authorize a Memorandum Of Understanding
with MAP Program Canada
Bylaw 133
By-Law 3957 - To confirm the proceedings of Council at its
meetings held on the 13th day of October, 2015.
By-Law 3957 135
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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. litigation or potential litigation, including matters before administrative tribunals, affecting
the municipality or local board (Brock Street);
2. personal matters about an identifiable individual, including municipal or local board
employees (Operations).
3. Adoption of Agenda
Moved By: Seconded By:
Proposed Resolution #2
THAT the Agenda as prepared for the Council meeting of Tuesday, October 13, 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 September 28, 2015.
Minutes, September 28, 2015
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Tuesday, October 13, 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 Meeting of September 28, 2015, be approved.
7. Delegations and Presentations
7.1. Royal Canadian Legion – Annual Poppy Campaign Presented By: Don Burton
7.2. Conservation Authorities Act Review Presented By: Cliff Evanitski
CA Added Value Flyer_2015_FINAL
Background One-pager
Moved By: Seconded By:
Proposed Resolution #4
THAT Council receives the information regarding the Conservation Authorities Act
Review as information.
7.3. Oxford Physician Recruitment Group
Delegation Request - Oxford Physician Recruitment Group
Moved By: Seconded By:
Proposed Resolution #5
THAT Council receives the presentation from the Oxford Physician Recruitment Group
as information.
7.4. Tillsonburg Cultural Advisory Committee Grant Requests
Delegation Request Cultural Advisory
Moved By: Seconded By:
Proposed Resolution #6
THAT Council receives the delegation from the Tillsonburg Cultural Advisory Committee
as information;
AND THAT Council approves awarding the Cultural Advisory Grant to The Tillsonburg
Tri-County Agriculture Society in the amount of $1,100 and to the Tillsonburg Kiwanis
Club in the amount of $3,000 for the Annual Tillsonburg Santa Claus parade.
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Council Meeting – Agenda - 3 -
7.5. Parks & Recreation Committee - Directional Signage for TCC
Presented By: Mel Getty, Chair
Delegation Request - P & R Committee
Moved By: Seconded By:
Proposed Resolution #7
THAT Council receives the delegation from the Parks & Recreation Committee as
information.
7.6. OPP Mid-Year Review Presented By: Larry Scanlan & Tim Clark
Moved By: Seconded By:
Proposed Resolution #8
THAT Council receives the OPP Mid-Year Review, as information.
Moved By: Seconded By:
Proposed Resolution #9
THAT Council move into the Committee of Adjustment to hear Applications for Minor
Variance at _________ p.m.
8. Public Meetings
8.1. Application for Minor Variance- A-08/15 - Harry Layman- 156 Bidwell St
A-08/15 Report
Report Attachments
Moved By: Seconded By:
Proposed Resolution #10
THAT the Town of Tillsonburg Committee of Adjustment approves Application File A-
08/15, submitted by Harry Layman, for lands described as Lot 912, Plan 500, Town of
Tillsonburg, as it relates to:
1. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and
Structures, to increase the maximum permitted lot coverage from 50 m2 (538
ft2) to 70 m2 (750 ft2) to permit the construction of a detached accessory
building; subject to the following condition:
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Council Meeting – Agenda - 4 -
The existing frame sheds, identified on Plate 3 of Report No. 2015-198,
be removed to the satisfaction of the Town of Tillsonburg Building
Services Department.
8.2. Application for Minor Variance- A-11/15 - Bill Hughes, 9 Esseltine Drive
A-011/15 Report
Report Attachments
Moved By: Seconded By:
Proposed Resolution #11
THAT the Town of Tillsonburg Committee of Adjustment approves Application File A-
11/15, submitted by Bill Hughes, without further circulation of public notice, for lands
described as Part Lot 69, Plan 41M-182, Part Lots 110 – 112, Reference Plan 41R-8228,
Town of Tillsonburg, as it relates to:
Relief from Section 7.5.5.2.12.1 – Rear Yard, to increase the permitted
projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft)
to 2.8 m (9.2 ft).
8.3. Application for Minor Variance- A-12/15- Werner Geidlinger, 171 Weston Drive
A-12/15 Report
Report Attachments
Moved By: Seconded By:
Proposed Resolution #12
THAT the Town of Tillsonburg Committee of Adjustment approves Application File A-
12/15, submitted by Werner Geidlinger, for lands described as Part Lot 74, Plan 41M-
182, Part Lots 8 - 10, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to:
Relief from Section 7.5.5.2.12.1 - Rear Yard, to increase the permitted
projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft)
to 3.3 m (10.8 ft) to facilitate the construction of a deck at the rear of an
existing dwelling.
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Council Meeting – Agenda - 5 -
Moved By: Seconded By:
Proposed Resolution #13
THAT Council move out of the Committee of Adjustment and move back into Regular
Session at ______ p.m.
9. Planning Applications
9.1. Applications for Consent- B15-37-7 & B15-38-7 Patrick Mooney, 34 North Street
West
B15-37-38-7 Report
Moved By: Seconded By:
Proposed Resolution #14
THAT Council advises the Land Division Committee that the Town supports the proposal
to create two vacant residential lots, subject to the conditions as described in Report No.
CASPO 2015-206.
10. Information Items
10.1. The Future Oxford Community Sustainability Plan
Future Oxford Community Sustainability Plan as adopted Sept 9 2015
County Email - Future Oxford Community Sustainability Plan
Moved By: Seconded By:
Proposed Resolution #15
THAT Council receives The Future Oxford Community Sustainability Plan as
information.
11. Reports from Departments
11.1. Chief Administrative Officer
11.1.1. Canada 150 Mosaic
Canada 150 Mosaic
Canada 150 Mosaic Attachments
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Council Meeting – Agenda - 6 -
Moved By: Seconded By:
Proposed Resolution #16
THAT the CAO be directed to sign the Service Agreement between the Town of
Tillsonburg and Mural Mosaic Inc. for the design, facilitation and production of an
8x8 foot mosaic mural for the Canada 150 Mosaic;
AND THAT funding in the amount of $10,000 ($2,500 in 2015 - 25% deposit
upon agreement and the remainder at the completion of the project) be
approved;
AND THAT staff look for community fundraising opportunities to offset the
$10,000 cost of the project as outlined in the Service Agreement.
11.2. Development and Communication Services
11.2.1. Report DCS 15-45 Memorandum of Understanding – Manufacturing
Acceleration Program
Report DCS 15-45 Memorandum of Understanding Manufacturing Acceleration
Program
MOU
Moved By: Seconded By:
Proposed Resolution #17
THAT Council receives Report DCS 15-45 Memorandum of Understanding –
Manufacturing Acceleration Program;
AND THAT By-Law 3956, authorizing the Mayor and Clerk to execute the
Memorandum of Understanding between the Corporation of the Town of
Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada
represented by Isah International B.V., be brought forward for Council
consideration.
11.2.2. Report DCS 15-44 SOMA Asia Mission
Report DCS 15-44 SOMA Asia Mission
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Council Meeting – Agenda - 7 -
Moved By: Seconded By:
Proposed Resolution #18
THAT Council receives Report DCS 15-44 SOMA Asia Mission;
AND THAT the Mayor and Development Commissioner be authorized to
participate in SOMA’s Mission to Asia taking place in November 2015;
AND THAT Council approves for use the Treasury Board Secretariat of Canada’s
Meal Per Diem Rate of $169.32 per day for travel in Japan instead of the Town’s
standard $75 per day rate;
AND THAT the trip be funded out of reserves, and specifically, the funds
earmarked from Tillsonburg’s remaining 2013 SOMA Membership fee.
11.3. Recreation, Culture & Park Services
11.3.1. RCP 15-44 – Soccer Park Wayward Ball Fence Procurement Update
RCP 15-44 - Soccer Park Wayward Ball Fence Procurement Update
Email From Performance Communities Realty Inc.
Moved By: Seconded By:
Proposed Resolution #19
THAT Council receives report RCP 15-44 – Soccer Park Wayward Ball Fence
Procurement Update for information;
AND THAT Council awards the supply and installation of a galvanized fence and
seasonal mesh system at the Soccer Park to Simpson’s Fence (London) at their tendered
price of $51,093.87 net of applicable taxes;
AND THAT Council awards the contract to bury the overhead hydro line on the Soccer
Park property to Tillsonburg Hydro Inc. at their tendered price of $30,278.69 net of
applicable taxes;
AND THAT Council authorizes THI to install a load break switch as required by the
Electrical Safety Authority at a cost not to exceed $15,000;
AND THAT the $101,372.56 combined cost for the wayward ball barrier and associated
expenses is funded using the $16,189.00 from Performance Communities Realty Inc,
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Council Meeting – Agenda - 8 -
$50,000.00 from reserves committed in the 2015 budget, and a further $35,184.56 from
reserves that will be replenished from taxation in the 2016 capital budget.
11.3.2. RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports
RCP 15-43 - Jul-Sep 2015 RCP Departmental Activity Reports
Jul-Sep 2015 Activity - Recreation Programs & Services
Jul-Sep 2015 Activity - Culture and Heritage
Jul-Sep 2015 Activity - Parks and Facilities
Moved By: Seconded By:
Proposed Resolution #20
THAT Council receives Report RCP 15-43 – Jul-Sep 2015 RCP Departmental
Activity Reports for information.
11.3.3. RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update
RCP 15-45 - Rotary Club Outdoor Fitness Equipment Update
Equipment location sketch
Moved By: Seconded By:
Proposed Resolution #21
THAT Council receives report RCP 15-45 – Rotary Club Outdoor Fitness
Equipment Update for information;
AND THAT Council approves the request from the Rotary Club to sole source
purchase a selection of outdoor fitness equipment from Paris Equipment
Manufacturing Ltd., at the Rotary Club’s cost;
AND THAT Council approves the installation of 2 groups of outdoor equipment at
locations along Veterans’ Memorial Walkway as per the attached sketch.
12. Staff Information Reports
12.1. CL 15-25, Local Government Week Update
CL 15-25, Local Government Week Update
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Moved By: Seconded By:
Proposed Resolution #22
THAT Council receives Report CL 15-25, Local Government Week Update as
information.
13. Notice of Motions
13.1. Notice of Motion for which previous Notice was Given
Moved By: Councillor Adam Seconded By:
Proposed Resolution #23
THAT the Town of Tillsonburg with the approval of the County, install a four-way
stop at the intersection of North Street and Quarterline Road.
13.2. Notice of Motion for which previous Notice was Given
Moved By: Councillor Adam Seconded By:
Proposed Resolution #24
THAT staff be directed to compose a report outlining budget pressures and
overages, and develop a strategy with options about how to potentially balance
the 2015 budget;
AND THAT the Council for the Town of Tillsonburg adopt a debt reduction
strategy for the remainder of this term of Council (2016-2018).
14. By-Laws
By-Laws from the Meeting of Tuesday, October 13, 2015
Moved By: Seconded By:
Proposed Resolution #25
14.1. THAT By-Law 3950, to Authorize a Memorandum of Understanding with Elgin
Middlesex Oxford Workforce Planning and Development Board;
AND THAT Bylaw 3956, to Authorize a Memorandum Of Understanding with MAP
Program Canada, be read for a first, second and third and final reading and that the
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Council Meeting – Agenda - 10 -
Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate
seal thereunto.
Moved By: Seconded By:
Proposed Resolution #26
14.2. THAT By-Law 3957, to confirm the proceedings of Council at its meetings held
on the 13th day of October, 2015, be read for a first, second and third and final reading
and that the Mayor and 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 #27
THAT the Council Meeting of Tuesday, October 13, 2015 be adjourned at _____ p.m.
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ATTENDANCE
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
Darrell Eddington, Director of Finance
Kevin De Leebeeck, Director of Operations
Rick Cox, Director of Recreation, Culture and Park Services
Tricia Smith, Deputy Clerk
Regrets: Mayor Stephen Molnar
1.Call to Order
The meeting was called to order at 6:10 p.m.
2.Closed Session
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into Closed Session to consider:
A matter in respect of which a council, board, committee or other body may hold a closed
meeting under another Act (THI).
Carried.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, September 28, 2015
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
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Council Meeting – Minutes - 2 -
3.Adoption of Agenda
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT the Agenda as prepared for the Council meeting of Monday, September 28, 2015, be
adopted.
Carried.
4.Moment of Silence
5.Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
6.Adoption of Council Minutes of Previous Meeting
6.1. Minutes of the Meeting of September 14, 2015
Minutes, September 14, 2015
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Minutes of the Council Meeting of September 14, 2015 be approved.
Carried.
7.Delegations and Presentations
7.1. Rotary Tillsonburg - Jack Parker, Committee Chairman
Rotary Delegation Request
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives the delegation regarding outdoor fitness equipment as
information;
AND THAT Council approve the placement of adult fitness equipment in priniciple with
locations to be determined by the Rotary Club in conjunction with the Director of Parks &
Recreation;
AND THAT the Director provide a report at the October 13, 2015 Council meeting.
Carried.
7.2. Helping Hand Food Bank Annual Food Blitz - Joan Clarkson, Coordinator
Delegation - Helping Hand Food Bank
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Moved By: Councillor Adam Seconded By: Councillor Rosehart
THAT Council receives the delegation regarding the Helping Hand Food Bank Annual
Food Blitz as information.
Carried.
7.3. Community Transportation Pilot Grant Operations Update - John Verbakel, Chair &
John Preston, Transportation Coordinator
Delegation - CTPPSC Update
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives the presentation by John Verbakel and John Preston regarding
the Community Transportation Pilot Grant Operations update as information.
Carried.
7.4. Heritage, Beautification & Cemetery Advisory Committee, Cemetery By-Law
Amendment - Robert Marsden, Chair
Delegation Request - Heritage & Beautification
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the delegation from the Heritage, Beautification & Cemetery
Advisory Committee regarding the Cemetery By-Law amendment, as information.
Carried.
7.5. Trans-Canada Trail Extension - Tony Slattery
7.6. Trans-Canada Trail Extension - Steve DiLella
7.7. Trans-Canada Trail Extension - Rick Samways
Delegation - Rick Samways
7.8. Trans-Canada Trail Extension - John Vieraitis, Rural Landowner in Norwich Township
Delegation - John Vieraitis
7.9. Trans-Canada Trail Extension - Dan Mahony & Anne Stancek
Delegation - TransCanada Trail Extention
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Council Meeting – Minutes - 4 -
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the delegations by Tony Slattery, Steve DiLella, Rick Samways,
John Vieraitis and Dan Mahony & Anne Stancek regarding the Trans-Canada Trail
Extension as information;
AND THAT Council forward the information provided for in the delegations for
consideration of Report RCP 15-36 - Trans Canada Trail Expansion Project.
Carried.
7.10. Recreation, Culture & Park Services
7.10.1. RCP 15-36 – Trans Canada Trail Expansion Project
RCP 15-36 - Trans Canada Trail Expansion Project
OCTMP Map 3.13 Proposed Priority Projects
RCP 14-42 - Trans Canada Trail Expansion Via South Oxford Link
PRS 13-12 - Regional Trail Expansion Opportunity
PW 2015-53 TRANS CANADA TRAIL
Councillor Rosehart requested a Recorded Vote.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives report RCP 15-36 – Trans Canada Trail Expansion Project;
AND THAT Council approves proceeding with development of the Trans Canada Trail
link to Norfolk County as outlined in report RCP 15-36;
AND THAT Staff be authorized to develop a partnership agreement with the County of
Oxford for the development and on-going maintenance of the Trans Canada Trail within
Oxford County including:
a)Sharing net capital costs on an 85/15 (County/Town) based on $310,000;
b)Repayment terms to the County for the Town of Tillsonburg’s 15% capital
contribution;
c) 50/50 sharing of annual operating costs of the proposed Trans Canada Trail.
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Council Meeting – Minutes - 5 -
The recorded vote reflects the vote is (4) in favour of the Motion and (2) against the
Motion.
The Motion is Carried.
Council took a recess at 8:45 p.m.
Council resumed at 8:57 p.m.
8.Public Meetings
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into the Committee of Adjustment to hear Applications for Minor Variance
at 8:58 p.m.
Carried.
8.1. Application for Minor Variance- A-08/15- Harry Layman, 156 Bidwell Street
A-08/15 Report
Report Attachments
This application was deferred at the request of the applicant in order for the applicant to
provide an amended application.
8.2. Application for Minor Variance- A-09/15, Dale Springer, 138 Broadway
A-09/15 Report
Report Attachments
Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Application A-09/15.
Opportunity was given for comments and questions.
NAME VOTE IN FAVOUR VOTE AGAINST
Councillor Rosehart X
Councillor Stephenson X
Councillor Adam X
Deputy Mayor Beres X
Councillor Esseltine X
Councillor Hayes X
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Council Meeting – Minutes - 6 -
No person appeared in opposition, or support of the application.
The Committee of Adjustment passed the following resolution:
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
That the Town of Tillsonburg Committee of Adjustment approve Application File A-09/15,
submitted by Dale Springer, for lands described as Part Lot 1070, Plan 500, Town of
Tillsonburg, as it relates to:
1.Relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum
required parking spaces for a professional office from 27 spaces (1 per 20 m2 of
gross floor area) to 3 spaces to facilitate the replacement of an existing
commercial building; Subject to the following condition:
i.The applicant enter into a cash-in-lieu of parking agreement with the
Town of Tillsonburg; and,
2.That the Committee adopt the following additional relief without further circulation
of public notice: Relief from Section 5.24.2.2 – Accessible Parking, to decrease
the minimum required accessible parking spaces from 2 to nil.
Carried.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council move out of the Committee of Adjustment and move back into regular
session at 9:10 p.m.
Carried.
8.3. Applications for Official Plan Amendment & Zoning Change (OP 15-06-7 & ZN 7-15-06)
Rego Management Inc. - 253 Broadway
CASPO 2015-195
Report Mapping
Key Map
Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and
presented Report OP 15-06-7 & ZN 7-15-06.
Opportunity was given for comments and questions.
The Applicant, Cliff Stephens, Rego Management appeared before Council and spoke
to the application. The applicant provided an explanation about the type of units
proposed within the development and parking for tenants.
