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150810 CouncilThe Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, August 10, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Rick Cox, Director of Recreation, Culture and Park Services Tricia Smith, Deputy Clerk 1. Call to Order The Meeting was called to order at 6:00 p.m. 2. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, August 10, 2015, be adopted. Carried. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Hayes and Councillor Stephenson declared a pecuniary interest in regards to item 13.1, By-Law 3922, to authorize a Building Permit Fee Rebate for 137 Rolph Street. MINUTES Council Meeting – Agenda - 2 - 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Council Meeting of July 13, 2015 Council Minutes July 13, 2015 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting of July 13, 2015 be approved. Carried. 6. Staff Introductions Manager of Finance/Deputy Treasurer - Janelle Costantino Deputy Clerk – Tricia Smith 7. Delegations and Presentations 7.1. Celebrate Tillsonburg - Services & Opportunities Fair Presentation Presented By: Rayburn Lansdell, Satellite Director YFC/Youth Unlimited Tillsonburg Celebrate Tillsonburg Rayburn Lansdell appeared before Council to update Council on the event and to receive Council endorsement for the event. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the Celebrate Tillsonburg – Services & Opportunities Fair presentation as information; AND THAT the Corporation of the Town of Tillsonburg endorses the event. Carried. 7.2. Update on Pioneer Cemetery Restoration Presented By: Dave Morris, Pioneer Cemetery Committee Update on Pioneer Cemetery Restoration Council thanked the members of the Pioneer Cemetery Committee for all their hard work. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the Pioneer Cemetery Restoration presentation as information. Carried. Council Meeting – Agenda - 3 - 7.3. Storage Unit for Sea Scouts Boats & Watercraft Presentation Presented By: Terry Ross & Floyd Marshall, Tillsonburg Sea Scouts Delegation - Tillsonburg Sea Cadets Terry Ross and Floyd Marshall appeared before Council to request the acquisition of a storage container to store the Sea Scouts Boats & Watercraft. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine. THAT Council receives the Storage Unit for Sea Scouts Boats & Watercraft presentation as information; AND THAT the matter be referred to staff for review and a report to be brought back to the next Council meeting of September 28, 2015. Carried. 7.4. Airport Master Plan Update Report Presented By: Euclid Benoit, Chair - Airport Advisory Committee Airport Master Plan Update Euclid Benoit, Chair of the Committee and Cephas Panshow, Development Commissioner provided a power point presentation on the Airport Master plan. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine. THAT Council receives the Airport Master Plan Update Report as information. Carried. 7.5. RCP 15-33 – Pioneer Cemetery Gateway RCP 15-33 - Pioneer Cemetery Gateway Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report RCP 15-33 – Pioneer Cemetery Gateway for information; AND THAT Council approves the gateway design recommended by the Pioneer Cemetery Committee; AND THAT Council approves the sole-source procurement of the manufacturing and Council Meeting – Agenda - 4 - installation of the gateway from Lonestar Welding Inc, Courtland at the quoted price of $5133.97 plus applicable taxes. Carried. 7.6. DCS 15-31 Airport Master Plan Update Report DCS 15-31 Airport Master Plan Update Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report DCS 15-31 Airport Master Plan Update; AND THAT the conceptual drawings be approved in principle as the basis for the Master Plan Update public consultation process with the final Master Plan Update being brought forward for consideration by Council by early 2016. Carried. 8. Information Items 8.1. Canada 150 Mosaic Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives the correspondence regarding Canada 150 Mosaic as information; AND THAT the matter be referred to Senior Leadership Team for consideration. Carried. 9. Quarterly Reports 9.1. FIN 15-32 2015 Second Quarter Financial Results FIN 15-32 Second Quarter Financial Results 2015 Actual Variances - Q2 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives report FIN 15-32 2015 Second Quarter Financial results as information. Carried. Council Meeting – Agenda - 5 - 9.2. DCS 15-33 Building/Planning/By-Law Services 2015 Second Quarter Report Building/Planning/By-Law Services 2015 Quarter Report Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report DCS 15-33 Building/Planning/By-Law Services 2015 Second Quarter Report as information. Carried. 9.3. DCS 15-34 Economic Development Second Quarter Report Report DCS 15-34 Economic Development Second Quarter Report Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report DCS 15-34 Economic Development Second Quarter Report for information purposes. Carried. 9.4. FIN 15-33 2015 Second Quarter Finance Department Results FIN 15-33 Second Quarter Finance Department Results Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives report FIN 15-33 2015 Second Quarter Finance Department results as information. Carried. 9.5. FRS 15-10 Second Quarter Fire Department Results FRS 15-10 Q2 Results Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives report FRS 15-10 Second Quarter Fire & Rescue Services Results as information. Carried. 9.6. OPS 15-22 2015 Second Quarter Operations Services OPS 15-22 2015 Second Quarter Operations Services Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report OPS 15-22, 2015 Second Quarter Operations Services as information. Carried. Council Meeting – Agenda - 6 - 9.7. RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results as information. Carried. 10. Reports from Departments 10.1. Chief Administrative Officer 10.1.1. CAO-HR-15-04 Council Remuneration CAO-HR-15-04 Council Remuneration Survery 2014 By-Law 3932 Staff to review options for an office space for use by Council. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives report CAO-HR-15-04 Council Remuneration as information; AND THAT a By-Law be brought forward for Council consideration. Carried. 10.1.2. CAO 15-12, Draft Oxford Community Sustainability Plan Draft Oxford Community Sustainability Plan Oxford Community Sustainability Plan Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report CAO 15-12 – Oxford Community Sustainability Plan for information; AND THAT Report CAO 15-12 – Oxford Community Sustainability Plan be provided to Oxford County Council for their information and consideration. Carried. Council Meeting – Agenda - 7 - 10.2. Clerk’s Office 10.2.1. CL 15-19, Tillsonburg Fair Annual Municipal Significant Event Designation CL 15-19 Fair Request for Designation Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Tillsonburg Tri County Fair event be designated an “Annual Municipal Significant Event” for the purposes of raising the profile of the event and obtaining Special Occasion Permits under the Alcohol and Gaming Commission of Ontario. Carried. 10.2.2. CL 15-21 Council Advisory Committee Additional Appointments CL 15-21 Tillsonburg Real Estate Board Correspondence Amended Schedule A Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report CL 15-21 Council Advisory Committee Additional Appointments; AND THAT Lindsay Morgan be appointed as the Tillsonburg Real Estate Board representative on the Development Committee; AND THAT By-Law 3931 to amend Schedule A of By-Law 3876, be brought forward for Council consideration. Carried. 10.3. Development and Communication Services 10.3.1. DCS 15-32, Sign Variance for 1 Vance Drive DSC 15-32 - Sign Variance - 1 Vance Drive - Animated Sign 1 Vance Drive - Site Plan, Sign Details Greg Crocker, the authorised agent for the applicant appeared before Council requesting an additional variance to allow for multiple advertising. Council Meeting – Agenda - 8 - Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives report DCS 15-32 Sign Variance – 1 Vance Drive – Animated Sign; AND THAT Council approve a variance to Sign By-Law 3798 to allow for the construction of a 5’ X 8’ digital animated L.E.D sign at 1 Vance Drive. Carried. 10.3.2. DCS 15-36 Update on 253 Broadway Property Report DCS 15-36 Update on 253 Broadway Property Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report DCS 15-36 Update on 253 Broadway Property for information purposes. Carried. 10.4. Finance 10.4.1. FIN 15-31 Bank Signing Authorities FIN 15-31 Bank Signing Authorities Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report FIN15-31 Bank Signing Authorities. THAT Council appoints the following as designated signing authorities for the Town’s general banking needs: Mayor Stephen Molnar or Deputy Mayor Dave Beres; and one of the following: Director of Finance/Treasurer, Darrell Eddington; or Manager of Finance, Janelle Costantino. Carried. Council Meeting – Agenda - 9 - 10.5. Operations 10.5.1. OPS 15-23 Winter Overnight Parking OPS 15-23 Winter Overnight Parking Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report OPS 15-23 Winter Overnight Parking; AND THAT a By-law be brought forward to repeal By-law 3768 on September 14, 2015. 10.5.2. OPS 15-27 Welding Street OPS 15-27 Welding Street OPS 15-27 Attachment 1 - Resident Letters Staff to prepare a follow-up report for the September Council meeting regarding the location of barriers and response of neighbours. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report OPS 15-27 Welding Street; AND THAT Council direct staff to implement vehicular through-traffic restricting mechanisms in the Welding Street Right-of-Way; AND THAT a By-law authorizing restricted access within the road allowance on Welding Street be brought forward at the next Council meeting for consideration. Carried. 10.5.3. OPS 15-24 Results for Proposal Request RFP 2015-008 Bridge, Culvert and Retaining Wall Inspections OPS 15-24 Results for Proposal Request RFP 2015-008 Bridge, Culvert and Retaining Wall Inspections Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report OPS 15-24 regarding RFP 2015-008 results for Consulting Services for Bridge, Culvert and Retaining Wall Inspections; Council Meeting – Agenda - 10 - AND THAT Council award RFP 2015-008 to AECOM of London, Ontario at a total estimated fee of $29,500.22 (net HST included) the highest scoring proposal received; AND THAT the Mayor and Clerk be authorized to execute the necessary documents to award RFP 2015-008 to AECOM for the provision of consulting services. Carried. 10.5.4. OPS 15-25 Results for Proposal Request RFP 2015-010 Leaf Vacuum Equipment OPS 15-25 Results for Proposal Request RFP 2015-010 Leaf Vacuum Equipment Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report OPS 15-25 regarding RFP 2015-010 results for a tow behind leaf vacuum unit; AND THAT Council award RFP 2015-010 to G.C Duke of Burlington, ON at a cost of $34,543.45 (net HST included) the highest scoring proposal received; AND THAT Council authorizes the manufacture of two new vented enclosures from Swanzey Welding of Simcoe, ON at a cost of $8,700.48 (net HST included) the lowest bid received. Carried. 10.5.5. OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report OPS 15-26, Results for the 2015 - 2018 Supply of Highway Coarse Bulk Salt; AND THAT Council award the Supply of Highway Coarse Bulk Salt to Compass Minerals of Mississauga, Ontario, at a per tonne unit cost of $66.91 for 2015/2016, $68.25 for 2016/2017, and $69.61 for 2017/2018 (net HST included). Carried. Council Meeting – Agenda - 11 - 11. Committee Minutes & Reports 11.1. Airport Advisory Committee Minutes, July 02, 2015 11.2. HBC Mintues, June 11, 2015 11.3. LPRCA Minutes_06 03 15 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive the following minutes, Airport Advisory Committee Minutes, July 02, 2015, the Heritage, Beautification & Cemetery Advisory Committee Minutes, June 11, 2015 and the LPRCA Minutes, June 3, 2015, as information. Carried. 12. Notice of Motions 12.1. Notice of Motion for which Previous Notice was Given Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Staff review the 2016 rates and fee schedule to include discount rental rates for fundraising on Town owned properties; AND THAT those discounts should apply to local Service Clubs and Fundraising organizations who partner in contributing funds for Town use. Carried. 