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Council Meeting – Minutes - 7 -
Mr. James Battin, Solicitor for the neighbouring Verhoeve Funeral Home spoke against
the application and the impact on the streetscape of the downtown and adopts the
notes provided by Mr. Szorenyi.
Mr. George Gilvesy of Gilvesy Properties spoke to his concerns on this development.
He supports a new development, however has concerns regarding the shortfall of onsite
parking.
Angela Lassam expressed concern on the value of her property once the development
takes place and suggested there would be an issue with the fire route on Fox Alley.
Tom Logan appeared before council to speak against the application. He suggested
that parking would be an issue and the building envelope would not fit within the
downtown.
George Stuyt of George’s Auto Repair expressed that parking was an issue in the past,
and this issue remains.
Brenda House appeared before Council to speak against the application. Ms. House
noted that there is a bus stop at the proposed development location and increased
traffic could pose a risk to those children.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
1.THAT Council support the application to amend the Oxford County Official Plan
(File No. OP 15-02-7) as submitted by Rego Management Inc, for lands located
at 253 Broadway, in the Town of Tillsonburg to establish a special development
policy to permit a 3 storey mixed use building with an increased residential
density as an additional permitted use on the Entrepreneurial District designated
lands;
2.THAT Council approve-in-principle the zone change application submitted by
Rego Management Inc, whereby the lands described as Lot 944 & Part Lot 945,
Plan 500, known municipally as 253 Broadway, are to be rezoned from Special
Entrepreneurial Zone (EC-2) to Special Entrepreneurial Zone (EC-sp).
Motion to Defer Main Motion:
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT the application be deferred until further information can be provided to Council to
address the issues brought up tonight.
Carried.
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9.Information Items
9.1. Recycling Council of Ontario
Recycling Council of Ontario Correspondence
9.2. Dutch-Canadian Friendship Tulip Garden for Tillsonburg
Dutch-Canadian Friendship Tulip Garden Announcement
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives items 9.1 and 9.2, as information.
Carried.
10.Reports from Departments
10.1. Clerk’s Office
10.1.1. CL 15-20 Ontario's Municipal Legislative Review
CL 15-20 legislation Review (4)
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council receives Report CL 15-20, Ontario's Municipal Legislative Review
as information.
Carried.
10.1.2. CL 15-24 Bill 8, Public Sector and MPP Accountability and Transparency Act
CL 15-24 Bill 8
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council receives Report CL 15-24, Bill 8 as information;
AND THAT staff report to Council on policy updates required in response to Bill 8.
Carried.
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council suspends Section 4.3.2 of Procedural By-Law 3511, to allow the meeting
to be extended past the curfew of 10:30 p.m.
Carried.
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10.1.3. CL 15-23 - Retail Shopping Cart Removal & Abandonment
CL 15-23 - Retail Shopping Cart Removal & Abandonment
Moved By: Councillor Adam Seconded By: Councillor Hayes
THAT Council receives report CL 15-23, Retail Shopping Cart Removal & Abandonment
as information.
Carried.
10.2. Development and Communication Services
10.2.1. DCS 15-43, Conditional Building Permits and Agreements
DCS 15-43 - Conditional Building Permits and Agreements
Conditional Building Permit Agreement - TEMPLATE
Moved By: Councillor Adam Seconded By: Councillor Hayes
THAT Council receives Report DSC 15-43 Conditional Building Permits and
Agreements;
AND THAT Council authorize the Chief Building Official, after consultation with
the Chief Administrative Officer, to enter into conditional permit agreements;
AND FURTHER THAT the Chief Building Official is hereby authorized to
determine the release and subsequent removal of registered agreements from
the Land Registry System.
Carried.
10.2.2. DCS 15-40 Community Improvement Plan Application – 102 Broadway
Report DCS 15-40 Community Improvement Plan Application ? 102 Broadway
Application
Letter in Support
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives Report DCS 15-40 Community Improvement Plan
Application – 102 Broadway;
AND THAT the 102 Broadway property be approved for growth related property
tax rebates, related to enhancements of the property, for a four year period
based on a 60% rebate in 2016, 50% in 2017, 40% in 2018 and 30% in 2019 with
full property taxes being payable in 2020.
Carried.
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10.2.3. DCS 15-41 Airport Hangar Land Lease
Report DCS 15-41 Airport Hangar Land Lease
Airport Land Lease Kniss
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report DCS 15-41 Airport Hangar Land Lease;
AND THAT a by-law be brought forward to authorize the Mayor and Clerk to
enter into a lease agreement with Mark Kniss for the construction of a 4,800
square foot hangar at the Tillsonburg Regional Airport for a twenty (20) year term
expiring on December 31, 2035 subject to the terms and conditions contained
within the lease agreement.
Carried.
10.2.4. DCS 15-42 Memorandum of Understanding - EMO Workforce, Planning &
Development Board
Report DCS 15-42 Memorandum of Understanding - EMO Workforce, Planning &
Development Board
Presentation
MOU
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report DCS 15-42 Memorandum of Understanding -
EMO Workforce, Planning & Development Board;
AND THAT a by-law be brought forward authorizing the Mayor and Clerk to
execute the Memorandum of Understanding between the Corporation of the
Town of Tillsonburg and the Elgin Middlesex Oxford Workforce Planning and
Development Board.
Carried.
10.3. Finance
10.3.1. FIN 15-37 Issuance of Debt
FIN 15-37 Issuance of Debt
annual repayment limit 092815
Bylaw 3948 issuance of debt 092815
22
Council Meeting – Minutes - 11 -
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives report FIN 15-37 Issuance of Debt;
AND THAT Council receives the updated annual repayment limit calculation;
AND THAT Council consider By-Law 3948 for three readings for the issuance of
debt.
Carried.
10.3.2. FIN 15-38 2016 Draft Budget Schedule
FIN 15-38 Draft Budget Schedule
Moved By: Councillor Adam Seconded By: Councillor Rosehart
THAT Council receives report FIN 15-38 Draft Budget Schedule as information.
Carried.
10.4. Operations
10.4.1. OPS 15-32 Results for Tender #T2015-012 CCTV and Sewer Flushing
OPS 15-32 Results for Tender #T2015-012 CCTV and Sewer Flushing
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report OPS 15-32, Results for Tender #T2015-012,
CCTV & Sewer Flushing;
AND THAT Council award Tender #T2015-012 to CC Dance Sewer Cleaning
Incorporated of Aylmer, Ontario at a cost of $39,650.78 (net HST included), the
lowest bid received satisfying all Tender requirements;
AND THAT Mayor and Clerk be authorized to execute the necessary documents
to award the tender to CC Dance Sewer Cleaning Incorporated for the CCTV and
Sewer Flushing contract.
Carried.
10.4.2. OPS 15-33 Fleet Replacement Strategy
OPS 15-33 Fleet Replacement Strategy
23
Council Meeting – Minutes - 12 -
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives Report OPS 15-33 Fleet Replacement Strategy;
AND THAT Council adopts the Fleet Replacement Strategy as the standardized
approach to identifying fleet and equipment replacement needs.
Carried.
10.4.3. RCP 15-38 – Soccer Park Wayward Ball Fence Procurement
RCP 15-38 - Soccer Park Wayward Ball Fence Procurement
Email from TMSC President
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council receives report RCP 15-38 – Soccer Park Wayward Ball Fence
Procurement;
AND THAT Council approve the budgeted $50,000 to be used in burying the
Hydro cable and related expenses in 2015;
AND THAT Council retain the $16,188 contribution towards the fence received
from Performance Communities Realty Incorporated for the fencing budget in
2016.
Carried.
10.4.4. RCP 15-41 – Amendment to the Cemetery By-Law
RCP 15-41 - Amendment to the Cemetery By-Law
DRAFT CEMETERY BY-LAW AMENDMENT
BY-LAW 3640 - OPERATION OF MUNICIPAL CEMETERIES
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receives report RCP 15-41 – Amendment to the Cemetery By-
Law;
AND THAT a by-law be brought forward for Council consideration;
AND THAT Council authorizes staff to submit the proposed amendments to the
Provincial Cemetery Registrar for approval.
Carried.
24
Council Meeting – Minutes - 13 -
11.Staff Information Reports
11.1. CL 15-24 - Local Government Week
CL 15-24 - Local Government Week
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives Report CL 15-24 regarding Local Government Week as
information.
Carried.
11.2. FIN 15-39 OILC Revised Debt By-Law
FIN 15-39 OILC Revised Debt By-Law
Bylaw 3954 OILC Ongoing Projects Lower Tier
Comments from OILC
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives report FIN 15-39 OILC Revised Debt By-Law as
information.
Carried.
11.3. OPS MEMO - Quarter Town Line & Concession Street Intersection Background
Information
OPS MEMO - Quarter Town Line & Concession Street Intersection Background
Information
Attachment 1 - 2008 All Way Stop Warrant Analysis
Attachment 2 - 2014 OPP Collision Data
Attachment 3 - 2014 All Way Stop Warrant Analysis
Attachment 4 - TPSB Letter and Petition
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives OPS Memo - Quarter Town Line & Concession Street
Intersection Background Information;
THAT By-Law 3955 be brought forward for Council consideration.
Carried.
11.4. RCP 15-42 – Storage for Tillsonburg Scout Association
RCP 15-42 - Storage for Tillsonburg Scout Association
Storage Location Sketch
25
Council Meeting – Minutes - 14 -
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives report RCP 15-42 – Storage for Tillsonburg Scout
Association for information.
Carried.
12.Committee Minutes & Reports
12.1. Accessibility Advisory Committee Minutes
Accessibility Advisory Committee Minutes, June 03, 2015
Accessibility Advisory Committee Minutes, September 09, 2015
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives the Minutes of the Accessibility Advisory Committee
Minutes of June 3, 2015 and September 09, 2015.
AND THAT Council directs staff to investigate the costs of Audio Traffic Signals
in the Town of Tillsonburg;
AND THAT those costs be considered during the 2016 budget deliberations.
Carried.
12.2. Airport Advisory Committee Minutes
Airport Advisory Committee Minutes, June 15, 2015
Airport Advisory Committee Minutes, July 02, 2015
Airport Advisory Committee Minutes, July 21, 2015
12.3. Tillsonburg Awards Committee - Minutes
Minutes, August, 2015
12.4. Tillsonburg Development Committee Minutes, August 11, 2015
Development Committee Minutes, August 11, 2015
12.5. Town Hall Steering Committee Minutes -
Minutes, July, 2015
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives the Tillsonburg Development Committee minutes of
August 11, 2015, the Airport Advisory Committee minutes of June 15, 2015, July
02, 2015 and July 21, 2015, the Tillsonburg Awards Committee minutes of
August 05, 2015 and the Town Hall Steering Committee minutes of July 15, 2015
as information.
Carried.
26
Council Meeting – Minutes - 15 -
13.Notice of Motions
Moved By: Councillor Adam
THAT the Town of Tillsonburg with the approval of the County, install a four-way stop at the
intersection of North Street and Quarterline Road.
Moved By: Councillor Adam
THAT staff be directed to compose a report outlining budget pressures and overages, and
develop a strategy with options about how to potentially balance the 2015 budget;
AND THAT the Council for the Town of Tillsonburg adopt a debt reduction strategy for the
remainder of this term of Council (2016-2018).
14.By-Laws
By-Laws from the Meeting of Monday, September 28, 2015
Moved By: Councillor Adam Seconded By: Councillor Stephenson
14.1. THAT By-Law 3946, Cemetery By-Law Amendment;
AND THAT By-Law 3947, being a By-Law to Amend Zoning By-law 3295
(ZN 7-15-05);
AND THAT Bylaw 3948, Issuance of Debt;
AND THAT By-Law 3949, to Authorize an Airport Hanger Land Lease Agreement
between the Town of Tillsonburg and Mark Kniss, Lease;
AND THAT By-Law 3953, to Repeal By-Law 3944;
AND THAT Bylaw 3954, Issuance of OILC Debt;
AND THAT Bylaw 3955, to amend By-Law 3701, To Regulate Traffic and the
Parking of Motor Vehicles in the Town of Tillsonburg, be read for a first, second
and third and final reading and that the Deputy Mayor and Clerk be and are
hereby authorized to sign the same, and place the corporate seal thereunto.
Carried.
14.2. THAT By-Law 3951, Confirming By-Law to confirm the proceedings of Council at
its meetings held on the 28th day of September, 2015, be read for a first, second,
and third and final time and that the Deputy Mayor and Clerk be and are hereby
authorized to sign the same, and place the corporate seal thereunto.
Carried.
Moved By: Councillor Adam Seconded By: Councillor Stephenson
27
Council Meeting – Minutes - 16 -
15.Items of Public Interest
16.Adjournment
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Council Meeting of Monday, September 28, 2015 be adjourned at 11:29 p.m.
Carried.
28
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green infrastructure and other programs reduce nutrient impact on Great Lakes
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Conservation Authorities Act Section 28 regulations control development in
and near wetlands, oodplains, steep slopes and Great Lake shorelines
Advice to municipalities to ensure development is compatible with a
healthy and sustainable environment and consistent with the Provincial
Policy Statement and provincial plans (e.g. Greenbelt Plan, Oak Ridges
Moraine Conservation Plan, Growth Plan for the Greater Golden Horseshoe)
$2.7 billion worth of public infrastructure including more than 900 dams,
dikes, channels and erosion control structures
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Flood damage reduced $100 million annually
Conservation Ontario | 120 Bayview Parkway | Newmarket, ON | L3Y 3W3 | 905-895-0716 conservationontario.ca29
ADDING VALUEHow Conservation Authorities support provincial priorities
Natural heritage and biodiversity
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146,000 hectares of natural land protected through CA ownership
Tree planting, forest management, river habitat and wetland protection and
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Support provincial eorts to protect Species at Risk and manage Invasive Species
250 Conservation Areas attracting 6.8 million visitors annually
2,500 kilometres of trails connecting people to nature
Close to 50 outdoor education facilities serving more than 400,000 students
annually at 3,800 schools in partnership with 50 of the province’s 72 district
school boards
Partners in Water Festivals: fun, interactive way for kids to to learn about water issues
Partners in Specialist High Skills Major Program
Implementing the Clean Water Act for drinking water source protection
Stewardship programs protect water quality on farm and rural land
Implement Low Water Response Program during dry conditions
Water budgets and other research guide informed decisions on municipal
water supplies
Some CAs operate reservoirs used to maintain river ows in summer and fall
Partner in Provincial Water Quality Monitoring Network and Provincial
Groundwater Monitoring Network, Hydrometric Network and others
CA Watershed Report Cards provide an overview of watershed health
Conservation Authorities are proud to work with these ministries:
Natural Resources & Forestry, Environment & Climate Change, Municipal Aairs & Housing, Agriculture, Food & Rural Aairs,
Economic Development, Employment & Infrastructure, Health, Tourism Culture & Sport, Education, Northern Development & Mines30
Reviewing the Conservation Authorities Act to Reflect
the Realities of Today
Conservation Authorities’ activities around Ontario’s natural resources has changed
significantly over the years in response to increasing challenges to our water and land
resources.
Stresses such as climate change, rapid growth, and changing land uses significantly
challenge the ability of our natural ecosystems to support economic growth, a
sustainable environment, and the lifestyles and health of residents. Conservation
Authority programs contribute significantly to addressing Ontario’s environmental
priorities.
Conservation Authorities are recognized for their watershed management, science-
based expertise and for being able to adapt to changing conditions.
A more integrated relationship with the Province and sustainable provincial funding
would ensure greater consistency and continuation of programs.
Key Priorities of Conservation Authorities
Conservation Authorities are looking to discuss key priorities which include:
1. Confirm the current Conservation Authority Mandate as outlined in the
Conservation Authorities Act which is to undertake watershed-based programs for
the conservation, restoration, development and management of natural resources;
2. Formalize and expand the CA working relationships across Ontario provincial
ministries in order to capitalize on the important contributions of CA programs and
services, and to more widely leverage and support Conservation Authority efforts in
local watersheds;
3. Discuss the governance model in relation to the funding model;
4. Sustainable provincial funding formula that captures and reflects the actual range of
Conservation Authority programs and services that support multiple provincial
objectives.
Value of Conservation Authority Programs to Ontario
Conservation Authority programs help the Province and other levels of government to
address environmental challenges and priorities such as climate change impacts,
healthy Great Lakes, urbanization and growth, healthy people and green economy.
/1 31
Representing Ontario’s 36 Conservation Authorities
Climate Change
Flood Management
Water Quality
Water Supply
Green Infrastructure
GHG Reduction
Monitoring,
Modelling, Reporting
Data Management
Watershed Report
Cards
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BMPs
Connecting
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sustainable growth
Protect Farmland,
Natural Heritage
Systems and
Water Resources
Technical Advice
(all levels of gov’t)
Healthy People
270+
Conservation
Areas provide
wide variety of
outdoor activities
Step Into Nature
Source Protection
Water Festivals
Environmental
Education
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resources support
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efficiencies of the
environmental
management
sector
CONSERVATION AUTHORITIES:
In 2013, Ontario’s 36 Conservation Authorities delivered watershed management
programs and services totaling approximately $290 million through more than
3,600 full time and seasonal, contract, and part time staff.
Over 90% of Ontario’s population lives in a Conservation Authority watershed
Conservation Authorities partner with municipal, provincial and federal
governments, as well as landowners and other groups, to deliver watershed-based
natural resource programs
Conservation Authorities effectively leverage resources of other partners to deliver
provincial priorities more effectively.
For More Information
Conservation Ontario
120 Bayview Parkway, Newmarket ON L3Y 3W3
(Tel) 905-895-0715 (Email) info@conservationontario.ca
conservationontario.ca
July 31, 2015
32
33
Council Committee
Request
Council Committee Request forms and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline:
4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE
Committee Information
Committee Name Committee Chair
Tillsonburg Cultural Advisory Committee Deb Beard
Phone Number E-mail
519-842-6151 office@stationarts.ca
Request Details
Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month)
October 13, 2015
Subject of the Request Dollar Amount Requested
Council Approval for the awarding of Tillsonburg Cultural Advisory Grants totalling $ 4,100 of which the amount of $1,1000 is awarded to The Tillsonburg Tri-County Agriculture Society to assist with the payment of the illusionist performance at the Tillsonburg Fair with the remaining
the amount of $3,000 awarded to the Tillsonburg Kiwanis Club to assist with the bands for the
Annual Tillsonburg Santa Claus parade.
__________________________________________________________________________________
Should you require assistance completing this form, please contact:
Deputy Clerk at 519-688-3009 Ext. 3221 or jbunn@tillsonburg.ca
Please note that submission of this form does not guarantee the approval of the request. The Clerk's office
will confirm the request by e-mail after receiving this form.
PLEASE COMPLETE PAGE TWO
Copy of the Resolution as passed by the Committee
34
Proposed Resolution
To grant the Tillsonburg Tri-County Agriculture Society $1, 100 in support of the illusionist
performance at the Fair, as this request falls within the Tillsonburg Cultural Advisory Committee’s
mandate to support the growth of culture through new initiatives within the Cultural sector in
Tillsonburg.
Moved by: Ann Loker Seconded by: Josiane DeCloet - carried
Proposed Resolution
That the grant application request from the Tillsonburg Kiwanis Club in the amount of $3,000 to
assist with the payment of bands for the Tillsonburg Santa Claus Parade be approved.
Moved by: Ann Loker Seconded by: Erin Getty– carried
Name of Staff Liaison
Patricia Phelps
Is there any supporting documentation you will be providing to Council?
No
Will there be a Power Point presentation accompanying the request?
No
I acknowledge that the Chair of the Committee (or representative) must be in attendance of the Council
meeting to speak and answer questions Council may have:
Deb Beard, chair of the Tillsonburg Cultural Advisory Committee will be in attendance
I acknowledge that all supporting documentation must be submitted by 4:30 p.m. to the Deputy Clerk by
Monday before the meeting date:
Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is
collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of
the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the
Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009
Ext. 3224.
35
36
37
38
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 File: A-8/15
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: October 13, 2015
REPORT NUMBER: 2015-198
OWNER: Harry Layman 156 Bidwell Street, Tillsonburg ON, N46 3V8
REQUESTED VARIANCE:
Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 70 m2 (750 ft2) to permit the
construction of a detached accessory building.
LOCATION:
The subject property is described as Lot 912, Plan 500, in the Town of Tillsonburg. The property is located on the east side of Bidwell Street, between Bear Street and Venison Street, and is
municipally known as 156 Bidwell Street.
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 1 Zone (R1)
SURROUNDING USES: low density residential uses, consisting of single detached dwellings.
39
File Number: A-08/15 Report Number 2015-198 Page 2 COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above noted provision of the Town Zoning By-law to
facilitate the construction of a detached accessory building on the subject property. The subject property comprises approximately 1,027.1 m2 (0.25 ac) and is currently occupied by
an existing single detached dwelling and two sheds. As indicated by the applicant, the existing sheds will be removed.
Plate 1, Existing Zoning & Location Map, shows the location of the subject property 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 dwelling and sheds on the
subject property as well as the location of the proposed garage.
(b) Agency Comments:
The application was circulated to a number of public agencies.
The Town of Tillsonburg Engineering Department had no concerns but noted that the applicant may want to redirect the proposed swale to the south side of the proposed accessory building.
The Town of Tillsonburg Building Services Department and County of Oxford Public Works Department had no concerns with the proposal.
Public Notice was mailed to surrounding property owners on September 18, 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 primarily consist of low density
housing forms including single detached dwellings, duplexes and street fronting town houses as
well as accessory uses thereto. The use of the lands for a single detached dwelling and accessory use 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 ‘Low Density Residential Type 1 Zone (R1)’, which permits a single detached dwelling.
Provisions respecting accessory buildings and structures are contained in Table 5.1.1.4 - Regulations for Accessory Buildings and Structures. Structures accessory to a residential use
are permitted to a maximum of 10% of the lot area, or 50 m2 (538 ft2) of gross floor area,
whichever is less. Lot coverage provisions for accessory structures are intended to ensure that accessory uses and structures remain clearly secondary to the main residential use of the property and have minimal impact on neighbouring properties.
In this case, the requested relief would facilitate the construction of a detached accessory
structure that is 20 m2 (212 ft2) larger than permitted. Planning staff note that the lot coverage
40
File Number: A-08/15 Report Number 2015-198 Page 3
would represent 6.8% of the total lot area, which represents less than the 10% of the maximum lot area.
(e) Desirable Development/Use:
Although the requested lot coverage of the proposed accessory structure is larger than what is typically permitted, in this case, Planning staff is satisfied that the proposed accessory structure can be considered minor and desirable development of the subject property.
Given the relatively large size of the subject property and presence of similar sized accessory
buildings in the area, it is not anticipated that the proposed relief will set an undesirable
precedent for the neighbourhood. In this regard, the requested relief can be considered minor. The proposed location of the structure is also desirable as the structure will be setback adequately from surrounding uses and is not anticipated to negatively impact neighbouring
properties.
In light of the foregoing, it is the opinion of this Office that the requested relief maintains the
general intent and purpose of the Official Plan and Zoning By-law and can be given favorable consideration.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-08/15,
submitted by Harry Layman, for lands described as Lot 912, Plan 500, Town of Tillsonburg, as it
relates to: 1. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to
increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 70 m2 (750 ft2) to permit the construction of a detached accessory building; subject to the following
condition:
i. The existing frame sheds, identified on Plate 3 of Report No. 2015-198, be removed
to the satisfaction of the Town of Tillsonburg Building Services Department.
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: Rebecca Smith, Development Planner
Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner
RS
September 15, 2015
41
August 27, 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
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)
42
August 27, 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
380
Notes
NAD_1983_UTM_Zone_17N
19 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
43
44
Site Photo
A-08/15 – Harry Layman
View of Subject Property from Bidwell Street
45
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 File: A-11/15
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: October 13, 2015
REPORT NUMBER: 2015-210
OWNER: Bill Hughes 9 Esseltine Drive, Tillsonburg ON, N4G 0C3
REQUESTED VARIANCE:
Relief from 7.5.5.2.7 – Rear Yard, to reduce the minimum depth from 6.75 m (22.1 ft) to 4 m (13.1 ft) to facilitate the construction of an uncovered deck at the rear of an existing single
detached dwelling.
LOCATION:
The subject property is described as Part Lot 69, Plan 41M-182, Part Lots 110 – 112, Reference Plan 41R-8228, in the Town of Tillsonburg. The property is located on the south side of
Esseltine Drive, between Quarter Town Line and Weston Drive, and is municipally known as 9
Esseltine Drive. 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 (R2-5)
SURROUNDING USES: low density residential uses, consisting of single detached dwellings
and vacant residential lots within a registered plan of subdivision
46
File Number: A-11/15 Report Number 2015-210 Page 2
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief of the Town Zoning By-law to facilitate the construction of an
uncovered deck at the rear of an existing single detached dwelling. For the Committee’s information, relief is actually required from Section 7.5.5.2.12.1 to increase
the permitted projection of the uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 2.8 m (9.2 ft). As the corrected variance does not impact the intent of the proposal, Staff is of the opinion that no further circulation is required.
The subject property comprises approximately 335.3 m2 (3,609.6 ft2) and is currently occupied
by an existing single detached dwelling with an attached garage. The proposed deck is to be
located at the rear of the existing dwelling and will comprise approximately 27.9 m2 (300 ft2).
Plate 1, Existing Zoning & Location Map, shows the location of the subject property 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 dimensions and setbacks of the proposed deck at
the rear of the existing single detached dwelling. (b) Agency Comments:
The application was circulated to a number of public agencies.
The Town Building Services Department and Town Engineering Department indicated that the design and construction of the deck and finished elevations and gradient of the rear yard must not conflict or alter the rear yard building apron swale.
Public Notice was mailed to surrounding property owners on October 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 primarily consist of low density
housing forms including single detached dwellings, duplexes and street fronting town houses as
well as accessory uses thereto. 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 ‘Special Low Density Residential Type 2 Zone (R2-5)’, which permits a single detached dwelling. The ‘R2-5’ zone also permits uncovered decks to project 2.5 m (8.2 ft) into the required 6.5 m (21.3 ft) rear yard. Relief is required to increase the
permitted projection into the required rear yard to 2.8 m (9.2 ft).
47
File Number: A-11/15 Report Number 2015-210 Page 3
Certain structures, such as decks and patios are permitted 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 such structures are typically 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. It should be noted that the proposed deck will be setback 4 m (13.1 ft) from the rear lot line, meeting the minimum 1.5 m (4.9 ft) requirement.
In this case, the increased projection of the proposed deck into the required rear yard is not expected to negatively impact the available amenity space or area available for drainage and
existing drainage patterns. The proposed deck will provide an amenity area for the occupant of the dwelling and the location 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 proposed variance to increase the permitted projection into the required rear yard to facilitate the construction of an uncovered deck at the rear of an
existing single detached dwelling, can be considered desirable development of the subject
property.
The requested relief can be considered minor as the proposed deck will not impact the ability of the property to provide adequate amenity area. The proposed deck is also not anticipated to impact drainage on the property, as the structure will be located outside of the rear yard
drainage swales on the property. The proposed development can also be considered desirable as the proposed deck 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 proposed relief maintains the general intent and purpose of the Official Plan and Zoning By-law and can be given favorable
consideration.
48
File Number: A-11/15 Report Number 2015-210 Page 4
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-11/15,
submitted by Bill Hughes, without further circulation of public notice, for lands described as Part Lot 69, Plan 41M-182, Part Lots 110 – 112, Reference Plan 41R-8228, Town of Tillsonburg, as
it relates to: 1. Relief from Section 7.5.5.2.12.1 – Rear Yard, to increase the permitted projection of an
uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 2.8 m (9.2 ft). 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: Rebecca Smith, Development Planner
Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner
RS
October 2, 2015
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September 25, 2015
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Notes
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77 Meters
Parcel Lines
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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)
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September 25, 2015
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52
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 File: A-12/15
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: October 13, 2015
REPORT NUMBER: 2015-211
OWNER: Werner Geidlinger 171 Weston Drive, Tillsonburg ON, N4G 0C5
REQUESTED VARIANCE:
Relief from Section 7.5.5.2.12.1 - Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 3.3 m (10.8 ft) to facilitate the
construction of a deck at the rear of an existing dwelling.
LOCATION:
The subject property is described as Part Lot 74, Plan 41M-182, Part Lots 8 - 10, Reference Plan 41R-8228, in the Town of Tillsonburg. The property is located on the west side of Weston
Drive, between Hogarth Drive and Hollier Drive, and is municipally known as 171 Weston Drive.
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 (R2-5)
SURROUNDING USES: low density residential uses, consisting of single detached dwellings
and vacant residential lots within a registered plan of subdivision
53
File Number: A-12/15 Report Number 2015-211 Page 2
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above noted section of the Town Zoning By-law to
facilitate the construction of an uncovered deck at the rear of an existing single detached dwelling.
The subject property comprises approximately 335.2 m2 (3,608.1 ft2) and is currently occupied by an existing single detached dwelling with an attached garage. The proposed deck is to be located at the rear of the existing dwelling and will comprise approximately 17.8 m2 (192 ft2).
Plate 1, Existing Zoning & Location Map, shows the location of the subject property 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 dimensions and setbacks of the proposed deck at the rear of the existing single detached dwelling.
(b) Agency Comments:
The application was circulated to a number of public agencies. The Town Engineering Department indicated that the finished elevations and gradient of the
rear yard is not to be altered.
The Town Building Services Department has no concerns with the proposal.
Public Notice was mailed to surrounding property owners on October 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 primarily consist of low density
housing forms including single detached dwellings, duplexes and street fronting town houses as
well as accessory uses thereto. 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 ‘Special Low Density Residential Type 2 Zone (R2-5)’, which
permits a single detached dwelling. The ‘R2-5’ zone also permits uncovered decks to project 2.5 m (8.2 ft) into the required 6.5 m (21.3 ft) rear yard. Relief is required to increase the
permitted projection into the required rear yard to 3.3 m (10.8 ft). Certain structures, such as decks and patios are permitted 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 such structures are typically smaller in scale and
size than the single detached dwelling. As such, these types of structures are allowed to project
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File Number: A-12/15 Report Number 2015-211 Page 3
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. It should be
noted that the proposed deck will be setback approximately 3.7 m (12.1 ft) from the rear lot line,
meeting the minimum 1.5 m (4.9 ft) requirement.
In this case, the increased projection of the proposed deck into the required rear yard is not expected to negatively impact the available amenity space or area available for drainage and existing drainage patterns. The proposed deck will provide an amenity area for the occupant of
the dwelling and the location 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 proposed variance to increase the permitted projection into
the required rear yard to facilitate the construction of an uncovered deck at the rear of an existing single detached dwelling, can be considered desirable development of the subject
property.
The requested relief can be considered minor as the proposed deck will not impact the ability of
the property to provide adequate amenity area. The proposed deck is also not anticipated to
impact drainage as the structure will be located outside of the existing drainage swales on the property. The proposed development can also be considered desirable as the proposed deck
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 proposed relief maintains the
general intent and purpose of the Official Plan and Zoning By-law and can be given favorable consideration.
55
File Number: A-12/15 Report Number 2015-211 Page 4
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-12/15,
submitted by Werner Geidlinger, for lands described as Part Lot 74, Plan 41M-182, Part Lots 8 - 10, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to:
1. Relief from Section 7.5.5.2.12.1 - Rear Yard, to increase the permitted projection of an
uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 3.3 m (10.8 ft) to facilitate
the construction of a deck at the rear of an existing dwelling. 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: Rebecca Smith, Development Planner
Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner
RS
October 2, 2015
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September 28, 2015
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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)
57
September 28, 2015
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Notes
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26 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
58
59
Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING
Council Date: October 13, 2015
Page 1 of 7
To: Mayor and Members of Tillsonburg Council
From: Rebecca Smith, Development Planner, Community and Strategic Planning
Applications for Consent
B15-37-7 & B15-38-7 – Patrick Mooney
REPORT HIGHLIGHTS
The Applications for Consent propose to create two vacant residential building lots and retain a residential lot containing an existing single detached dwelling and two accessory
buildings.
Following circulation of the Public Notice, the applicant submitted a revised severance
sketch which proposes a minor revision to the original lot configuration to ensure an existing accessory building on the lot to be retained meets the required setback relative to
the proposed new interior property line.
Planning staff recommend approval of the applications as they comply with the Provincial
Policy Statement and the residential infilling policies of the Official Plan.
DISCUSSION
Background
OWNER: Patrick Mooney
32 North Street West, Tillsonburg ON N4G 1C1
AGENT: Peter Leliveld
565 Broadway, Tillsonburg ON N4G 3S8
LOCATION:
The subject lands are described as Part Lot 7, Concession 10 (Dereham), in the Town of
Tillsonburg. The lands are located on the east side of James Ave, immediately north of North
Street West and are municipally known as 32 North Street West.
OFFICIAL PLAN:
Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Low Density Residential
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Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING
Council Date: October 13, 2015
Page 2 of 7
TOWN OF TILLSONBURG ZONING BY-LAW:
Existing Zoning: Low Density Residential Type 1 Zone (R1)
EXISTING USE OF SUBJECT PROPERTY: Residential
PROPOSED USES: Lots to be Severed: Single Detached Dwellings Lot to be Retained: Single Detached Dwelling
SERVICES: Lots to be Severed: Municipal water and sanitary services are available
Lot to be Retained: Municipal water and private septic system
(sanitary services are available)
ACCESS: Paved, local roads (North Street West & James Ave)
PROPOSAL:
Area Frontage
Depth
SEVERED LOT
B15-37-8
929.9 m² (10,009.4 ft²) 16.95 m (55.6 ft)
54.9 m (180.1 ft)
SEVERED LOT
B15-37-8
929.9 m² (10,009.4 ft²) 16.95 m (55.6 ft)
54.9 m (180.1 ft)
RETAINED LOT
5,410.5 m² (58,238.1 ft²) 50.4 m (165.4 ft)
97.8 m (320.9 ft)
The purpose of the Applications for Consent is to create two vacant residential building lots. The lots to be severed by B15-37-7 and B15-38-7 both comprise approximately 929.9 m²
(10,009.4 ft²) and have frontage along James Ave. Single detached dwellings are proposed to
be constructed on each of the proposed lots. The lot to be retained comprises approximately 5,410.5 m² (58,238.1 ft²) and contains an existing single detached dwelling and two accessory
buildings.
It should be noted that following circulation of the Public Notice, it was determined that two
accessory buildings are located on the lot to be retained. Based on the original lot configuration
proposed by the applicant, the accessory building located further north on the lands was to be located within the required 1.2 m (4.9 ft) setback from the proposed new interior property line. In
light of this, the applicant has submitted a revised sketch (Plate 3) which proposes a new
interior property line that is parallel to James Ave. As the revised lot configuration does not impact the intent of the proposal, Staff is satisfied that no further public notice or circulation of
the applications is required.
The lots to be severed front on and have direct access to James Avenue, while the lot to be
retained fronts on and has direct access to North Street West. Surrounding uses predominately include single detached dwellings, with a stormwater management pond to the immediate north
and a mobile home park to the southeast.
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Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING
Council Date: October 13, 2015
Page 3 of 7
Plate 1, Existing Zoning & Location Map, shows the location of the subject lands and the
existing zoning in the immediate vicinity.
Plate 2, Arial Map (2010), shows the subject property and the existing development in the
immediate area. Plate 3, Revised Applicant’s Sketch, illustrates the dimensions of the proposed lot to be severed
and retained as well as the location of the existing accessory buildings on the lot to be retained.
Application Review
2014 Provincial Policy Statement
The Provincial Policy Statement (PPS) directs that Ontario’s long-term prosperity, environmental health and social well-being depend on wisely managing change and promoting efficient land
use and development patterns. Efficient land use and development patterns support strong,
liveable and healthy communities, protect the environment as well as public health and safety, and facilitate economic growth. In support of these provincial interests and goals, settlement
areas shall be the focus of growth and their vitality and regeneration shall be promoted.