12.2. Notice of Motion Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Staff bring forward a report to compare our Council remuneration to that of other Councils of comparable size; AND FURTHER THAT this report be available for 2016 budget deliberations. Defeated. Council Meeting – Agenda - 12 - 12.3. Notice of Motion Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Town retain the Municipal property known as 8 Hardy Ave., which was previously designated as surplus to the Town; AND THAT the property be developed as a municipal parking lot. Withdrawn. 12.4. Notice of Motion Moved By: Councillor Rosehart Seconded By: THAT the Town owned property known as 8 Hardy Avenue be used as overflow parking for Community Events until the property is sold. 12.5. Notice of Motion Moved By: Councillor Adam Seconded By: THAT the Town of Tillsonburg place a four-way stop at the intersection of Concession Street and Quarterline Road. 13. By-Laws By-Laws from the Meeting of Monday, August 10, 2015 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres 13.1. THAT By-Law 3922, To Authorize a Building Permit Fee Rebate for 137 Rolph Street; be read a first, second and third and final time and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres 13.2 THAT By-Law 3929 , To Appoint a Manager of Finance/Deputy Treasurer for the Town of Tillsonburg; THAT By-Law 3930, To Appoint a Deputy Clerk for the Town of Tillsonburg; Council Meeting – Agenda - 13 - AND THAT By-Law 3931, To Amend Schedule A of By-Law 3876 to Define the Mandate and Membership for Committees; AND THAT By-Law 3932, To Establish the Rate of Remuneration for Members of the Council of the Corporation of the Town of Tillsonburg for the 2014- 2018 term; AND THAT By-Law 3935, To confirm the proceedings of Council at its meeting held on the 10th day of August, 2015, Be read a first, second and third and final time and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. 14. Items of Public Interest 15. Adjournment Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Council Meeting of Monday, August 10, 2015 be adjourned at 10:26 p.m. Table of Contents Agenda 4 Council Minutes July 13, 2015 Council Minutes July 13, 2015 17 Celebrate Tillsonburg - Services & Opportunities Fair - Rayburn Lansdell, Satellite Director YFC/Youth Unlimited Tillsonburg Celebrate Tillsonburg 35 Airport Master Plan Update Report, Euclid Benoit, Chair - Airport Advisory Committee. Airport Master Plan Update 38 Update on Pioneer Cemetery Restoration - Dave Morris, Pioneer Cemetery Committee Update on Pioneer Cemetery Restoration 41 Storage Unit for Sea Scouts Boats & Watercraft, Floyd Marshall & Dave Palmer, Tillsonburg Sea Scouts Delegation - Tillsonburg Sea Cadets 43 Canada 150 Mosaic Canada 150 Mosaic 44 RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results 49 FIN 15-32 2015 Second Quarter Financial Results FIN 15-32 Second Quarter Financial Results 52 2015 Actual Variances - Q2 53 FIN 15-33 2015 Second Quarter Finance Department Results FIN 15-33 Second Quarter Finance Department Results 56 DCS 15-34 Economic Development Second Quarter Report Report DCS 15-34 Economic Development Second Quarter Report 59 FRS 15-10 Second Quarter Fire Department Results FRS 15-10 Q2 Results 61 DCS 15-33 Building/Planning/By-Law Services 2015 Second Quarter Report Building/Planning/By-Law Services 2015 Quarter Report 65 OPS 15-22 2015 Second Quarter Operations Services OPS 15-22 2015 Second Quarter Operations Services 70 CAO-HR-15-04 Council Remuneration CAO-HR-15-04 73 Council Remuneration Survery 2014 74 By-Law 3932 75 CAO 15-12, Draft Oxford Community Sustainability Plan Draft Oxford Community Sustainability Plan 77 Oxford Community Sustainability Plan 80 CL 15-19, Tillsonburg Fair Annual Municipal Significant Event Designation 1 CL 15-19 102 Fair Request for Designation 104 CL 15-21 Council Advisory Committee Additional Appointments CL 15-21 105 Tillsonburg Real Estate Board Correspondence 106 Amended Schedule A 107 DCS 15-32, Sign Variance for 1 Vance Drive DSC 15-32 - Sign Variance - 1 Vance Drive - Animated Sign 110 1 Vance Drive - Site Plan, Sign Details 113 DCS 15-31 Airport Master Plan Update Report DCS 15-31 Airport Master Plan Update 116 DCS 15-36 Update on 253 Broadway Property Report DCS 15-36 Update on 253 Broadway Property 127 FIN 15-31 Bank Signing Authorities FIN 15-31 Bank Signing Authorities 129 OPS 15-27 Welding Street OPS 15-27 Welding Street 130 OPS 15-27 Attachment 1 - Resident Letters 135 OPS 15-23 Winter Overnight Parking OPS 15-23 Winter Overnight Parking 141 OPS 15-24 Results for Proposal Request RFP 2015-008 Bridge, Culvert and Retaining Wall Inspections OPS 15-24 Results for Proposal Request RFP 2015- 008 Bridge, Culvert and Retaining Wall Inspections 144 OPS 15-25 Results for Proposal Request RFP 2015-010 Leaf Vacuum Equipment OPS 15-25 Results for Proposal Request RFP 2015- 010 Leaf Vacuum Equipment 146 OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt 148 RCP 15-33 – Pioneer Cemetery Gateway RCP 15-33 - Pioneer Cemetery Gateway 149 Minutes - Airport Advisory Committee, July 02, 2015 Airport Advisory Committee Minutes, July 02, 2015 151 Minutes - Heritage, Beautification & Cemetery Advisory Committee, June 11, 2015 HBC Mintues, June 11, 2015 154 Minutes - LPRCA Board, July 3, 2015 LPRCA Minutes_06 03 15 156 By-Law 3922, To Authorize a Building Permit Fee Rebate for 137 Rolph Street. By-Law 3922 162 By-Law 3930, To Appoint a Deputy Clerk for the Town of Tillsonburg By-Law 3930 163 2 By-Law 3929, To Appoint a Manager of Finance/Deputy Treasurer for the Town of Tillsonburg. By-Law 3929 Deputy Treasurer 164 By-Law 3934, To Repeal By-Law 3768, being a by-law to amend By-Law 3701, to Regulate Traffic and the Parking of Motor Vehicles in the Town of Tillsonburg. By-Law 3934 repeal 3768 165 By-Law 3932, To Establish the Rate of Remuneration for Members of the Council of the Corporation of the Town of Tillsonburg for the 2014- 2018 term. By-Law 3932 166 By-Law 3931, To Amend Schedule A of By-Law 3876 to Define the Mandate and Membership for Committees By-Law 3931 168 Amended Schedule A 169 By-Law 3935 - To confirm the proceedings of Council at its meetings held on the 10th day of August, 2015. By-Law 3935 171 3 = 1. Call to Order 2. Adoption of Agenda Moved By: Seconded By: Proposed Resolution #1 THAT the Agenda as prepared for the Council meeting of Monday, August 10, 2015, be adopted. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Council Meeting of July 13, 2015 Council Minutes July 13, 2015 Moved By: Seconded By: Proposed Resolution #2 THAT the Minutes of the Council Meeting of July 13, 2015 be approved. The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, August 10, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 4 Council Meeting – Agenda - 2 - 6. Staff Introductions Janelle Costantino, Manager of Finance/Deputy Treasurer Tricia Smith, Deputy Clerk 7. Delegations and Presentations 7.1. Celebrate Tillsonburg - Services & Opportunities Fair - Rayburn Lansdell, Satellite Director YFC/Youth Unlimited Tillsonburg Celebrate Tillsonburg Moved By: Seconded By: Proposed Resolution #3 THAT Council receives the Celebrate Tillsonburg – Services & Opportunities Fair presentation as information. 7.2. Update on Pioneer Cemetery Restoration - Dave Morris, Pioneer Cemetery Committee Update on Pioneer Cemetery Restoration Moved By: Seconded By: Proposed Resolution #4 THAT Council receives the Pioneer Cemetery Restoration presentation as information. 7.3. Storage Unit for Sea Scouts Boats & Watercraft, Floyd Marshall & Dave Palmer, Tillsonburg Sea Scouts Delegation - Tillsonburg Sea Cadets Moved By: Seconded By: Proposed Resolution #5 THAT Council receives the Storage Unit for Sea Scouts Boats & Watercraft presentation as information. 5 Council Meeting – Agenda - 3 - 7.4. Airport Master Plan Update Report, Euclid Benoit, Chair - Airport Advisory Committee. Airport Master Plan Update Moved By: Seconded By: Proposed Resolution #6 THAT Council receives the Airport Master Plan Update Report as information. 8. Information Items 8.1. Canada 150 Mosaic 9. Quarterly Reports 9.1. OPS 15-22 2015 Second Quarter Operations Services OPS 15-22 2015 Second Quarter Operations Services Moved By: Seconded By: Proposed Resolution #7 THAT Council receive Report OPS 15-22, 2015 Second Quarter Operations Services as information. 9.2. FIN 15-32 2015 Second Quarter Financial Results FIN 15-32 Second Quarter Financial Results 2015 Actual Variances - Q2 Moved By: Seconded By: Proposed Resolution #8 THAT Council receives report FIN 15-32 2015 Second Quarter Financial results as information. 6 Council Meeting – Agenda - 4 - 9.3. FIN 15-33 2015 Second Quarter Finance Department Results FIN 15-33 Second Quarter Finance Department Results Moved By: Seconded By: Proposed Resolution #9 THAT Council receives report FIN 15-33 2015 Second Quarter Finance Department results as information. 9.4. RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results Moved By: Seconded By: Proposed Resolution #10 THAT Council receives Report RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results as information. 9.5. FRS 15-10 Second Quarter Fire Department Results FRS 15-10 Q2 Results Moved By: Seconded By: Proposed Resolution #11 THAT Council receives report FRS 15-10 Second Quarter Fire & Rescue Services Results as information. 9.6. DCS 15-34 Economic Development Second Quarter Report Report DCS 15-34 Economic Development Second Quarter Report Moved By: Seconded By: Proposed Resolution #12 THAT Council receive Report DCS 15-34 Economic Development Second Quarter Report for information purposes. 7 Council Meeting – Agenda - 5 - 9.7. DCS 15-33 Building/Planning/By-Law Services 2015 Second Quarter Report Building/Planning/By-Law Services 2015 Quarter Report Moved By: Seconded By: Proposed Resolution #13 THAT Council receives Report DCS 15-33 Building/Planning/By-Law Services 2015 Second Quarter Report as information. 10. Reports from Departments 10.1. Chief Administrative Officer 10.1.1. CAO-HR-15-04 Council Remuneration CAO-HR-15-04 Council Remuneration Survery 2014 By-Law 3932 Moved By: Seconded By: Proposed Resolution #14 THAT Council receives report CAO-HR-15-04 Council Remuneration as information. AND THAT a By-Law be brought forward for Council consideration. 10.1.2. CAO 15-12, Draft Oxford Community Sustainability Plan Draft Oxford Community Sustainability Plan Oxford Community Sustainability Plan Moved By: Seconded By: Proposed Resolution #15 That Council receives Report CAO 15-12 – Oxford Community Sustainability Plan for information; And that Report CAO 15-12 – Oxford Community Sustainability Plan be provided to Oxford County Council for their information and consideration. 8 Council Meeting – Agenda - 6 - 10.2. Clerk’s Office 10.2.1. CL 15-19, Tillsonburg Fair Annual Municipal Significant Event Designation CL 15-19 Fair Request for Designation Moved By: Seconded By: Proposed Resolution #16 THAT the Tillsonburg Tri County Fair event be designated an “Annual Municipal Significant Event” for the purposes of raising the profile of the event and obtaining Special Occasion Permits under the Alcohol and Gaming Commission of Ontario. 10.2.2. CL 15-21 Council Advisory Committee Additional Appointments CL 15-21 Tillsonburg Real Estate Board Correspondence Amended Schedule A Moved By: Seconded By: Proposed Resolution #17 THAT Council receive Report CL 15-21 Council Advisory Committee Additional Appointments; AND THAT Lindsay Morgan be appointed as the Tillsonburg Real Estate Board representative on the Development Committee; AND THAT By-Law 3931 to amend Schedule A of By-Law 3876, be brought forward for Council consideration. 9 Council Meeting – Agenda - 7 - 10.3. Development and Communication Services 10.3.1. DCS 15-32, Sign Variance for 1 Vance Drive DSC 15-32 - Sign Variance - 1 Vance Drive - Animated Sign 1 Vance Drive - Site Plan, Sign Details Moved By: Seconded By: Proposed Resolution #18 THAT Council receives report DCS 15-32 Sign Variance – 1 Vance Drive – Animated Sign; AND THAT Council approve a variance to Sign By-Law 3798 to allow for the construction of a 5’ X 8’ digital animated L.E.D sign at 1 Vance Drive. 