Section 1.4.3 of the PPS directs that planning authorities shall provide for an appropriate range
of housing types and densities to meet projected requirements of current and future residents of
the regional market area by:
permitting and facilitating all forms of residential intensification and redevelopment and all forms of housing required to meet the social, health and well-being requirements of
current and future residents;
promoting densities for new housing which efficiently use land, resources, infrastructure
and public service facilities and support the use of alternative transportation modes;
establishing development standards for residential intensification, redevelopment and new
residential development which minimize the cost of housing and facilitate compact form
while maintaining appropriate levels of public health and safety.
Official Plan
The lot to be retained and lots to be severed are located within the 'Low Density Residential'
designation according to the County Official Plan. Low density residential districts are those lands that are primarily developed or planned for a variety of low-rise, low density housing forms
including both executive and smaller single-detached dwellings, semi-detached, duplex and
converted dwellings, street-fronting townhouses and other, similar development. Within areas designated Low Density Residential, it is intended that there will be a mixing and integration of
different forms of housing to achieve a low overall density of use.
The policies of Section 8.2.4.1 (Infill Housing) indicate that in order to efficiently utilize the
designated residential land and municipal servicing infrastructure, infill housing will be supported
in Low Density Residential Areas. The County Land Division Committee and Town Council will ensure that proposals for infill development are consistent with policies contained in Section
8.2.4.1.1 and 8.2.4.1.4.
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Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING
Council Date: October 13, 2015
Page 4 of 7
Official Plan policies respecting Street Oriented Infill permit new residential housing into an
established streetscape pattern only if the proposal is deemed to be consistent with the
characteristics of existing development on both sides of the street. The policies also require that the proposal is consistent with street frontage, setbacks and spacing of existing
development within a two block area on the same street. In addition, all infill proposals are subject to the following criteria:
the location of vehicular access points, the likely impact of traffic generated by the
proposal on Town streets and potential traffic impacts on pedestrian and vehicular safety and surrounding properties is acceptable;
existing municipal services and public facilities will be adequate to accommodate the
proposed infill project;
stormwater run-off from the proposal will be adequately controlled and will not negatively
affect adjacent properties;
adequate off-street parking and outdoor amenity areas will be provided;
the extent to which the proposed development provides for the retention of any desirable
vegetation or natural features that contribute to the visual character of the surrounding
area;
the effect of the proposed development on environmental resources and the effects of
environmental constraints on the proposed development will be addressed and mitigated;
consideration of the potential effect of the development on natural and heritage resources
and their settings;
compliance of the proposed development with the provisions of the Zoning By-Law of the
Town and other municipal by-laws.
Zoning By-law
The subject property is zoned ‘Low Density Residential Type Zone (R1)’ which permits a single
detached dwelling and home occupation. The ‘R1’ zone also requires a minimum lot area of 480
m² (5,166.8 ft²), a lot depth of 32 m (105 ft) and a frontage of 15 m (49.2 ft). Accessory buildings/structures are also permitted to a maximum of 100 m² (1,076 ft²) on an ‘R1’ lot
exceeding 1,500 m² (16,146.4 ft²) and are required to be setback 1.2 m (3.9 ft) from interior
property lines.
The lots to be severed and retained appear to comply with the lot area, frontage and depth
provisions of the ‘R1’ zone.
Based on the revised sketch provided by the applicant, the existing accessory building located further north on the lot to be retained will meet the required 1.2 m (3.9 ft) setback from the revised interior property line. The applicant has also indicated that the total accessory building
lot coverage on the lot to be retained will be approximately 59.1 m² (636 ft²), meeting the maximum accessory building lot coverage provision. The applicant is not proposing any further
development on the lot to be retained.
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Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING
Council Date: October 13, 2015
Page 5 of 7
Agency Comments
The applications were circulated to those agencies considered to have an interest in the proposal.
The Town of Tillsonburg Engineering Department provided the following comments:
As a condition of severance, the applicant is required to submit a preliminary lot grading plan for each of the severed parcels for review.
The applicant is to provide confirmation to the Town that the cost to install the services
have been paid to the developer.
The County Public Works Department provided the following comments:
The Town has confirmed that there are existing water and wastewater services to both of
the proposed lots to be severed (off of James Avenue). These services were installed/paid for by the developer of North Park Subdivision. As such, no additional fees are required by
the applicant. Dwellings developed on the proposed lots to be severed shall be connected
to the existing municipal services.
Town records indicate that the dwelling on the lot to be retained is currently connected to
municipal water, but not connected to the municipal sanitary sewer system. The Town has confirmed that there is an existing sanitary service installed to property line, and the
service was paid for by the Owner. As such, no additional fees, payable to Oxford County,
are required by the applicant; however, as a condition of consent, the dwelling on lot to be retained is required to connect to the municipal sanitary service and decommission their
existing septic system. Inspection of the foregoing work is required by Oxford County.
The Town Building Services Department and Ontario Provincial Police had no concerns with the
proposal.
Public Consultation
Notice of the applications was circulated to neighbouring property owners on September 28, 2015. As of the date of this report no concerns have been received.
Planning Analysis
The development proposal seeks to create two new lots for residential development in
northwest area of Tillsonburg. Planning staff is of the opinion that the proposal will result in an
efficient use of municipal services on residentially designated lands. In this respect, the development proposal is consistent with the 2014 Provincial Policy Statement regarding
intensification and redevelopment within a settlement area.
With regard to the relevant Official Plan policies for Low Density Residential areas, an analysis
of the existing characteristics of residential development within the immediate area was
completed by Planning staff. For street-oriented infill development, the policies of Section 8.2.4.1.1 permit such development where the proposal is deemed to be consistent with the
characteristics of existing development on both sides of the same street, and is consistent with
street frontage, setbacks and spacing of existing development within a two-block area on the same street.
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Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING
Council Date: October 13, 2015
Page 6 of 7
The subject lands are located in an area characterized by low density residential development
and the lots to be severed are located within the North Park Estates subdivision which was
approved in 2004. Lots within this plan are characterized by a variety of lot sizes and shapes due to the configuration of James Avenue. As such, the existing low density residential
development comprises a variety of lot sizes, frontages and depths. This Office is satisfied that the lots to be severed and retained are generally consistent with the
frontage, configuration and area characteristics of development in the immediate residential area. The current proposal would create two infilling lots that would be in keeping with the
existing type and characteristics of development along James Ave, which demonstrates a lot
pattern similar to what is being proposed by these applications. The retained lots will also be consistent with the existing development along North Street West, which consists of a variety of
lot sizes including similar larger sized parcels. In this regard, Planning staff is of the opinion that
the application conforms to the Official Plan policies that pertain to infill housing in the Town of Tillsonburg.
The lots to be severed as well as the lot to be retained will meet the lot area, frontage and depth requirements of the ‘R1’ zone. It is noted that the applicant has submitted a revised severance
sketch which provides an amended lot configuration to ensure the existing accessory building
on the lot to be retained meets the required interior side yard setback. As indicated by the applicant the existing accessory building will be setback approximately 3.2 m (10.5 ft) from the
proposed new lot line, meeting the minimum setback requirement. It is recommended that a condition be included to ensure this measurement is accurate.
In light of the foregoing, it is the opinion of this Office that the proposed severances appear to comply with the policies of the Official Plan and the 2014 Provincial Policy Statement, is acceptable from a planning perspective and can be given favourable consideration, subject to a
number of conditions.
RECOMMENDATION
It is recommended that Tillsonburg Council advise the Land Division Committee that the
Town supports the proposal to create two vacant residential lots as described in Report
No. CASPO 2015-206, subject to the following conditions:
B15-37-7 & B15-38-7
1. The owner enter into a Severance Agreement with the Town of Tillsonburg, to the satisfaction of the Town.
2. The owner shall provide a preliminary lot grading plan for the lots to be severed, to the satisfaction of the Town of Tillsonburg Engineering Department.
3. The owner shall provide confirmation that services to the lots to be severed have been paid to the developer, to the satisfaction of the Town of Tillsonburg
Engineering Department.
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Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING
Council Date: October 13, 2015
Page 7 of 7
4. The owner shall provide a survey, prepared by an Ontario Land Surveyor, to
confirm the setback between the existing accessory building located on the lot to be retained, identified as ‘Accessory Building 1’ on Plate 3 of Report No. CASPO 2015-206, and the rear lot line of the lot to be severed by B15-38-7, to the
satisfaction of the Secretary-Treasurer of the Land Division Committee. 5. The existing private septic system on the lot to be retained shall be
decommissioned and the existing dwelling shall be connected to municipal sanitary sewers, to the satisfaction of the County Public Works Department.
6. The Clerk of the Town of Tillsonburg advise the Secretary-Treasurer of the Land Division Committee that all requirements of the Town, financial, services and
otherwise, have been complied with.
SIGNATURES
Authored by: Original Signed By Rebecca Smith, Development Planner
Approved for submission: Original Signed By Gordon K. Hough, MCIP, RPP, Director
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September 10, 2015
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Legend
2050
Notes
NAD_1983_UTM_Zone_17N
102 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)
67
September 10, 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
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)
68
69
Site Photo
B15-37-7 & B 15-38-7 (Patrick Mooney)
Figure 1 – View of Lots to be Severed
70
A Community
Sustainability Plan
As Adopted by Oxford County Council September 9, 2015
Executive Summary
The Community Sustainability Plan aims to improve quality of life for Oxford’s current and future generations and to
balance Oxford’s collective economic, community, and environmental interests.
Background
Located in the heart of southwestern Ontario, Oxford has a population of approximately 109,000 residents. Oxford is “growing
stronger together” through demonstrated partnerships with residents, businesses, the County of Oxford, and the eight area
municipalities: Blandford-Blenheim, East Zorra-Tavistock, Ingersoll, Norwich, South-West Oxford, Tillsonburg, Woodstock, and Zorra.
One of Ontario’s foremost farming communities, Oxford’s location at the crossroads of Highways 401 and 403 has contributed to the
development of a significant commercial and industrial sector. Oxford is home to a thriving local arts, culture, and culinary
community, and boasts conservation parks, natural areas, and more than 100 kilometres of scenic trails.
What is Sustainability?
Sustainability is an approach to meeting the needs of the present without compromising the ability of future generations to meet their
own. It takes into account the short and long-term ecological, social, and economic consequences of our actions and emphasizes
both environmental and human well-being as essential ends in themselves.
Oxford has adopted the lens of sustainability to create an integrated and effective approach to addressing challenges, including
economic and social inequities, human health, ecosystem decline, and community development.
Page 1 of 12
71
As Adopted by Oxford County Council September 9, 2015
Figure 1 illustrates a sustainability framework of nested
circles, recognizing that community and economic
activity occurs within environmental, or ecological, limits.
This framework provides a guide through which Oxford
can work together to build a sustainable, resilient, and
vital future. The goal of Future Oxford is to articulate
how we balance these interests in a model that informs
decisions about our future.
Figure 1: Sustainability Framework
Page 2 of 12
72
As Adopted by Oxford County Council September 9, 2015
Words from the Steering Committee
Community sustainability represents a vision of how Oxford can work together to build a sustainable, vital and more resilient future.
Giving shape to that vision, and informing the plan and tools that will make it happen, has been a key component to the Future
Oxford initiative.
The Community Sustainability Plan Committee has guided the development and implementation of Future Oxford. The
Steering Committee was selected to represent the community on the basis of both geography and areas of focus for
sustainability (economic, community, and environment). It includes the following members:
Chris Friesen (Chair) George Klosler Jay Heaman David Gilvesy
Jeff Surridge Marilyn Price Jason Smith Cher Sprague
Dave Steenburg Bryan Smith Ian Heikoop Joan Morris
Ian Stevens Nicole Langlois Jurgen van Dijken
In working towards a collective vision for a sustainable future, the Community Sustainability Steering Committee needed to consider
the viewpoints of community members throughout the County. Our goal has been to connect and engage as much of Oxford as
possible to inform and inspire the vision, goals, actions, and targets of Oxford’s Community Sustainability Plan.
Over the last few months, Oxford residents have come together to listen, brainstorm, and ultimately dream, about what our
community can look like in 2020 and 2030 through a series of innovative community engagement initiatives. The Community
Sustainability Plan is a reflection of that community spirit and thought.
The Steering Committee has integrated all the ideas that have emerged from our community into the goals, targets, actions, and
objectives of this plan, reflecting the diverse needs and aspirations of Oxford. The elements of this Community Sustainability Plan will
assist Oxford to become a leading resilient, sustainable, and thriving County.
Page 3 of 12
73
As Adopted by Oxford County Council September 9, 2015
Vision: A vibrant, prosperous, and responsible Oxford for all.
Mission: To achieve community sustainability throughout Oxford.
Goals
1. COMMUNITY
GOAL 1i: An Oxford that is accessible for all citizens
OBJECTIVES ACTIONS
1iA Provide high-quality and accessible health care,
social services, support programs, and housing
that meet the needs of all citizens.
Targets:
Reduce core housing need in Oxford by X% by 2020
and Y% by 2030.i
Reduce % population living in poverty by X% in 2020
and by Y% in 2030
1. Create partnership opportunities that encourage the private
sector to invest in affordable housing.
2. Foster collaboration among citizens, community partners, and
all levels of government to advance preventative health
(including decreasing substance abuse and improving mental
health) through active living and building social capital.
3. Encourage infill development including mixed-use projects
and/or small homes, secondary homes, and in home suites on
existing lots.
1iB Develop accessible intercommunity
transportation options to reduce reliance on
personal automobile ownership.
Target:
Reduce the average distance driven per resident by
X% from 2007 levels by 2020 and by Y% by 2030.
4. Provide frequent, cost-efficient transportation options that
connect all of Oxford and larger to hubs outside of Oxford. 5. Provide real time transportation information on-site, online, and in an Oxford transportation guidebook to highlight routes,
connections, and timetables.
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As Adopted by Oxford County Council September 9, 2015
OBJECTIVES ACTIONS
1iC Promote and support volunteering.
Target:
Increase the percentage of the population that
volunteers by X% by 2020 and by a further Y% by
2030.
6. Increase the use and awareness of the Volunteer Opportunities
Directory in Oxford.
7. Enhance the capacity of volunteer organizations through:
• expanded recruitment programs;
• training support for all ages;
• a public recognition program; and,
• addressing transportation needs of volunteers.
1iD Ensure that affordable, healthy food options are
accessible to all residents.
Target:
To be Determined in conjunction with development of
the Food Security Plan
8. Develop a food securityii plan that supports food affordability
and accessibility of food to all of Oxford’s population.
9. Promote backyard gardens, community gardens, and
community food hubs in partnership with community partners
and schools.
1iE Promote engagement in decisions that affect the
public good.
Target:
Increase voter turn-out rates to all elections by X% by
2020 and a further Y% by 2030.
10. Ensure broad communication, engagementiii and community
awareness of government initiatives/plans and community
programs/services.
11. Develop a collaborative voter engagement program, including
supporting volunteers to stimulate voter turnout and a voter
information package on sustainability issues for all elections.
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As Adopted by Oxford County Council September 9, 2015
GOAL 1ii: A knowledgeable and equitable Oxford
OBJECTIVES ACTIONS
1iiA Ensure access to affordable education for all
ages.
Targets:
Increase the number of residents with post-secondary education by X% by 2020 and to the Y%
by 2030.
X% functional literacy within Oxford by 2020 and Y%
by 2030.
12. Work to develop a university campus in Oxford.
13. Expand opportunities for post-secondary programs, including:
• self-directed learning opportunities;
• co-op programs;
• skilled trade programs;
• employment training programs; and
• loans and grants for students. 14. Ensure high-speed/high-capacity broadband throughout Oxford.
15. Provide access to collaborative spaces and services for people
who are participating in online studies and support self-directed learning.
1iiB Advance the community dialogue on
sustainability issues.
Target:
Increase the sustainability quotient by X% by 2020
and by Y% by 2030.
16. Create and support community sustainability roundtables to
lead a region-wide dialogue on sustainability issues and the
implementation of sustainability actions.
17. Establish an environmental responsibility program in
collaboration with schools.
18. Support organizations and programs working to eliminate the
use of fossil fuels.
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As Adopted by Oxford County Council September 9, 2015
GOAL 1iii: A creative Oxford
OBJECTIVES ACTIONS
1iiiA Promote arts, recreation and culture.
Target:
Increase the number of participants at arts, recreation,
and culture activities by X% by 2020 and by Y% by
2030.
19. Encourage relevant organizations to convene to develop:
• an arts and culture plan; and
• a funding initiative and a strategy to use under-utilized
facilities and spaces to support a thriving arts, recreation,
and culture community in Oxford.
20. Support and promote collaborations among theatres,
galleries, and museums (e.g. such as Oxford Creative
Connections).
21. Enhance and promote arts and recreation programming
within schools and for residents.
22. Develop a major arts and culture tourist destination in Oxford.
2. ECONOMY
GOAL 2i: A thriving local economy
OBJECTIVES ACTIONS
2iA Build a vibrant economy.
Target:
Grow the total number of jobs in the region in relation to
projected population growth targets by X% by 2020 and
by Y% by 2030.
23. Enhance collaboration between all local and regional
economic development officers and agencies.
24. Develop a mechanism to enhance support of local business
expansion and retention.
25. Support companies that can process Oxford-based
agricultural products (e.g. dairy, soy, corn, market vegetables,
and fruit).
26. Amend zoning to encourage on-farm processing.
27. Promote emerging employment opportunities to youth.
28. Encourage high-tech manufacturing in Oxford.
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As Adopted by Oxford County Council September 9, 2015
OBJECTIVES ACTIONS
2iB Cultivate entrepreneurship throughout Oxford.
Target:
Increase the number rate of successful new start-ups
per year (including youth) by X% by 2020 and by Y%
by 2030.
29. Enhance employment mentorship programs for new
entrepreneurs.
30. Provide incentive programs to support equity and diversity.
2iC Encourage production and consumption of locally
produced food and products.
Target:
Increase the quantity of local food
consumed/purchased by 25% by 2020 and 50% by
2030.
31. Enhance the visibility and capacity of farmers’ markets to
showcase Oxford farmers and local products for Oxford
residents and beyond.
32. Incentivize and encourage local restaurants and grocery
stores to use or sell local products.
33. Ensure preservation of farmland through proactive land-use
and other policies.
GOAL 2ii: A local economy that supports and fosters community sustainability
OBJECTIVES ACTIONS
2iiA Grow the sustainable economy.
Target:
Oxford has the highest percentage of sustainability
related jobs in the province by 2020.
34. Develop an Oxford job strategy that stimulates the sustainable
economy, including an inventory of sustainability related jobs.
35. Develop incentives to support ecological farming approaches
or techniques.
36. Ensure appropriate access to Community Employment
Services across Oxford.
37. Support local business through procurement policies and full-
cost accountingiv by government and public sector
organizations.
38. Encourage green entrepreneurship through incentives and
programs.
39. Organize job fairs in each community and promote existing
online employment resources.
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As Adopted by Oxford County Council September 9, 2015
3. ENVIRONMENT
GOAL 3.i Oxford is recognized, within and by the world, as a leader in environmental action
OBJECTIVES ACTIONS
3iA Protect and restore the ecosystem.
Targets:
Plant 10,000 native species trees per year.
Restore and/or rehabilitate X ha of native species,
grasslands, wetlands, and natural features per year.
X% tree cover in settlement areas by 2020 and Y% by
2030.
X% overall tree cover by 2020 and Y% by 2030.
40. Develop a green infrastructure plan including a tree planting
strategy.
41. Create a biodiversity plan to preserve and enhance
biodiversity in Oxford, with a focus on native species. .
42. Establish a Natural Heritage System within the Official Plan to
increase and connect green space to support biodiversity and
to protect significant natural features in Oxford.
43. Encourage sustainable agricultural practices.
44. Develop a plan that encourages restoration of abandoned pits,
quarries and brownfield sites.
45. Create a region-wide plan for adaptation to climate change.
3iB
Move away from fossil fuels and enhance low
carbon transportation.
Targets:
Reduce Oxford greenhouse gas emissions by X%
below 2013 levels by 2020 and by Y% by 2030.
100% Renewable Energy by 2050
46. Develop an Oxford Energy Plan and reduction target strategy.
47. Provide incentives for renewable energy, retrofits, zero-energy
homes, passive housing, and other advanced low-carbon strategies.
48. Encourage local electric utilities to use renewable electricity
through a renewable energy (solar) lease program.
49. Develop a marketing strategy and campaign to educate
elementary and secondary students and the public at large
about energy conservation initiatives.
50. Develop a plan to ensure Oxford is carbon-positive by 2050.
51. Develop a plan to ensure Oxford achieves 100% Renewable
Energy by 2050.
52. Evaluate the impact of new developments on Greenhouse
Gas (GHG) emissions.
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As Adopted by Oxford County Council September 9, 2015
OBJECTIVES ACTIONS
3iB
(cont.) Transition away from fossil fuels and enhance low
carbon transportation. (continued)
Target:
Increase the percentage of low carbon transportation
usage by X% by 2020 and by Y% by 2030.
53. Develop funding initiatives to stimulate energy and
demonstration projects, including district energy projects
throughout Oxford.
54. Advocate for Building Code revisions to reduce fossil fuel
consumptions through green construction and retrofits.
55. Develop an Oxford program to support companies tracking
and reducing their GHG emissions (along the lines of Climate
Smart).
56. Develop a network of bike lanes throughout Oxford, including
physically separated trails where feasible, paved shoulders
and bike stands.
57. Develop a transportation demand management strategy that
includes programs and incentives for ridesharing (including
school buses), active transportation, bike sharing, and
workplace mode-shifting with a particular focus on
marginalized residents.
3iC Achieve Zero waste in Oxford.
Target:
Reduce total waste disposed per capita by 40% by
2020 and by 60% by 2030.
Achieve the highest total waste diversion rate/capita in
Ontario by 2020.
58. Develop a waste reduction and diversion strategy to ensure
the Oxford County Waste Management site can meet Oxford’s
total landfill disposal needs of residents and businesses to at least 2100.
59. Enhance and incentivize reuse and recycling programs 60. Develop a composting strategy to divert 100% of organics
from landfill.
61. Actively investigate the potential for waste to energy projects that support renewable energy principles and targets.
62. Advocate for sustainable packaging reform in Ontario.
63. Prohibit the importation of contaminated excess soils.
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As Adopted by Oxford County Council September 9, 2015
OBJECTIVES ACTIONS
3iD Ensure long-term protection of all source water.
Target:
Reduce municipal water consumption per capita
served by X% by 2020 and by Y% by 2030.
64. Develop a County-wide water management plan to protect all source water, similar to municipal source water protection
plans now in development. 65. Enhance water efficiency programs, including conservation
awareness, xeriscaping, and incentives for rainwater capture
and grey water systems.
66. Develop regulations for sustainable water use for quarrying
and gravel extraction.
67. Develop a penalty structure for industries that dump into or
pollute water systems.
68. Prevent importation of sewage from outside Oxford.
69. Encourage river and stream bank soil erosion protection and
water quality protection from manure and/or chemical
products.
70. Develop water metering throughout Oxford.
Steps towards implementation
The goal of the Future Oxford community engagement process was to connect and engage as much of Oxford as possible to inform
and inspire the vision, goals, actions, and targets of Oxford’s Sustainability Plan. Individuals throughout Oxford also took part in
workshops, participated on-line and hosted their own round tables to comment, edit, and inform the Community Sustainability Plan.
The Community Sustainability Plan Steering Committee considered all community input in developing this “draft final” version of
Oxford’s first-ever Community Sustainability Plan (CSP). A Multi-Criteria Assessment Tool has been included in the CSP as a
means to inform major decision making and priority setting along with an Implementation and Reporting Strategy designed to foster
community action and progress reporting throughout the delivery of the Community Sustainability Plan.
County Council and all eight Area Municipal Councils are now being presented the “draft final” Community Sustainability Plan, Multi-
Criteria Assessment Tool and the recommended Implementation and Reporting Strategy for final comment. Following the final
consultation process, the Steering Committee will ask Oxford County Council and all eight Area Municipal Councils to formally adopt
the Community Sustainability Plan, Multi-Criteria Assessment Tool, and the Implementation and Reporting Strategy.
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As Adopted by Oxford County Council September 9, 2015
Endnotes
i Note that all targets refer to 2015 as a base year.
ii In 1996, countries at the World Food Summit agreed that: “Food security exists when all people, at all times, have physical and economic access to sufficient, safe and nutritious food to meet their dietary needs and food preferences for an active and healthy life.” World Health Organization
(WHO). A food security plan is a plan for how this food security will be achieved for the County.
iii Public engagement can occur in a variety of forms including but not limited to:
• attending Council meetings;
• emails to council and council members;
• communication via social media;
• one-on-one meetings with councilors on specific issues;
• voting at elections;
• formal and informal referendums;
• kitchen table discussions;
• delegations and;
• public meetings chaired by staff or elected officials. iv Full-cost accounting is a method of cost accounting that traces direct and indirect environmental, social, and economic costs throughout the lifecycle of a product.
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STAFF REPORT
CAO
Report Title: Canada 150 Mosaic
Report No.: CAO 15-14
Author: David Calder
Meeting Type: COUNCIL MEETING
Council Date: OCTOBER 13, 2015
Attachments: SERVICE AGREEMENT CANADA 150 MOSAIC BACKGROUND MATERIAL
RECOMMENDATION: THAT CAO be directed to sign the Service Agreement between the Town of Tillsonburg and
Mural Mosaic Inc for the design, facilitation and production of an 8x8 foot mosaic mural for the
Canada 150 Mosaic;
And further that funding in the amount of $10,000 ($2,500 in 2015 - 25% deposit upon agreement and the remainder at the completion of the project) be approved;
And that staff look for community fundraising opportunities to off set the $10,000 cost of the
project as outlined in the Service Agreement.
EXECUTIVE SUMMARY
At its meeting of August 10, Council received the correspondence regarding Canada 150 Mosaic
as information and referred the matter to the Senior Leadership Team for consideration. The
project is led by internationally recognized artist Lewis Lavoie and his Mural Mosaic Team based
out of Sturgeon County, Alberta. Over a two year span a mural involving all provinces and
territories will be created to include over 80,000 paintings and 150 individual murals. Each community mural is made up of 450, 4x4 inch tiles which will be painted by community
volunteers of all ages, stages and skill levels under the mentorship of the Canada 150 Mosaic
Team. Mural Mosaic will provide the design, facilitation and production of the 8x8 foot mosaic
mural.
CONSULTATION/COMMUNICATION
The Senior Leadership Team reviewed the program and felt there was merit in making an
application to the Canada 150 Mosaic to see if the Town of Tillsonburg could be considered as
one of the 150 municipalities across Canada to participate in Canada’s 150th birthday through
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the Canada 150 Mosaic project. Tillsonburg has been accepted into the program conditional upon funding approval by Council. Staff are to get back to the Canada 150 Mosaic project
coordinator after the October 13, 2015 Council meeting to advise if the Town approves signing
the Service Agreement.
COMMUNITY STRATEGIC PLAN IMPACT
Participation in the Canada 150 Mosaic project will help to “promote Tillsonburg as a unique and
welcoming community and provide a variety of leisure and cultural opportunities to suit all
interests”.
FINANCIAL IMPACT/FUNDING SOURCE
The financial commitment by the community is $10,000. Any remaining funding comes from corporate sponsors that Canada 150 Mosaic has secured. A 25% deposit of $2500 is required at
the time of signing the Service Agreement with the balance to be paid at the completion of the
project. Staff are recommending that the Town finance the project with the understanding that
community fundraising would take place to reduce the Town’s financial commitment towards the project. Staff would develop a fundraising plan and promote the project as a community event through the arrangement of painting workshops for 450 participants.
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STAFF REPORT
DEVELOPMENT AND COMMUNICATION SERVICES
REPORT TITLE: MEMORANDUM OF UNDERSTANDING – MANUFACTURING ACCELERATION PROGRAM
Report No.: DCS 15-45
Author: CEPHAS PANSCHOW
Meeting Type: COUNCIL MEETING
Council Date: OCTOBER 13, 2015
Attachments: MEMORANDUM OF UNDERSTANDING
RECOMMENDATION:
“THAT Council receive Report DCS 15-45 Memorandum of Understanding –
Manufacturing Acceleration Program;
AND THAT a by-law be brought forward authorizing the Mayor and Clerk to
execute the Memorandum of Understanding between the Corporation of the Town of Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada.”
EXECUTIVE SUMMARY
The purpose of this report is to seek Council approval to enter into a Memorandum of
Understanding (MOU) to support the Town of Tillsonburg’s manufacturing sector
development objectives as identified in the Economic Development Strategy.
BACKGROUND INFORMATION
The approved Economic Development Strategy identifies the need to support the development of manufacturing clusters in order to create the desired future state for
manufacturing in the Town of Tillsonburg.
As a basic definition, clusters are networks of interdependent firms involved in
buyer/supplier relationships, knowledge-producing agents (universities, research laboratories, scientific consultants) and bridging agents linked in a value added production
chain.
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The cluster initiatives identified in the strategy are:
Developing a list of local companies by sector;
Developing an on-going outreach and visitation program;
Evaluate best practices in cluster networks;
Organizing independent and/or participating in provincial and federal missions (Team
Canada, Team Ontario) to countries in which the Town of Tillsonburg’s clusters are represented and which the Town may offer unique advantages for firms wishing to
expand internationally;
A key aspect of cluster development is that it be led by the private sector with support and
collaboration with government.
Although a number of smaller initiatives have been undertaken by Economic Development
in the past, a full cluster development plan has not been completed to date due to the lack of a suitable partner.
In the May of 2015, staff became aware of the Manufacturing Acceleration Program (MAP) through attendance at the Canadian Summit of Urban Manufacturing. Subsequent to this
summit, staff have now met with representatives twice in order to discuss the potential to
establish Tillsonburg as a pilot area for the MAP program in Canada.
MAP’s mission is to facilitate growth by raising the competitiveness and profitability of individual manufacturing companies by defining clear and distinctive business strategies
and knowledge transfer, and by focusing on innovation in products, processes and markets.
MAPTM works towards continuous development of the knowledge and skills of management and employees, and supports operational processes with modern, industry-specific
information management systems.
The purpose of the Memorandum of Understanding would be to enter into an arrangement
for a three year period with the intention of to develop a Manufacturing Excellence Cluster
that engages at least 15-20 local companies committed to local excellence and global
competitiveness by implementing the MAP Program in their businesses. This will enable
those businesses to become more efficient in their processes and more profitable, thereby enhancing the manufacturing industry as a whole and inevitably creating jobs as business
expand to meet the demands of their growing customer.
Overall Milestones of this collaboration are:
Year 1 (2015/2016) 10 Companies engaged with MAP and 3 Reference Cases
Year 2 (2017) Trade Mission to the Netherlands/European Union
Year 3 (2018) Established relationships between companies (trade and/or investment)
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LEGAL REVIEW
The Memorandum of Understanding has been reviewed by the Town’s Legal Advisor, Duncan, Linton LLP, who has advised as follows:
Determine if MAP Program Canada is an legal entity as the MOU should be betweenlegal entities;
That the Town not enter into a partnership nor use the word “partnership”, but
instead enter into an agreement or collaboration. The revised MOU uses "a
collaboration arrangement".
That any tribunal and the lead person for any tribunal be agreed upon by both
parties;
That the MOU be revised such that the laws of Ontario and Canada apply to any
disputes; and,
Other minor grammatical changes (these have been included in the revised MOU).
The changes recommended by Duncan, Linton LLP have been incorporated into the MOU.
Staff is recommending that the Town enter into the MOU with MAP Program Canada for the
following reasons:
Support for the development of an export oriented, innovation initiative, which willhelp improve the competitiveness of businesses in the Town of Tillsonburg;
Potential for increased employment and investment in the future;
Support for the cluster development as identified in the Economic DevelopmentStrategy; and,
To help raise awareness of this initiative;
CONSULTATION/COMMUNICATION
There has been no public consultation regarding this report; however, the approved
Economic Development Strategy recommends the development of a cluster based approach
to Economic Development. Further, the Development Committee and local businesses would be involved in the development of the cluster initiative.
Staff has conducted due diligence on the Manufacturing Acceleration Program initiative by contacting their partner in South Africa (SEIFSA), who has provided both strong support for
MAP as well as confirmation that a number of South African companies have benefited from
participation in this program.
The first joint event is scheduled to be held on October 20, 2015 as part of Small Business Week. The event is planned to include representation from the Dutch Consulate with
invitations to local manufacturing companies that are export oriented.
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FINANCIAL IMPACT/FUNDING SOURCE
There are no anticipated 2015 budget impacts related to this report although funding to
support participation by manufacturers will be added to the 2016 Economic Development
budget for consideration through the budget process.
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MEMORUNDUM OF UNDERSTANDING
Between:
AND
The Corporation of the Town of Tillsonburg
1
96
MEMORANDUM OF UNDERSTANDING
Between:
MANUFACTURING ACCELERATOR PROGRAM HEREIN REFERRED TO AS MAPTM;
REPRESENTED BY
Isah International B.V.
MAP Program Canada
2680 Matheson Blvd E., Suite #102,
Mississauga, Ontario L4W 0A5
Canada
And,
THE CORPORATION OF THE TOWN OF TILLSONBURG
HEREINAFTER REFERRED TO AS TILLSONBURG
2
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CONTENTS
Pages
Whereas 4
1. Definitions 5
2. Interpretation 5
3. Duration of the Memorandum of Understanding 6
4.Duties and responsibilities of MAP 6
5.Duties and Responsibilities of Tillsonburg 6
6.Financial Implications 6
7.Termination of the Memorandum of Understanding 6
8.General provisions 7
9.Domicilium Citandi at Executandi 7
3
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WHEREAS
A. The Town of Tillsonburg’s approved Economic Development Strategy identifies the need to
support the development of manufacturing clusters in order to create the desired future state
for manufacturing in the Town of Tillsonburg;
AND WHEREAS a cluster is defined as:
a network of interdependent firms involved in buyer/supplier relationships, knowledge-
producing agents (universities, research laboratories, scientific consultants) and bridging
agents linked in a value added production chain;
AND WHEREAS cluster initiatives identified in the strategy include, but are not limited to:
Developing an on-going outreach and visitation program;
Evaluate best practices in cluster networks;
Organizing independent and/or participating in provincial and federal missions (e.g.
Team Ontario, Team Canada, etc) to countries in which the Town of Tillsonburg’s
clusters are represented and which the Town may offer unique advantages for firms
wishing to expand internationally;
AND WHEREAS a key aspect of cluster development is that it be led by the private sector
with support and collaboration with government;
AND WHEREAS the goal of the Town of Tillsonburg is to ensure that local companies are
strategically positioned for innovation and growth in the interests of a prospering Canada.
B. MAPTM’s intention is to assist with the provision of the practical tools necessary to realise the
mutual intents of the Town of Tillsonburg and MAPTM. MAPTM’s mission is to facilitate growth
by raising the competitiveness and profitability of individual manufacturing companies by
defining clear and distinctive business strategies and knowledge transfer, and by focusing on
innovation in products, processes and markets. MAPTM works towards continuous
development of the knowledge and skills of management and employees, and supports
operational processes with modern, industry-specific information management systems.
NOW THEREFORE THE PARTIES AGREE AS FOLLOWS:
To enter into a collaboration arrangement from November first 2015 up to and including 31
December 2018, or when duly executed by both parties, with the intention of preparing a
cluster of Manufacturing Excellence of at least 15-20 local companies (in batches of 5
companies) within the Town of Tillsonburg and area for local excellence and global
competitiveness by implementing the MAPTM Program in their businesses. This will enable
those businesses to become more efficient in their processes and more profitable, thereby
enhancing the manufacturing industry as a whole and inevitably creating jobs as business
expand to meet the demands of their growing customer base.
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Tillsonburg will jointly with MAPTM promote the MAPTM program to its companies in order to
provide a practical service with a fast return on investment that will improve productivity and
streamline processes in the interest of reviving the manufacturing and engineering sectors in
Canada. Promotion will be done with online media, newsletters, and reference stories
(testimonials).