10.3.2. DCS 15-31 Airport Master Plan Update Report DCS 15-31 Airport Master Plan Update Moved By: Seconded By: Proposed Resolution #19 THAT Council receive Report DCS 15-31 Airport Master Plan Update; AND THAT the conceptual drawings be approved in principal as the basis for the Master Plan Update public consultation process with the final Master Plan Update being brought forward for consideration by Council by early 2016. 10.3.3. DCS 15-36 Update on 253 Broadway Property Report DCS 15-36 Update on 253 Broadway Property Moved By: Seconded By: Proposed Resolution #20 THAT Council receives Report DCS 15-36 Update on 253 Broadway Property for information purposes. 10 Council Meeting – Agenda - 8 - 10.4. Finance 10.4.1. FIN 15-31 Bank Signing Authorities FIN 15-31 Bank Signing Authorities Moved By: Seconded By: Proposed Resolution #21 THAT Council receives report FIN15-31 Bank Signing Authorities. THAT Council appoints the following as designated signing authorities for the Town’s general banking needs: Mayor Stephen Molnar or Deputy Mayor Dave Beres; and one of the following: Director of Finance/Treasurer, Darrell Eddington; or Manager of Finance, Janelle Costantino. 10.5. Operations 10.5.1. OPS 15-27 Welding Street OPS 15-27 Welding Street OPS 15-27 Attachment 1 - Resident Letters Moved By: Seconded By: Proposed Resolution #22 THAT Council receive Report OPS 15-27 Welding Street; AND THAT Council direct staff to implement vehicular through-traffic restricting mechanisms in the Welding Street Right-of-Way; AND THAT a By-law authorizing restricted access within the road allowance on Welding Street be brought forward at the next Council meeting for consideration. 11 Council Meeting – Agenda - 9 - 10.5.2. OPS 15-23 Winter Overnight Parking OPS 15-23 Winter Overnight Parking Moved By: Seconded By: Proposed Resolution #23 THAT Council receive Report OPS 15-23 Winter Overnight Parking; AND THAT a By-law be brought forward to repeal By-law 3768. 10.5.3. OPS 15-24 Results for Proposal Request RFP 2015-008 Bridge, Culvert and Retaining Wall Inspections OPS 15-24 Results for Proposal Request RFP 2015-008 Bridge, Culvert and Retaining Wall Inspections Moved By: Seconded By: Proposed Resolution #24 THAT Council receive Report OPS 15-24 regarding RFP 2015-008 results for Consulting Services for Bridge, Culvert and Retaining Wall Inspections; AND THAT Council award RFP 2015-008 to AECOM of London, Ontario at a total estimated fee of $29,500.22 (net HST included) the highest scoring proposal received; AND THAT the Mayor and Clerk be authorized to execute the necessary documents to award RFP 2015-008 to AECOM for the provision of consulting services. 12 Council Meeting – Agenda - 10 - 10.5.4. OPS 15-25 Results for Proposal Request RFP 2015-010 Leaf Vacuum Equipment OPS 15-25 Results for Proposal Request RFP 2015-010 Leaf Vacuum Equipment Moved By: Seconded By: Proposed Resolution #25 THAT Council receives Report OPS 15-25 regarding RFP 2015-010 results for a tow behind leaf vacuum unit; AND THAT Council award RFP 2015-010 to G.C Duke of Burlington, ON at a cost of $34,543.45 (net HST included) the highest scoring proposal received; AND THAT Council authorizes the manufacture of two new vented enclosures from Swanzey Welding of Simcoe, ON at a cost of $8,700.48 (net HST included) the lowest bid received. 10.5.5. OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt OPS 15-26 2015 - 2018 Highway Coarse Bulk Salt Moved By: Seconded By: Proposed Resolution #26 THAT Council receive Report OPS 15-26, Results for the 2015 - 2018 Supply of Highway Coarse Bulk Salt; AND THAT Council award the Supply of Highway Coarse Bulk Salt to Compass Minerals of Mississauga, Ontario, at a per tonne unit cost of $66.91 for 2015/2016, $68.25 for 2016/2017, and $69.61 for 2017/2018 (net HST included). 13 Council Meeting – Agenda - 11 - 10.6. Recreation, Culture & Park Services 10.6.1. RCP 15-33 – Pioneer Cemetery Gateway RCP 15-33 - Pioneer Cemetery Gateway Moved By: Seconded By: Proposed Resolution #27 THAT Council receives Report RCP 15-33 – Pioneer Cemetery Gateway for information; AND THAT Council approves the gateway design recommended by the Pioneer Cemetery Committee; AND THAT Council approves the sole-source procurement of the manufacturing and installation of the gateway from Lonestar Welding Inc, Courtland at the quoted price of $5133.97 plus applicable taxes. 11. Committee Minutes & Reports 11.1. Minutes - Airport Advisory Committee, July 02, 2015 Airport Advisory Committee Minutes, July 02, 2015 11.2. Minutes - Heritage, Beautification & Cemetery Advisory Committee, June 11, 2015 HBC Mintues, June 11, 2015 11.3. Minutes - LPRCA Board, July 3, 2015 LPRCA Minutes_06 03 15 Moved By: Seconded By: Proposed Resolution #28 THAT Council receive the following minutes, Airport Advisory Committee Minutes, July 02, 2015, the Heritage, Beautification & Cemetery Advisory Committee Minutes, June 11, 2015 and the LPRCA Minutes, July 3, 2015, as information. 14 Council Meeting – Agenda - 12 - 12. Notice of Motions 12.1. Notice of Motion for which Previous Notice was Given Moved By: Deputy Mayor Beres Seconded By: Proposed Resolution #29 THAT Staff review the 2016 rates and fee schedule to include discount rental rates for fundraising on Town owned properties; AND THAT those discounts should apply to local Service Clubs and Fundraising organizations who partner in contributing funds for Town use. 12.2. Notice of Motion Moved By: Councillor Rosehart Seconded By: Proposed Resolution #30 THAT the Town retain the Municipal property known as 8 Hardy Ave., which was previously designated as surplus to the Town; AND THAT the property be developed as a municipal parking lot. 13. By-Laws By-Laws from the Meeting of Monday, August 10, 2015 Moved By: Seconded By: Proposed Resolution #31 13.1. THAT By-Law 3922, To Authorize a Building Permit Fee Rebate for 137 Rolph Street; be read a first, second and third and final time and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. 