MAP will facilitate knowledge transfer between organisations and international best
practices including regular CEO Update Briefings, reciprocal trade events and visits;
MAP will help the Town of Tillsonburg to create a framework for succession planning for
their manufacturing companies.
MAP and Tillsonburg will facilitate the participating companies to benefit from grants,
incentives and funding possibilities as much as possible.
Overall Milestones of this collaboration are:
- Year 1 (2015/2016) 10 Companies engaged with MAP and 3 Reference Cases
- Year 2 (/2017) Trade Mission to the NL/EU
- Year 3 (2018) Established relationships between companies (trade and/or
investment)
1.DEFINITIONS
1.1 “MAPTM” means Manufacturing Accelerator Program
1.2 “Tillsonburg” means- The Corporation of the Town of Tillsonburg
1.3 “Memorandum of Understanding” means this Memorandum of Understanding as signed by
MAPTM’s authorised representatives and Tillsonburg’s authorized representatives.
1.4 “Parties” means MAPTM and the Corporation of the Town of Tillsonburg.
2.INTERPRETATION
2.1 In this Memorandum of Understanding, except where the context otherwise requires:
•The masculine includes the feminine;
•The singular includes the plural;
•References to a natural person include a body corporate, firm or association.
•The head notes to the clauses of the Memorandum of Understanding are included for
reference purposes only and shall not affect the interpretation of the provisions to which they
relate.
•Words and phrases defined in any clause shall bear the meanings assigned thereto.
•The various parts of the memorandum of understanding are severable and may be
interpreted as such.
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3.DURATION OF THE MEMORANDUM OF UNDERSTANDING
3.1. This Memorandum of Understanding will come into effect on November 1st 2015, or when duly
executed by both parties, up to and including 31 December 2018 (3 years).
4.DUTIES AND RESPONSIBILITIES OF TILLSONBURG
4.1 Refer relevant companies to MAPTM for consultation.
4.2 Tillsonburg will consolidate the reports provided by member companies and MAPTM in order
to report effectively to the relevant stakeholders. These reports will be used to conduct
impact assessments.
4.3 Maintain an updated database of manufacturing and engineering companies and to provide
MAPTM with contact details thereof.
4.4 Jointly with MAPTM host events which inform members of international trends and relevant
information.
5.DUTIES AND RESPONSIBILITIES OF MAPTM
5.1 Conduct maturity level assessments of manufacturing companies in the Town of Tillsonburg.
5.2 Collaborate with the Town of Tillsonburg in facilitating financial assistance for those who may
require it.
5.3 MAPTM will provide Tillsonburg with standardised reports at regular intervals (to be agreed
upon) regarding the status and progress of the implementations.
6.FINANCIAL IMPLICATIONS
The parties agree hereto that this agreement does not create any financial obligations for
any of the parties and that any future financial contributions or cost-sharing are at the sole
and absolute discretion of either party as agreed to at that time.
7.TERMINATION OF THE MEMORANDUM OF UNDERSTANDING
7.1 Notwithstanding anything to the contrary contained in clause 3 of the Memorandum of
Understanding and subject to the “non - performance” provision as set out in clause 7.2 below,
either Party to the Memorandum of Understanding may at any time during the term thereof;
terminate the Memorandum of Understanding for convenience or in the event of any force
majeure interrupting the daily operations of any of the parties hereto for a sustained period
exceeding 60 days, by giving 1 month written notice to the other party.
7.2 In the event of an alleged breach by any of the contracting parties, a fourteen day written notice
period shall be granted to the alleged offending party by the aggrieved party for correction after
breach of the agreement. If the alleged breach has not been resolved, any of the parties may
declare a dispute and the matter referred and resolved as contemplated in clause 7.3 below.
7.3 Should any dispute arise regarding the interpretation or otherwise arising from this agreement
then any of the parties may refer the matter to a mutually and legally binding arbitration tribunal,
to be agreed upon by both parties, and headed by a person agreed to by both parties.
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8.GENERAL PROVISIONS
8.1 This Memorandum of Understanding constitutes the entire agreement between the parties and
no amendment, variation or alteration to any of the terms and conditions of the Memorandum of
Understanding shall be of any force or effect unless reduced to writing and signing by both
parties.
8.2 The interpretation of this Memorandum of Understanding shall be governed by the laws and
legal principles of the Province of Ontario and Canada.
8.3 In the event of any legal proceedings arising from the provisions of this Memorandum of
Understanding, the jurisdiction of Ontario shall govern.
9.DOMICILIUM CITANDI ET EXECUTANDI (NOTICE)
Written notice required by this MOU shall be given as follows.
In respect to MAPTM represented by Isah International B.V.
Isah International B.V.
MAP Program Canada
2680 Matheson Blvd E., Suite #102,
Mississauga, Ontario L4W 0A5
Canada
In respect to Tillsonburg:
200 Broadway, 2nd Floor, Suite 204
Tillsonburg
Ontario N4G 5A7
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102
In witness whereof the parties have executed this Memorandum of Understanding dated at
Tillsonburg this day of October, 2015
SIGNED, SEALED AND )
DELIVERED in the )
Presence of ) THE CORPORATION OF THE
) TOWN OF TILLSONBURG
)
)
) Stephen Molnar
MAYOR DATE
) I have the authority to bind the corporation
)
) Donna Wilson
CLERK DATE
I have the authority to bind the corporation
MAP Program Canada (MAPTM) represented by Isah International B.V.
DATE Peter Van Harten
I have the authority to bind the corporation
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STAFF REPORT
DEVELOPMENT AND COMMUNICATION SERVICES
REPORT TITLE: SOMA ASIA MISSION
Report No.: DCS 15-44
Author: CEPHAS PANSCHOW
Meeting Type: COUNCIL MEETING
Council Date: OCTOBER 13, 2015
Attachments:
RECOMMENDATION:
“THAT Council receive Report DCS 15-44 SOMA Asia Mission;
AND THAT the Mayor and Development Commissioner be authorized to participate in SOMA’s Mission to Asia taking place in November 2015;
AND THAT the Treasury Board Secretariat of Canada’s Meal Per Diem Rate of $169.32 per day for travel in Japan be approved for use instead of the Town’s
standard $75 per day rate;
AND THAT the trip be funded out of reserves, and specifically, the funds
earmarked from Tillsonburg’s remaining 2013 SOMA Membership fee.”
EXECUTIVE SUMMARY
The purpose of this report is to seek Council approval for the Town of Tillsonburg’s
participation in the mission to Asia being planned by the Southwestern Ontario Marketing Alliance (SOMA) for November 2015. As Tillsonburg only rejoined SOMA this year, staff did
not contemplate joining this mission in the preparation of the 2015 budget and no funds
were allocated in this regard.
BACKGROUND INFORMATION
The Southwestern Ontario Marketing Alliance (SOMA) has been planning a trade and
investment mission to Asia since the beginning of 2015. As Tillsonburg only rejoined SOMA
this year, staff did not contemplate joining this mission and no funds were included in the 2015 budget for an event of this size.
104
Notwithstanding Tillsonburg’s initial decision to not participate in the SOMA Mission to Asia,
a number of factors have come to light that require a reconsideration of that decision.
These factors are:
1. The recent purchase of TRW’s Linkage and Suspension division, including one of
TRW’s Tillsonburg facilities, by THK Co., Ltd of Japan. By including a visit to THK in the schedule, Tillsonburg will be moving proactively to show community support for
this new company to our community.
2. SOMA’s Retention of a Lead Generation Consultant – This mission is the first time
that SOMA has retained a consultant to set up a full schedule of meetings during a
visit to Asia. This means that SOMA requires enough representatives to meet with
potential investors at a variety of locations across Japan. This also means that there
is a significant opportunity to meet directly with companies that have expressed interest in investing in North America. By attending Tillsonburg will create
relationships that could result in foreign direct investment.
3. SOMA’s PLATINUM Sponsorship of the Canadian Chamber of Commerce’s (in Japan)
Annual Maple Leaf dinner in which both His Excellency Ambassador of Canada to
Japan Mackenzie Clugston and Her Imperial Highness Princess Takamodo will be in
attendance. This is a prestigious event that will be sure to draw significant
attendance from Japanese companies that either have a Canadian presence or are contemplating an investment here. To give a sense of the significance of this
sponsorship, SOMA replaced Air Canada as the Platinum sponsor for the event.
4. Meetings with other stakeholders in addition to standard meetings with the Canadian
Embassy in Tokyo and the Canadian Consulate in Nagoya. In fact, SOMA has
scheduled meetings with two key law firms that are involved in many Japan/Canada
investments as well as with JETRO (Japanese External Trade Relations Organization)
and JAMA (Japanese Automobile Manufacturer’s Association).
5. Finally, Tillsonburg has received a direct request from SOMA to support the Trade
Mission to Asia (see Appendix A).
In Asian cultures, it is important to have the appropriate political representation when
meeting with senior government and business leaders and this is true in Japan as well.
Often, the quality of attendees to a meeting or even the ability to obtain a meeting is based
on having the right political representative at the meeting.
In addition to staff representatives from Ingersoll, Stratford, St Thomas and Woodstock, the
mayors of each of these communities is also attending on behalf of their communities.
In order to ensure that Tillsonburg is properly represented, staff is recommending that the
Mayor of Tillsonburg attend the trade mission as well. If approved, both the Mayor and Development Commissioner would attend a portion of the mission.
Page 2 / 7 CAO
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Itinerary – SOMA Mission to Asia
Date Itinerary Tillsonburg Participation
November 6 Depart from Canada No (but SOMA Partners)
November 7 Arrive in Seoul, Korea No (but SOMA Partners)
November 8 Recovery/Preparation (Sunday) No (but SOMA Partners)
November 9 Meeting with MABS and Korean Embassy No (but SOMA Partners)
November
10
Meetings with Korean-Canadian Chamber of
Commerce and KOTRA
No (but SOMA Partners)
November 11 Travel from Korea to Japan No, but Tillsonburg travel from Toronto to Tokyo
November
12
Meetings with legal firms
Meeting with consultant re investment
Tillsonburg participation to
be confirmed
November
13
Meeting with the Japan Automotive
Manufacturers Association
Canadian Chamber of Commerce’s (in
Japan) Annual Maple Leaf dinner
Yes
November
14
Preparation/Free Time Yes
November
15
Preparation/Free Time Yes
November 16 Meeting with Canadian Embassy Meetings with potential investors Yes
November 17 Meetings with potential investors Yes
November
18
Meeting with Canadian Consulate including
Japanese clients
Meetings with potential investors
Yes
November 19 Meeting with Canadian Consulate Meetings with potential investors Yes, partial. Planned departure from Japan in
evening
November
20
Individual community visits to existing
companies
Likely not, but Tillsonburg
itinerary to be confirmed
November
21
Individual community visits to existing
companies
Likely not, but Tillsonburg
itinerary to be confirmed
November 22 Individual community visits to existing companies Likely not, but Tillsonburg itinerary to be confirmed
November
23
Individual community visits to existing
companies
Likely not, but Tillsonburg
itinerary to be confirmed
November
24
Individual community visits to existing
companies
No (but SOMA Partners)
November
25
Other communities departure from Japan No (but SOMA Partners)
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106
Tillsonburg’s participation in the mission is planned to be for a total of eight days and seven
nights. Although Tillsonburg would not be participating in the entire mission, Town
representatives would be present for the main portion of the mission and for the majority of
the meetings with potential investors. The itinerary could be extended if circumstances required an extension, i.e. additional investment/visitation opportunity.
The schedule proposed for this mission is one of the most comprehensive seen for events of this type and this alone would necessitate consideration for Tillsonburg to participate. The
addition of signature events like the Platinum sponsorship of the Maple Leaf Gala along with
joint private investor/consulate events make joining the mission even more compelling.
The further potential to support Tillsonburg’s specific investment attraction objectives by
visiting with a local company now owned by a Japanese company makes, in staff’s opinion,
participation important. Based on the potential benefits of participation in the mission, staff
is recommending that the Town join the SOMA Mission to Asia.
CONSULTATION/COMMUNICATION
The Development Committee will be reviewing this information at their October 13, 2015 meeting.
FINANCIAL IMPACT/FUNDING SOURCE
The 2015 Economic Development & Marketing Budget did not contain any allocation for
SOMA’s Mission to Asia.
As shown below, the cost of the Town of Tillsonburg’s participation in this mission is
estimated at $10,861.
Item Cost Estimate
Flight from Toronto to Tokyo = 2 people x $1,200/ticket = $2,400
Hotels = 7 nights x $300/night x 2 people = $4,200
Travel (within Japan) & Incidentals = 8 days x $100/day x 2 people = $1,600
Food = 8 days x $166.32/day x 2 people = $2,661.12
TOTAL COST = $10,861.12
Participation in SOMA’s international events also provides one per diem rebate of $400 per
day of attendance to help offset costs to member communities. Hence, participation for seven days will result in a per diem rebate amount of $2,800.
Staff is proposing that the Canadian Government per diem rate of $166.32 per day for meal expenses be used instead of the Town’s standard rate of $75 per day as meal costs in
Tokyo are very high. In fact, Tokyo has some of the highest costs for food in the world. If
the Town’s standard per diem rate was used for the trip, it is possible that Town
representatives would be responsible to pay a significant portion of the trip costs out of
their own pocket.
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107
The rates being proposed are developed by the National Joint Council of the Public Service
of Canada, which is the Forum of Choice for co-development, consultation and information
sharing between the government as employer and public service bargaining agents, and are
based on actual costs in different cities around the world.
Due to savings associated with not paying a membership fee in 2013 when Tillsonburg took
a hiatus from SOMA, there was $14,960.45 in funding that was placed into reserve and earmarked as SOMA Savings. Staff are proposing that a portion of these funds be used to
offset the cost of the unplanned mission expenses. This will ensure that there is no impact
to taxation in the current year while leaving an estimated $6,899.33 in that reserve for
future use and to be approved by Council at that time.
Funding Source Amount
Trip Cost $10,861.12
Per Diem Rebate from SOMA = 7 nights x $400/night = $2,800
Shortfall =$8,061.12
Reserve Funds (SOMA 2013 Savings) = $14,960.45
Remaining Reserve Funds (After
Expenses)
$6,899.33
Page 5 / 7 CAO
108
Appendix A – SOMA Request to Tillsonburg
Page 6 / 7 CAO
109
Appendix B – Treasury Board Secretariat of Canada’s Travel Directive (Per
Diem Rates)
Japan - Currency: Yen (JPY)
Type of
City
Meal Rate Incidental Grand
Total
Accom-
modation Breakfast Lunch Dinner Meal
Total Amount (Taxes
Included)
C Tokyo 3,190.00 4,695.00 7,410.00 15,295.00 4,894.40 20,189.40
Rates in Canadian Currency
Type of
City
Meal Rate Incidental Grand Total
Accom-modation Breakfast Lunch Dinner Meal Total Amount (Taxes Included)
C Tokyo $35.31 $51.98 $82.03 $169.32 $54.18 $223.51
Sources:
www.njc-cnm.gc.ca
Bank of Canada Exchange of 90.33 Yen/dollar as of Oct 1, 2015
Note: The National Joint Council of the Public Service of Canada is the Forum of
Choice for co-development, consultation and information sharing between the
government as employer and public service bargaining agents.
Page 7 / 7 CAO
110
STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Soccer Park Wayward Ball Fence Procurement Update
Report No.: RCP 15-44
Author: RICK COX
Meeting Type: COUNCIL
Council/Committee
Date:
OCTOBER 13, 2015
Attachments: • Email From Performance Communities Realty Inc.
RECOMMENDATION
THAT Council receives report RCP 15-44 – Soccer Park Wayward Ball Fence
Procurement Update for information;
AND THAT Council awards the supply and installation of a galvanized fence and
seasonal mesh system at the Soccer Park to Simpson’s Fence (London) at their
tendered price of $51,093.87 net of applicable taxes;
AND THAT Council awards the contract to bury the overhead hydro line on the
Soccer Park property to Tillsonburg Hydro Inc. at their tendered price of $30,278.69 net of applicable taxes;
AND THAT Council authorizes THI to install a load break switch as required by the
Electrical Safety Authority at a cost not to exceed $15,000;
AND THAT the $101,372.56 combined cost for the wayward ball barrier and
associated expenses is funded using the $16,189 from Performance Communities
Realty Inc, $50,000 from reserves committed in the 2015 budget, and a further $35,184.56 from reserves that will be replenished from taxation in the 2016 capital
budget.
EXECUTIVE SUMMARY
At their meeting of September 28, 2015, Council directed that the hydro work
required for the wayward ball barrier be done in 2015 and the fence be installed in 2016. The resolution did not award the contracts to the recommended vendors.
Performance Communities Realty Inc. (PCRI) has requested that both the hydro
work and fence installation be done in 2015. This report requests authorization to award the work and to accommodate the timing requested by PCRI.
BACKGROUND
The direction of Council to implement the ‘Made in Tillsonburg’ solution for addressing the wayward balls from the Soccer Club included direction to bury the
hydro in 2015 and to defer the installation of the galvanized fence and seasonal
RCP 15-44 - Soccer Park Wayward Ball Fen 1/3
111
mesh until 2016. This timing is of concern to PCRI management, which has
requested that the galvanized fence portion of the work also be completed in 2015.
Chain Link and Mesh
In July, staff issued RFP 15-12 to secure competitive pricing on the chain link and
mesh. Eight vendors attended the mandatory site meeting. The RFP closed on
August 20, 2015 and two bids were received.
Vendor Bid Status Bid Price (net tax incl.)
CSL Group Ltd Fully compliant $92,601.60
Simpson’s Fence Fully compliant $51,093.87
Both vendors submitted compliant bids to supply and install the chain link and
mesh. Staff recommends awarding the contract to Simpson’s Fence as the lowest
compliant bid. Staff will work with the chosen vendor to install the chain link and
masts for the mesh this fall. The soccer season will be over by the time the work is
done, so the seasonal mesh will be installed for the first time in the spring of 2016.
Burying the Hydro Service Working with an outside consultant, RCP staff developed and issued a Tender to
secure competitive pricing on the hydro service work. 1 vendor attended the
optional site meeting. The Tender closed on September 3, 2015 and 3 bids were received.
Vendor Bid Status Bid Price (net tax incl.)
Ascent Complete $60,496.32
Pachecos Agreement to Bond not provided $66,123.65
Tillsonburg Hydro Inc. Agreement to Bond
not provided $30,278.69
The recommendation from the consultant is “to award the work to Tillsonburg
Hydro Inc. (THI) based on the stipulated cost and schedule.” In addition to this cost, an additional $20,000 is required to pay for the consultant, to pay for the
Electrical Safety Authority (ESA) approvals, and to pay for a load break switch that
the ESA has deemed necessary to meet code requirements.
CONSULTATION/COMMUNICATION
Extensive consultation with representatives from PRCI and TMSC was required to
arrive at a solution that all were agreeable to, pending confirmation of cost. An outside consultant was engaged to develop the specification for the hydro work and
to evaluate the bids.
FINANCIAL IMPACT
The combined cost of the fence, mesh and hydro work is 101,372.56.
The approved budget for 2015 includes a contribution to reserves of $50,000 for
the soccer fence, funded from taxation. PCRI has contributed $16,188 to the cost of
the barrier fence as part of the Subdivision Agreement. This leaves a shortfall of
Chain link & mesh 51,093.87$
Burying the hydro 30,278.69$
Load break switch 15,000.00$
Consulting fees 3,750.00$
ESA fees 1,250.00$
101,372.56$
RCP 15-44 - Soccer Park Wayward Ball Fen 2/3
112
$35,184.56 which Council has directed be included in the 2016 Capital budget. In
order to fund the work in 2015, the $35,184,56 will need to be drawn from
reserves in 2015 and replenished from taxation in the 2016 Capital budget.
There will be an annual cost to hang the mesh in the spring and retract it in the fall. This cost is estimated at $3,000 per year.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
N/A
RCP 15-44 - Soccer Park Wayward Ball Fen 3/3
113
Good morning Rick,
Thanks for providing the resolution passed by Council on September 28, 2015.
This has been a long process.
I am concerned that the resolution may defer installation of the chain link component of the fence until early
2016. I respectfully request that the chain link component of the fence be installed in 2015. Kindly review and
advise timing of the installation of the chain link fence. Further, we respectfully request confirmation that the
Town of Tillsonburg will ensure that the mesh component of the fence is installed no later than April 29, 2016.
Regards,
Will Hayhoe
President Hayhoe Homes (Performance Communities Inc.)
1 Barrie Boulevard, St. Thomas, ON N5P 4B9
Phone (519) 6332050 Ext. 224 Fax (519) 6332037
Cell. (519) 6714628
will.hayhoe@hayhoehomes.com www.hayhoehomes.com
From: Rick Cox/Tillsonburg [mailto:RCox@Tillsonburg.ca]
Sent: September 29, 2015 10:30 AM
To: Will Hayhoe; Sebastian Fardella
Cc: David Calder/Tillsonburg; Donna Wilson/Tillsonburg
Subject: Soccer Park wayward ball barrier update
Good morning:
After some debate, Council passed the following resolution at the council meeting of Sept 28, 2015.
THAT Council receives report RCP 15-38 – Soccer Park Wayward Ball Fence Procurement;
AND THAT Council approve the budgeted $50,000 to be used in burying the Hydro cable and related expenses in
2015;
AND THAT Council retain the $16,188 contribution towards the fence received from Performance Communities
Realty Incorporated for the fencing budget in 2016.
While there are some procedural and technical details still to work out, the essence of Council's decision is that
they have decided to fund the 'Made in Tillsonburg" solution and make up the shortfall in funding during the 2016
RE: Soccer Park wayward ball barrier update
Will Hayhoe
to:
Rick Cox/Tillsonburg, Sebastian Fardella
09/29/2015 10:42 AM
Cc:
David Calder/Tillsonburg, "Donna Wilson/Tillsonburg", Tom Looby, Joe Hayhoe, "Andrew
Gilvesy"
Hide Details
From: Will Hayhoe <will.hayhoe@hayhoehomes.com> Sort List...
To: Rick Cox/Tillsonburg <RCox@Tillsonburg.ca>, Sebastian Fardella
<fardella4@gmail.com>,
Cc: David Calder/Tillsonburg <DCalder@Tillsonburg.ca>, "Donna Wilson/Tillsonburg"
<DEWilson@tillsonburg.ca>, Tom Looby <tom.looby@hayhoehomes.com>, Joe Hayhoe
<joe.hayhoe@hayhoehomes.com>, "Andrew Gilvesy" <agilvesy@cjdleng.com>
Page 1 of 2
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budget process.
From a timing perspective, their direction is to make arrangements to bury the hydro line now using 2015 budget
dollars and install the chain link and mesh barrier prior to the start of soccer in the spring using the residual 2015
dollars (if any), the contribution from PCRI and an additional allocation from the 2016 budget.
Thank you for your continued patience through this process. Please let me know if you have any questions or
concerns with the above.
Rick Cox
Director of Recreation, Culture & Parks
Town of Tillsonburg
200 Broadway Street
Tillsonburg, ON N4G 5A7
Phone: 519-688-3009 Ext. 4228
www.Tillsonburg.ca
www.DiscoverTillsonburg.ca
www.Facebook.com/TillsonburgON
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STAFF REPORT RECREATION, CULTURE & PARKS
Title: Jul-Sep 2015 RCP Departmental Activity Reports
Report No: RCP 15-43
Author: Rick Cox, Director of Recreation, Culture & Parks
Meeting Type: COUNCIL MEETING
Council/ Committee Date: APRIL 13, 2015
Attachments:
• Jul-Sep 2015 Activity - Recreation Programs & Services
• Jul-Sep 2015 Activity – Culture & Heritage
• Jul-Sep 2015 Activity – Parks & Facilities
RECOMMENDATION THAT Council receive Report RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity
Reports for information.
EXECUTIVE SUMMARY Attached are activity reports from the Recreation Programs & Services Division, the
Culture & Heritage Division and from the Parks & Facilities Division. These updates are
provided for Council’s information.
CONSULTATION/COMMUNICATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
N/A
COMMUNITY STRATEGIC PLAN (CSP) IMPACT Goal 1.2 of the CSP speaks of the need for Communication & Collaboration. By providing
regular activity updates to Council, the Department is contributing to achieving this Goal.
RCP 15-43 - Jul-Sep 2015 RCP Departmenta 1/1
116
STAFF REPORT RECREATION, CULTURE & PARKS
Title: Jul-Sep 2015 Activity - Recreation Programs and Services
Report No: RCP 15-43
Author: Janet McCurdy, Recreation Programs & Services Manager
Meeting Type: COUNCIL MEETING
Council/ Committee Date: OCTOBER 13, 2015
Attachments:
BUSINESS SERVICES TEAM
The Business Services Team is responsible for:
• administration;
• customer service & reception;
• advertising, merchandise & vending sales;
• marketing;
• program registration; and
• facilities bookings & rentals.
F.A.R.E. 2015 (Fee Assisted Recreational Experiences) There were 49 families approved which accounted for 150 individuals. United Way provided $20,000 to be allocated and there was a carry-over of unused funding totaling $2,629.98 from 2014. Four families were ineligible due to one exceeding the LICO limit and three living outside Oxford County.
Included in the F.A.R.E. program, as the town’s contribution, is admission to all indoor community swims, public skating and Lake Lisgar waterpark. Courtesy calls have been made to the families alerting them to the new Fall Brochure outlining a variety of activities, programs and bus trip. The Oxford County Human Services Department partnered with the
Recreation, Culture & Parks Dept, providing eligible individuals with summer camp programs. With many organizations offering summer programs, only one participant took advantage the Community Centre Youth Camp using this subsidy The Department is also a partner with the JumpStart program to provide further assistance to eligible individuals with
obtaining equipment needed to participate in sport programming.
Facility Rentals Ball Diamonds - One additional tournament was booked for the 2015 season from the Thames Valley Senior Ball league.
The Ingersoll Blue Jays, members of this senior league, hosted the tournament at Kiwanis and Annandale Diamonds. There were 7 tournaments in Tillsonburg this season compared to 6 last year. Two additional seasonal users were scheduled; London Bulldogs and Don Martin Winter Ball School. Arena – Summer Ice - Community Arena was busy this summer with a full schedule that included two additional hockey
clinics and schools. Fall and Winter schedules are completed and issued to all seasonal user groups for the 2015/2016 season. Arena- Fall 2016 - Discussions started this summer with Greater Metro Hockey League for possible Tillsonburg Junior A
franchise in September 2016.
Sales & Services There is steady interest in advertising in the Recreation Guide. The advertising revenue for fall issue was $4,229.00 vs cost of $6,179.52 to publish. The increased font (used for second time) is well received. There have never been as many signs
placed on both rinks as there are currently. Projected 2015 revenue for arena advertising is $33,090.00. The Kiwanis fence and Annandale fence space continue to generate interest. Projected 2015 revenue is $4,628.00. Special Events
• Ribfest has reserved the park for the next 2 years based on the success of their 2015 event.
Families Approved Individuals Approved Total Allocated
49 150 $22,500.00 (Balance
$129.98)
Jul-Sep 2015 Activity - Recreation Progr 1/3
117
• Canada Day Music & Fireworks in Memorial Park was well attended. Historical Society arranged the music entertainment.
• The Tillsonburg Fair made some last minute changes to their use of Memorial arena which resulted in additional operations staff needed for the Sunday of the fair. The midway crews and vendors arrived a few days earlier than scheduled and started setting up, which in turn required the road closures to be installed ahead of schedule. • Friesian Horse Show event needed to be moved on the day of event to the opposite end of the Memorial Park due to
interference with a ball tournament. Future horse shows will be held either at the South end by pavilion or must book off ball diamonds. • Roller Skating was scheduled this summer on Tuesday and Friday 7-9pm and Wednesday 9-11am and very well
received. All sessions were well attended with an overall five week attendance of 260. Program will return in spring /summer 2016. Looking ahead to the Next Quarter
• Oct 3 – Station Arts Art Auction, High Valley Outdoor Concert in Memorial Park
• Oct 18 – Sports Hall of Fame • Oct 23-25 – TMHI Rep Tournament
• Nov 6-8 – TMHI A/E Tournament
• Nov 27 – Big Brothers Big Sister Tillsonburg/Ingersoll Fundraiser
• Nov 27-29 – John McKay Skating Competition • Dec 11-12 – TMHI Midget LL Tournament
• Dec 19 - Figure Skating Club Holiday Showcase
• Dec 31 – Family New Year’s Eve
AQUATICS TEAM
The Aquatics Team is responsible for:
• swimming instruction; • indoor pool lifeguards;
• waterpark lifeguards;
• aquafit programming;
• drowning prevention outreach programming; and • lifeguard competition and synchronized swimming
teams.
Lake Lisgar Waterpark
The waterpark was able to exceed the budget in several areas. Admissions, Rentals and Concessions were all areas that exceeded budget expectations by over $11,000.00. This was mostly due to the wonderful weather we finally received this summer. For admissions children 6 – 14 and adults experienced the most increase. Concessions were very popular with
the crowds this summer. Sold 3,368 orders of French Fries!! That’s $11,215.44 for French Fries with an increase of over $2,500.00 from last year. Almost all areas of the concession were up but the highest percentages seemed to be with our hot food. Next to Tillsonburg residents, London, Brantford, Ingersoll, St. Thomas and Woodstock were rated the highest in twenty two day sampling of admissions.
Swimming Lessons Given the 3 week pool closure over August and September for maintenance, budgeted still exceeded for the third quarter.
This is partially due to a concentrated effort to obtain additional qualified staff through our Advanced Leadership Programming. Large courses in July and August. The other area that has been growing in popularity is Home School Swimming lessons.
Staff Supervision and Training Thanks to the exemplary skills of Coordinators and Summer Students the Part Time Students were supervised in a manner that proved to be extremely successful during a very busy season. Staff training was a huge component of this quarter. Staff attended Aqua Fit Training, Joint Health and Safety Member certification, Pool Operator Instructors Course, Budget Software Training, Day Force Software Training and Customer Conflict Training. The Aquatic Staff Procedure Manual was updated.
Looking ahead to the Next Quarter
• Preparing for Winter Brochure - Emphasis will be put on historically successful programs and the addition of new Masters programming for our targeted adult users. • Program evaluation - A comparison with area aquatic programs will be completed this quarter to ensure we are meeting
the needs of the community.
• Community Events - An information table will be displayed at three fall events, Seniors Health and Wellness Fair, Work in Local Government Expo, and Celebrate Tillsonburg.
PROGRAMS TEAM
The Programs Team is responsible for: • dry-land fitness instruction;
• health club operations;
• adult co-ed sport league programming;
• youth sport programming;
• summer camp programming; and
• other recreation programming.
Summer Youth camp. In 2015, overall camper attendance was 2,095 campers compared to 1,689 in 2014. Summer Camp ran for 8 weeks, and averaged 52 campers per day. In addition to increasing the number of youth in the Youth Camp, a new camp was
Jul-Sep 2015 Activity - Recreation Progr 2/3
118
developed called `Shooting Stars Racquet Camp.’ Those registered participated in Tennis, Badminton and Squash in the morning as directed by the Tennis Pro, with the afternoon spent at the waterpark with the Youth Camp. Both weeks of
‘Shooting Stars’ achieved 90% fill-rate in addition to rave reviews from campers who attended. Camp revenue also increased this year. Summer Camp 2015 achieved a combined total of $54,397.22 from Youth Camp and Shooting Stars Camp.
Health Club Attendance for 2015’s third quarter experienced an increase in all three months. Overall 2015’s third quarter had 822 more visits than the same quarter in 2014. On average the Health Club had 68.5 more visits per week than in 2014, thereby
making the Health Club significantly busier than it had been the year prior. In addition to Health Club attendance, the Summer Fitness for Youth program had the highest registration to date in 2015. This is also the first summer Fitness Classes were ran through the summer session and successfully maintained profitable attendance with the 4 of 7 classes ran.
Special Events Two Day Trips were successfully programmed for Tillsonburg residents. The Canada’s Wonderland coach bus trip achieved a 95% fill rate (49 residents attended). This bus trip had a mix of teen, young adult and families and was a highlight of the
summer for many! Secondly, the Sound of Music at the Stratford Festival coach bus trip was so popular a larger bus was rented to accommodate those on the wait-list (50 residents attended). Looking ahead to the Next Quarter:
• Two day trips have been planned for the 4th quarter. On October 28th registered families will be taken to London for dinner out and to experience Peter Pan on Ice at the Budweiser Gardens Events Centre. On December 16th registered residents will travel to Cambridge for lunch out and to see Irving Berlin’s White Christmas LIVE at the Drayton Theater. • For the 2015/2016 School Year the Community Centre will be providing PA Day Camp on October 2nd and November
20th from 7:00am-5:00pm. The day will be filled with swimming, skating, crafts and games for youth 4-12 years of age. • New for Fall 2015 the Community Centre will be offering Youth Boys Volleyball on Wednesday evenings at Glendale HS and Youth Co-Ed Basketball and on Thursday evenings at Southridge PS.
• In November, 16 new pieces of Cardio Equipment will arrive in the Health Club to replace the older fleet of cardio equipment. This state of art lineup will include: 1 Stair Mill, 5 treadmills, 4 elliptical trainers, 3 reclined stationary bikes, 2 upright stationary bikes and 1 Flex Strider. The Town of Tillsonburg is the first municipality in Ontario to purchase the
new Flex Strider which allows the user to run, climb or stride without gravitational impact on joints or knees.
SUMMARY
Budget Focused: All Teams in the Recreation Programs and Services will be tracking budget dollars closely over the next three months and striving to meet the goals that have been set for the department.
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STAFF REPORT RECREATION, CULTURE & PARKS
Title: Jul-Sep 2015 Activity – Culture and Heritage
Report No: RCP 15-43
Author: Patricia Phelps, Culture & Heritage Manager/Curator
Meeting Type: COUNCIL MEETING
Council/ Committee Date: OCTOBER 13, 2015
Attachments:
ACTIVITY REPORT JUL-SEP 2015
The third quarter of 2015 was a productive one for the museum. A successful Canada Day
Open House was followed by a busy summer of general visitors and booked group tours. Many of the tourists that visited were from the United States. This is a marked change over previous
years and can be attributed to the exchange rate between the Canadian and American dollar.
The American tourist traffic continued throughout September.
Two new exhibits were installed during this period; Long May She Reign, a look at the reigns of Queen Victoria and Queen Elizabeth II and Reaction & Recruitment, the W.W. I travelling
exhibit from the Woodstock Museum. Also during this Quarter new volunteers were trained on
the Museum’s collection software: Past Perfect. The training focused on data entry and resulted in 136 photographs and 89 objects being added to the database. Thirteen donations were
accessioned into the museum’s permanent collection. These donations resulted in the
cataloguing of 60 objects.
The Tartan Tea program originally scheduled for August was rescheduled to October due to lack
of registration. Registrations for this new date have already been processed and it is anticipated
that the event will be sold out. Although feedback forms gave the museum’s summer camp high
marks, the camp did not reach full capacity. A detailed evaluation of the camp program will need to be conducted so staff can decide how to proceed with this program in the future.
It should be noted that the changes to the elementary school system in Tillsonburg, which occurred in September, will have a direct result on the Museum’s fourth quarter. Traditionally
the museum saw class visits in November and December from each class in Rolph St and Maple
Lane Public Schools. Due to the locations of these schools the classes were able to walk, thus
eliminating the need for expensive bussing. The construction of the new school beyond walking
distance and the subsequent closing of both Rolph St. and Maple Lane will dramatically impact
the number of class visits the museum can anticipate during the fourth quarter.
Jul-Sep 2015 Activity - Culture and Heri 1/3
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ATTENDANCE UPDATE
.