15 Council Meeting – Agenda - 13 - 13.2. THAT By-Law 3930, To Appoint a Deputy Clerk for the Town of Tillsonburg; AND THAT By-Law 3929 Deputy Treasurer, To Appoint a Manager of Finance/Deputy Treasurer for the Town of Tillsonburg; AND THAT By-Law 3934 repeal 3768, Being a by-law to amend By-Law 3701, to Regulate Traffic and the Parking of Motor Vehicles in the Town of Tillsonburg; AND THAT By-Law 3932, To Establish the Rate of Remuneration for Members of the Council of the Corporation of the Town of Tillsonburg for the 2014- 2018 term; AND THAT By-Law 3931, To Amend Schedule A of By-Law 3876 to Define the Mandate and Membership for Committees Amended Schedule A; AND THAT By-Law 3935, To confirm the proceedings of Council at its meetings held on the 10th day of August, 2015, Be read a first, second and third and final time and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. 14. Items of Public Interest 15. Adjournment Moved By: Seconded By: Proposed Resolution #32 THAT the Council Meeting of Monday, August 10, 2015 be adjourned at _____ p.m. 16 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Kevin De Leebeeck, Director of Operations Rick Cox, Director of Recreation, Culture and Parks Darrell Eddington, Director of Finance 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Closed Session Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: A proposed or pending acquisition or disposition of land by the municipality or local board, (TVDSB). Carried The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, July 13, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 17 Council Meeting – Agenda - 2 - 3. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, July 13, 2015, be adopted. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof Councillor Hayes and Councillor Stephenson declared a pecuniary interest in item number 7.2 St. Mary's Church Delegation Regarding Community Improvement Plan as well as item number 8.2 A-04/15 Application for Minor Variance, St. Mary’s Catholic Church due to their affiliation with the church. 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of Minutes of June 22, 2015 Minutes June 22, 2015 It was noted that Councillor Hayes declared a conflict of interest at the June 22, 2015 Council meeting on item no. 9.2.1 Report DCS 15-27 CIP Application for 137 Rolph St., due to his affiliation with the Church as well as being part of the fund raising committee and personally donating funds to that project. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the Council Meeting of Monday June 22, 2015, be approved. Carried 7. Delegations and Presentations 7.1. Community Sustainability Plan presentation Jay Heaman, Committee Member, Gord Hough, Director of Community & Strategic Planning Oxford Community Sustainability Plan 18 Council Meeting – Agenda - 3 - Gord Hough, Director of Community & Strategic Planning and Jay Heaman, Committee Member provided an overview of the draft sustainability plan. Council was given the opportunity to ask questions. The County is asking Tillsonburg Council to receive the presentation and for Council to provide comments either individually or through Council as a whole by August 14th, 2015. The plan will go to County council in the fall for adoption. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive the Draft Community Sustainability Plan presentation, as information; AND THAT staff prepare a follow-up report for the August 10, 2015 Council meeting. Carried Councillor Hayes and Councillor Stephenson left the room at 6:34 p.m due to their declared conflict of interest. Carried 7.2. St. Mary's Church Delegation Regarding Community Improvement Plan Presented By: Urban Demaiter, Capital Campaign Chairperson and Andre Dedecker, Deacon Delegation request St. Mary Church Letter Urban Demaiter and Andre Dedecker appeared before Council to request the town reconsider their decision from the last meeting on their CIP application. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres That Council reconsider the decision regarding Report DCS 15-27 Community Improvement Plan Application 137 Rolph St Application – 137 Rolph St. Carried 19 Council Meeting – Agenda - 4 - Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report DCS 15-27 Community Improvement Plan Application – 137 Rolph St; AND THAT the Community Improvement Plan Application for the 137 Rolph St property be approved including rebates for applicable building permit fees; AND THAT a By-law be brought forward to authorize the rebate for Council consideration. Carried Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives the material from St. Mary’s Church delegation, as information. Carried Councillor Hayes and Councillor Stephenson returned to the meeting at 7:10 p.m 7.3. Youth Leadership Grant Guidelines Tammy Moore Delegation Request Youth Leadership Grant Guidelines Youth Leadership Grant Application Rebecca Moore Grant Application Discussion took place regarding the criteria for the grant application. Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT Council receives the material from Tammy Moore’s delegation as information; AND THAT Council waive the requirement for residency for the Youth Leadership Grant Application; AND THAT the application be referred to the community Trust Trustees for consideration. Carried 20 Council Meeting – Agenda - 5 - 7.4. Cultural Advisory Committee Grant Request Presented By: Deb Beard, Committee Cultural Advisory Committee Delegation Request Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council receive the request from the Cultural Advisory Committee; AND THAT Council support the request to grant the Tillsonburg Thunder Senior AA Hockey Club $2,000.00 to assist with the cost of entertainment at the Annual Tillsonburg Ribfest. Carried 8. Public Meetings Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council move into the Committee of Adjustment to hear Applications for Minor Variance at 7:35 pm. 8.1. A-03/15- Application for Minor Variance, Margaret Scantlebury, 7 Hogarth Drive CASPO 2015-129 Attachments Letter of Support Gord Hough, Director of Community & Strategic Planning, County of Oxford, appeared before Council and commented with respect to