Q1 Q2 YTD Q1 Q2 YTD Q1 Q2 YTD
Admissions 554 356 910 264 554 818 362 408 770
Programs 23 100 123 38 0 38 27 0 27
Events 53 131 184 133 1469 1602 218 2,874 3,092
Tourism & Historical Information Services 237 446 683 264 431 695 383 418 801
Members & Volunteers 340 343 683 299 360 659 401 547 948
Room Rental Visitors 108 335 443 324 246 570 592 444 1,036
QUARTERLY TOTAL 1315 2,946 4261 1322 3,114 4436 1,983 4,691 6,674
2013 2014 2015
Jul-Sep 2015 Activity - Culture and Heri 2/3
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2015 BUSINESS PLAN
Planned exhibits, programs and events for the second quarter were completed. The latest
exhibit in the Pratt Gallery – Celebrate Our Flags - opened in May and will run throughout the
summer months. This exhibit, created in honor of the 50th Anniversary of the official Canadian
Flag, highlights flags from the Museum‘s permanent collection and the stories they tell. The
exhibit has been well received by the visiting public, with particular interest being generated by
the Museum’s Olympic flag.
This year marked the fifth Anniversary for Turtlefest and the Museum once again experienced a
very active day that was enjoyed by the public. The live turtles from Turtle Haven Rescue
Centre were again part of the activities on the Museum lawn and continued to be popular. New
this year, the Museum added the construction of a 7 ton sand sculpture to the day’s events.
Created throughout the day in the Museum parking lot, the sculpture was marveled at by all
attending and became the centre of many Instagram photos, Facebook postings and tweets.
The Museum’s Collection and Exhibit Specialist with the assistance of Museum volunteers
catalogued 32 objects and 240 photographs in the quarter. The records for these donations were
added to the new collection management database PastPerfect.
The flag exhibit and a special display highlighting the Tillsonburg Livvies Basketball team were
created and installed by the Collection and Exhibit Specialist during the period. Ms. Gibson also
worked on the storage areas in the basement, organizing and cleaning these spaces, a job that
has been past due.
The Museum’s Culture & Heritage Program Coordinator organized a Culinary event during the
quarter under the Culture Tillsonburg title. Partnering with Indigo Lounge which hosted the event, participants were treated to a demonstration and talk about how to make tasty & healthy
alternatives to sugary smoothies, salads using non-GMO products and other health food tips.
Following the demonstration and talk lunch was served. This marks the second Culture
Tillsonburg event hosted this year. A wine tasting trip to the Niagara area is being planned for
the fall.
The Oxford Remembers – Oxford’s Own World War I project continues with the Culture & Heritage Manager/Curator chairing meetings hosted throughout the County. The major event
for this quarter was the performance by Jason Wilson and the Soldiers of Song at the Otter
Valley Playhouse for two evenings in May. Unfortunately, ticket sales were not fully realized with slightly over 50 % being sold. In hindsight, if the performance had been booked for only one
evening, we would have sold out with people on a waiting list. The loss of ticket revenue will be
noticed in the Museum’s second quarter financials. The unexpected loss of Robin Barker-James
will affect the over-all Oxford project, as Robin had planned to host several activities at his
history farm. These events may have to be replaced by events the Museum in order to honor
our area’s commitment to the project.
Jul-Sep 2015 Activity - Culture and Heri 3/3
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STAFF REPORT RECREATION, CULTURE & PARKS
Title: Jul-Sep 2015 Activity – Parks and Facilities
Report No: RCP 15-43
Author: Corey Hill, Parks & Facilities Manager
Meeting Type: COUNCIL MEETING
Council/ Committee Date: OCTOBER 13, 2015
Attachments:
ACTIVITY REPORT JUL-SEP 2015
The third quarter proved to be very busy for the Parks, Cemetery & Facilities teams. The
quarter saw summer events such as the Dog Show, Ribfest, the Shriners BBQ and the Tillsonburg Fair. In addition, the Parks & Cemetery side of the Dept. had 2 summer students
complete their terms.
Special Events
Dog Show - The Dog show took place in July on the Memorial Arena floor. To prepare for this event numerous tables
and chairs were supplied. There was also cleanup after the event.
Ribfest - Ribfest took place in July and was located in Memorial Park. This event was supported by the Parks by
distributing garbage receptacles throughout the park and relocating picnic tables. Facilities assisted in the Park’s
clean-up following the event.
Tillsonburg Fair - The fair took place in August in Memorial Park. Facilities set-up 400 chairs and oversaw the
installation of the stage for the concert in the Memorial Arena. There were 23 sheets of glass removed for the
concert and they were re-installed following the event.
Shriners BBQ - The Shriners BBQ took place Sept 9 and required the set-up of 400 chairs and 60 tables in the
Memorial Arena.
Lake Lisgar Water Park
Facilities staff shutdown the water park following Labour Day. This included draining the pool and winterizing the
facility.
Memorial Arena Ice
Commencing on Sept 10, Facilities staff prepped the Memorial arena to make ice for the upcoming hockey season.
The ice making process takes approximately 2 weeks. Staff also painted the ice this year for the first time in 7 years
(versus a contractor)….this was done as a cost savings initiative.
Pool Closure
The pool was closed from Aug 22 – Sept 13 for maintenance and repairs. During the closure the pool was drained,
acid washed and the grout was touched up in the basin. In addition, new tile in the showers, LED lighting and anti-
slip matting were installed. The pool was then refilled and levels balanced for public use.
New Walkway/Columbaria Foundation
In preparation for a new 96 niche Columbarium, a cement pad was poured in the cemetery that creates a base for the
unit was well as a walkway to Columbarium #4 & #5.
Jul-Sep 2015 Activity - Parks and Facili 1/2
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New Columbarium
In July, a new 96 niche Columbarium (#5) was installed at the Cemetery.
Coronation Park Drainage
Catch basins and big “O” was installed in Coronation Park in an attempt to help drain excess water in the front and
rear of the park. This will also aid the disc golf course as it makes it more playable following rainstorms etc.
Trees
Multiple trees that were posing a safety hazard to Town residents were removed. In Sept a Tree Risk Assessment
Report was completed for the 2 poplars by the Gibson House and multiple trees at the Museum.
Disc Golf
In July cement pads were installed for the golf course tee blocks. In addition, signage was posted recognizing donors
and the Ontario Trillium Foundation.
Kiwanis Shed & Bleachers
The shed at the Kiwanis Baseball Field has its roof replaced and the bleachers/players benches were resurfaced with
new boards.
Cemetery Renovations
The tender for the Cemetery renovations was awarded to Bronz Construction. Work is to commence in October.
Skatepark
The engraving of the skatepark as the “Kolin Smith Memorial Skatepark” was completed.
Asphalt
The Cemetery and Participark received new asphalt driveways/walkways.
Looking ahead to Next Quarter
• Cemetery Renovation completion
• Soccer Park Fence installation
• Seasonal Ice use including multiple hockey
tournaments
• John McKay Invitational Figure Skating Competition
• New Year’s Eve events
• Irrigation system for Columbarium #3 & #5 completion
• Hosting a Chainsaw Safety training course
• Winterizing baseball facilities & irrigation systems
• Roof replacement at OPP Headquarters
• Roof repairs at Elliott Fairbairn and Tillsonburg
Community Centre
• Removal of Gyulveszi playground equipment
• Installation of new playground equipment at Gyulveszy
Park
• Fall cleanup at Cemetery
• Complete numerous memorial tree plantings
• Donor sign installation at Kolin Smith Memorial
Skatepark
• Removal of BIA benches
• Set-up of toboggan hill ropes, signs and straw bales
• Receive new fleet vehicles
Jul-Sep 2015 Activity - Parks and Facili 2/2
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STAFF REPORT
RECREATION, CULTURE & PARKS
Title: Rotary Club Outdoor Fitness Equipment Update
Report No.: RCP 15-45
Author: RICK COX
Meeting Type: COUNCIL
Council/Committee Date: OCTOBER 13, 2015
Attachments: • Equipment location sketch
RECOMMENDATION
THAT Council receives report RCP 15-45 – Rotary Club Outdoor Fitness Equipment
Update for information;
AND THAT Council approve the request from the Rotary Club to sole source purchase a selection of outdoor fitness equipment from Paris Equipment
Manufacturing Ltd., at the Rotary Club’s cost;
AND THAT Council approves the installation of 2 groups of outdoor equipment at
locations along Veterans’ Memorial Walkway as per the attached sketch.
EXECUTIVE SUMMARY
At their meeting of September 28, 2015, Council approved in principle to accept the
donation of outdoor fitness equipment from the Rotary Club. Council requested the Club to reconsider some of the proposed locations. This report seeks approval to
sole-source purchase the equipment from the vendor selected by the Rotary Club
and approval to install the equipment at the locations chosen by the Club.
BACKGROUND
The Tillsonburg Rotary Club has reviewed the feedback provided by Council at the
September 28 meeting and proposes two groupings of equipment. One group near
the Hickory Hills Community Centre would involve 3 pieces. The other group of four
pieces would be placed where the Veterans’ Memorial Parkway enters Baldwin Place. Please see the attached sketch for approximate placement of equipment.
Based on feedback from other municipalities and the manufacturer, maintenance requirements are minimal. However, by accepting this donation the Town is
assuming the cost for maintenance of the equipment into the future. This is normal
practice and has been done with a variety of other similar equipment purchases
including pool starting blocks, arena PA systems and ball-diamond irrigation
systems.
RCP 15-45 - Rotary Club Outdoor Fitness 1/2
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CONSULTATION/COMMUNICATION
Town staff consulted with the Rotary Club Executive on prospective locations and
the equipment selection. The Rotary Club has already or will consult with the
Hickory Hills and Baldwin Place residents associations about the planned locations.
FINANCIAL IMPACT
The net cost of the purchase and delivery of the outdoor equipment is $12,458.48.
The Rotary Club is providing 100% of this cost and is securing donated concrete for the installation. Staff time to install the equipment will be covered by the approved
2015 Parks budget.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A
RCP 15-45 - Rotary Club Outdoor Fitness 2/2
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Tillsonburg Rotary Club - Outdoor Fitness Equipment Locations 2015
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STAFF REPORT
CLERK
Report Title: Local Government Week Update
Report No.: CL 15-25
Author: Tricia Smith, Deputy Clerk
Meeting Type: COUNCIL MEETING
Council Date: OCTOBER 13, 2015
Attachments:
RECOMMENDATION:
THAT Council receives report CL 15-25 regarding Local Government Week update as
information.
EXECUTIVE SUMMARY
Planning has been underway for a full-day event for local grade five students in celebration
of Local Government Week, which is scheduled for Friday, October 23, 2015.
Representation from each of the Town departments, along with that of partnering
organizations was confirmed to provide students with an opportunity to engage in various
educational activity stations. During the initial planning stage for the event, a total of 150-
200 students were anticipated to attend the event. However, the Clerk’s Office recently
received notice that the local public school classes are unable to attend due to the current
work-to-rule strike action faced by Ontario Public School teachers.
As (34) students from the local Catholic School are still able to attend the Local
Government Week festivities, Town staff have scaled back and redesigned the event. The
group will be provided with a tour of and educational activities at four municipal facilities,
including the Community Centre, Fire Hall, Customer Service Centre and Town Hall, as well
as a visit to Annandale National Historic Site. Students will be able to engage with staff and
members of Town Council and learn about the various programs and services provided for
by the town, see various operational and fire service vehicles up close, participate in a mock
mayoral election in Council Chambers and learn about Tillsonburg’s unique cultural
heritage.
IMPACT ON COMMUNITY STRATEGIC PLAN
The event shall provide an opportunity for the Town to meet a public need, as outlined in
Section 1 – Excellence of Local Government for proactive and effective communication
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between residents, Town staff and political leaders and promoting greater collaboration
between various agencies and levels of government.
FINANCIAL IMPACT/FUNDING SOURCE
Funding for the Municipal Day event has been allocated in the 2015 annual operating
budget.
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3950
A BY-LAW to authorize a Memorandum of Understanding between the Corporation of the Town
of Tillsonburg and the Elgin Middlesex Oxford Workforce Planning and Development Board
WHEREAS pursuant to Section 9 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;
WHEREAS the Town of Tillsonburg has been involved in a joint initiative with the Elgin
Middlesex Oxford Workforce Planning and Development Board (EMOWPDB) and associated
partners in the development of an EmployerOne survey as an annual survey of employers
across the Elgin, Middlesex and Oxford Regions;
WHEREAS the EmployerOne survery shall provide information to the Town of Tillsonburg on
the local workforce and allow for the development of strategies and initiatives to meet the short
and long-term needs of businesses within the municipality;
AND WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and
expedient to enter into a Memorandum of Understanding with the Elgin Middlesex Oxford
Workforce Planning and Development Board (EMOWPDB) for the purpose of outlining
responsibilities and expectations in the joint effort to promote the EmployerOne Survey.
THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Memorandum of Understanding attached hereto as Schedule "A" forms part of
this By-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached Memorandum
of Understanding marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg.
This By-Law shall come into force and take effect immediately after the final passing hereof.
READ A FIRST AND SECOND TIME THIS 13th day of October, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of October, 2015.
______________________
Mayor – Stephen Molnar
_____________________
Town Clerk – Donna Wilson
130
Schedule A
Memorandum of Understanding
Between
Elgin Middlesex Oxford Workforce Planning and Development Board
And
The Corporation of the Town of Tillsonburg
Partnering Organization
This Memorandum of Understanding (MOU) outlines the responsibilities and expectations between
Elgin Middlesex Oxford Workforce Planning and Development Board (EMOWPDB) and partnering
organization in the joint effort to promote the EmployerOne Survey which has been designed to help
provide meaningful demand-side labour market information (LMI) for communities throughout the Elgin
Middlesex Oxford economic region (ER 3560).
Accordingly, EMOWPDB and Partnering Organization agree to the following:
I. Purpose and Scope
i. Research and experience has revealed several important realities:
the ER 3560 forms a common labour market;
stakeholders in the region have a need for quality demand-side labour market information
of this common labour market.
ii. It has been determined that the most workable and cost-effective way to promote the
EmployerOne Survey is create partnerships with key stakeholder organizations.
iii. It is understood that EmployerOne Survey will be a central source in providing data necessary to
produce quality local demand-side LMI for ER 3560.
II. Responsibilities
i. Each party will appoint a person to serve as the official contact and to coordinate the activities of
each organization in carrying out this MOU. The appointees of each organization are:
EMOWPDB: Partnering Organization:
Contact: Martin Withenshaw Cephas Panschow, Development Commissioner
Address: 647 Wilton Grove Road, Unit 3 200 Broadway, Siute 204
London, ON, N6N 1N7 Tillsonburg, ON N4G 5A7
Phone: Tel: 519-672-3499 519-688-3009 ext. 3250
Email: martin@workforcedevelopment.ca cpanschow@tillsonburg.ca
ii. EMOWPDB’s responsibilities:
• Connect with the partners needed to successfully promote the EmployerOne Survey for the
Elgin Middlesex Oxford economic region (ER 3560).
• Establish a steering committee to provide general oversight.
• Share the EmployerOne Survey with partners for distribution, manage the data collection and
provide rolled up data to the partners.
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• Ensure, in particular, that this labour market intelligence is useful to local employers and that it
is delivered to them in a timely and accessible fashion.
• Each partner is responsible for its own expenses related to this MOU.
iii. Partner’s responsibilities:
• Assist in promoting the EmployerOne Survey in ER 3560.
• Coordinate and deliver the survey to employers in their jurisdiction, industry sector, or area of
mandate.
• Make a reasonable effort after initial delivery to follow up and ensure that employers in their
jurisdiction, industry sector, or area of mandate have received the survey and completed it.
• Ensure, in particular, that this labour market intelligence is useful to local employers and that it
is delivered to them in a timely and accessible fashion.
• If partnering organization volunteers representation on the Marketing Committee, its representative will:
Attend meetings and participate in the decision-making process to the best of his or her abilities.
Adhere in good faith to all decisions and plans of action agreed to by the committee.
• Each partner is responsible for its own expenses related to this MOU.
III. Terms of Understanding
The term of this MOU is for a period of 3 years from the effective date of this agreement and may be
extended upon written mutual agreement. Both parties will review annually to ensure that it is
fulfilling its purpose and to make any revisions both parties judge necessary.
Either party may terminate this MOU upon thirty (30) days written notice without penalties and liabilities.
Authorization
The signing of this MOU is not a formal undertaking. It implies that the signatories will strive to reach,
to the best of their ability, the responsibilities and expectations stated within.
On behalf of the Elgin Middlesex Oxford Workforce Planning and Development Board
Signed Name Debra Mountenay
Date Title Executive Director
On behalf of Partnering Organization
Signed Name Stephen Molnar
Date Title Mayor
Signed Name_____Donna Wilson_____________________
Date Title Town Clerk _
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3956
A BY-LAW to authorize a Memorandum of Understanding between the Corporation of the Town
of Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada represented
by Isah International B.V.
WHEREAS pursuant to Section 9 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;
WHEREAS the Town of Tillsonburg is interested in entering into collaboration with the MAP
(Manufacturing Acceleration Program) Program Canada for the development of an export
oriented, manufacturing cluster of excellence in Tillsonburg and area;
WHEREAS the collaboration proposes to support the improved competitiveness of local
businesses, thereby supporting the long term job creation and investment attraction initiatives
of the municipality;
AND WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and
expedient to enter into a Memorandum of Understanding with MAP (Manufacturing
Acceleration Program) Program Canada represented by Isah International B.V.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1.THAT the Memorandum of Understanding attached hereto as Schedule "A" forms part of
this By-law;
2.THAT the Mayor and Clerk be hereby authorized to execute the attached Memorandum
of Understanding marked as Schedule "A" on behalf of the Corporation of the Town ofTillsonburg.
This By-Law shall come into force and take effect immediately after the final passing hereof.
READ A FIRST AND SECOND TIME THIS 13th day of October, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of October, 2015.
______________________
Mayor – Stephen Molnar
_____________________
Town Clerk – Donna Wilson
133
Schedule A
134
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3957
BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 13th
day of October, 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 special
meeting and regular meeting held on October 13, 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 13TH DAY OF OCTOBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 13TH DAY OF OCTOBER, 2015.
________________________________
Mayor – Stephen Molnar
________________________________
Town Clerk – Donna Wilson
135