Minor Variance application A-03/15 and County Report CASPO 2015-129. Margaret Scantlebury appeared before Council to speak to her application. Opportunity was given for comments and questions from anyone in attendance. No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed: Moved By: Councillor Esseltine Seconded By: Councillor Stephenson That the Town of Tillsonburg Committee of Adjustment approve Application File A-03/15, submitted by Margaret Scantlebury, for lands described as Part Lot 78, Plan 41M-182, Town of Tillsonburg, as it relates to relief from Section 7.5.5.2.12.1 – Permitted 21 Council Meeting – Agenda - 6 - Encroachments -Rear Yard, to increase the permitted encroachment for a covered deck from 1.5 m (5 ft) to 2.5 m (8 ft). Carried 8.2. A-04/15- Application for Minor Variance, St. Mary's Catholic Church, 51 Venison Street West CASPO 2015-145 Plate 1 Plate 2 Applicant's Sketch Gord Hough, Director of Community & Strategic Planning, County of Oxford, appeared before Council and commented with respect to Minor Variance application A-04/15 and County Report CASPO 2015-145. Deacon Andre DeDecker appeared before Council representing the applicant. Urbain Demaiter spoke in favour of the application particularly in support of the accessibility that will be provided by the project. Rob Schonberger was in attendance and spoke in favour of the application. He noted that the application will provide a much needed elevator and this will address the need for accessibility. No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed: Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT the Town of Tillsonburg Committee of Adjustment approve Application File A- 04/15, submitted by The Roman Catholic Episcopal Corporation of the Diocese of London (St. Mary’s Catholic Church), for lands described as Lots 731, 733 & West Part Lot 734, Plan 500, in the Town of Tillsonburg, to permit a minor addition to the existing place of worship and recognize existing parking deficiencies to waive the minimum required loading spaces. Carried 22 Council Meeting – Agenda - 7 - 8.3. A-05/15- Application for Minor Variance, Helen Klassen, 2 Alexander Ave CASPO 2015-146 Attachments Gord Hough, Director of Community & Strategic Planning, County of Oxford, appeared before Council and commented with respect to Minor Variance application A-05/15 and County Report CASPO 2015-146. The applicant George Klassen was in attendance and spoke to his application. Opportunity was given for comments and questions from anyone in attendance. No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed: Moved By: Councillor Stephenson Seconded By: Councillor Esseltine That the Town of Tillsonburg Committee of Adjustment approve Application File A-05/15, submitted by George & Helen Klassen, for lands described as Lot 51, Plan 507, Town of Tillsonburg, as it relates to 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 58 m2 (624 ft2) to permit the construction of a detached accessory building; Subject to the following condition: i) A building permit for the proposed accessory building shall be issued within one year of the date of the Committee’s decision. Carried Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council move out of the Committee of Adjustment and move back into regular session at 7:56 p.m. Carried 23 Council Meeting – Agenda - 8 - 8.4. ZN 7-15-03- Application for Zone Change, Michael & Krystal West, 304 Tillson Ave CASPO 2015-147 Attachments Gord Hough, Director of Community & Strategic Planning, County of Oxford, appeared before Council and commented with respect to application ZN 7-15-03 and County Report CASPO 2015-147. The applicant Michael West was in attendance and spoke to his application. Opportunity was given for comments and questions from anyone in attendance. No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed: Moved By: Councillor Hayes Seconded By: Councillor Rosehart Proposed Resolution #13 THAT Council approve the zone change application submitted by Krystal & Michael West, whereby the lands described as Lots 27 & 28, Plan 500, Town of Tillsonburg, known municipally as 304 Tillson Avenue are to be rezoned from ‘Neighbourhood Commercial Zone (NC)’ to ‘Low Density Residential Type 2 Zone (R2)’. Carried 8.5. ZN 7-15-04 - Application for Zone Change, John Veldman, 30 Old Vienna Road CASPO 2015-148 Attachments Gord Hough, Director of Community & Strategic Planning, County of Oxford, appeared before Council and commented with respect to application ZN 7-15-04 and County Report CASPO 2015-148. The property owner Margit Pusztahegy was in attendance and spoke to the application. Opportunity was given for comments and questions from anyone in attendance. 24 Council Meeting – Agenda - 9 - No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed. Moved By: Councillor Hayes Seconded By: Councillor Rosehart Proposed Resolution #14 It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by John Veldman, whereby the lands described as Part Block A, Plan 966, Town of Tillsonburg, known municipally as 30 Old Vienna Road are to be rezoned from ‘Low Density Residential Type 1 Zone (R1)’ to ‘Special Low Density Residential Type 1 Zone (R1-16)’ to permit the development of a single detached dwelling within the EP2 Overlay. Carried Council took a five minute recess at 8:10 p.m. Council resumed at 8:20 p.m. 8.6. Recreation, Culture & Park Services 8.6.1. RCP 15-31 - Tillsonburg Minor Soccer Club Variance Request RCP 15-31 - Tillsonburg Minor Soccer Club Variance Request Memo from Planning Staff Map of Subject Property County planning does not suggest that the minor variance is the proper recourse but that a zone change application would be the more appropriate means to resolve the matter of the shed location. The structure encroaches upon the drainage easement currently and there are also building and fire code issues with the placement of the structure. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report RCP 15-31 - Tillsonburg Minor Soccer Club Variance Request for information; 25 Council Meeting – Agenda - 10 - AND THAT Council does not consent to the Club’s request to approve the submission of an application for a minor variance. Carried 9. Information Items 9.1. Community Schools Alliance Community Schools Alliance 9.2. Ontario Provincial Police Commander and Superintendent Appointments Commissioner Hawkes letter 9.3. Ministry of Transportation Correspondence MTO Letter 9.4. Ministry of Energy correspondence June 2015 MoE Lteer June 2015 9.5. Municipality of Tweed, Disaster Relief Request Municipality of Tweed 9.6. Glendale to Gibson Proposed Trail Glendale letter Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council refer the correspondence regarding the proposal Glendale to Gibson Drive trail in the draft Tillsonburg Trails Master Plan to the Parks and Recreation Advisory Committee for their review and comment. Carried 9.7. Union Gas Limited - NEXUS - Notice of Application - EB-2015-0166 Union Gas Application Notice 9.8. Township of Montague Community Mailboxes resolution Community Mailbox resolution 9.9. New Tecumseth Electricity Rates Motion 26 Council Meeting – Agenda - 11 - New Tecumseth motion Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives items 9.1 to 9.9 as information. Carried 10. Mayor 10.1. MYR 15-08 Update - County of Oxford MYR 15-08 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report MYR 15-08 as information. Carried 11. Reports from Departments 11.1. Chief Administrative Officer 11.1.1. CAO 15-09, Moose Power Inc. Request for Council Resolution in Support of Rooftop Solar Applications Under the Provincial Feed-In Tariff (FIT) Program CAO 15-09 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine WHEREAS the Province's FIT Program encourages the construction and operation of rooftop solar generation projects (the "projects"); AND WHEREAS one or more Projects may be constructed and operated in the Town of Tillsonburg; AND WHEREAS pursuant to the rules governing the FIT Program (the "FIT Rules"), Applications who’s Projects receive formal support of Local Municipalities will be awarded Priority Points, which may result in these Applications being offered a FIT Contract prior to other persons applying for FIT Contracts; NOW THEREFORE the Council of the Town of Tillsonburg supports without reservation the construction and operation of Projects in the Town of Tillsonburg. This resolution's sole purpose is to enable the participants in the FIT Program to receive priority points under the FIT Program and may not be used for the 27 Council Meeting – Agenda - 12 - purpose of any other form of municipal approval in relation to the Application or Projects or any other purpose; AND THAT this resolution shall expire on July 13, 2016. Carried 11.2. Clerk’s Office 11.2.1. CL 15-17 Special Awards Committee CL 15-17 Special Awards Special Awards Committee Terms of Reference Volunteer Service Recognition Program Schedule A Nomination Form Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report CL 15-17, Special Awards Committee Appointment; AND THAT Council appoints Ann Loker, Sam Lamb and Mary Anne Vangeertruyde to represent the community; AND THAT Council appoints Mayor Stephen Molnar and Councillor Stephenson to represent the Town as members of the Special Awards Committee; AND THAT the Volunteer Service Recognition Program and the Terms of Reference for the Special Awards Committee be adopted. Carried 11.3. Development and Communication Services 11.3.1. DCS 15-28 Sign Variance - Tillsonburg District Memorial Hospital DCS 15-28 Site Plan & Sign Elevation Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives report DCS 15-28 Sign Variance – Tillsonburg District Memorial Hospital; AND THAT Council approve the variance to Sign By-Law 3798 to allow for the construction of a 2 sided 5.5 square metres (60 sq.ft.) x 3.9 metres (12.8 ft) high ground sign located partially within the Town road allowance at 167 Rolph Street. Carried 28 Council Meeting – Agenda - 13 - 11.3.2. Report DCS 15-26 Highway 3 Business Park Update Report DCS 15-26 Highway 3 Business Park Update Report DCS 15-01 Highway 3 Business Park Development Plan Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report DCS 15-26 Highway 3 Business Park Update for information purposes. Carried 11.3.3. Report DCS 15-29 Certified Site Agreement with the Province of Ontario Report DCS 15-29 Certified Site Agreement with the Province of Ontario Agreement between Ontario and Town Schedule A - Project Timelines and Costs Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report DCS 15-29 Certified Site Agreement with the Province of Ontario; AND THAT the Mayor and Clerk be authorized to enter into an agreement with the Province of Ontario for participation by the Town of Tillsonburg in the Investment Ready: Certified Site Program to market the 20 Clearview Dr site and to receive reimbursement for costs related to the program; AND THAT a bylaw be brought forward for Council consideration. Carried 11.3.4. Report DCS 15-30 Town Branding Project Update Report DCS 15-30 Town Branding Project Update Task Force Terms of Reference Project Schedule Brand Identity - Historical Overview 29 Council Meeting – Agenda - 14 - Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report DCS 15-30 Town Branding Project Branding Project Update; AND THAT a Branding Task Force be created with the attached Terms of Reference; AND THAT Councillor Adam be appointed as Council representation on the Branding Task Force. Carried 11.4. Finance 11.4.1. FIN 15- 29 2016 Budget Strategic Priorities as information. FIN 15-29 2016 Budget Strategic Priorities Moved By: Deputy Mayor Beres Seconded By: Councillor Adam That Council receives report FIN 15- 29 2016 Budget Strategic Priorities as information; AND THAT the direction as recommended be adopted. Carried 11.4.2. FIN 15 - 30 Information Technology Consulting Sole Source Purchasing. FIN 15-30 Information Technology Consulting Sole Source Purchasing Town of Tillsonburg_10538984_Exchange_SOW_v1_063015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives report FIN 15 - 30 Information Technology Consulting Sole Source Purchasing. And THAT Council approves sole source purchasing for information technology consulting services with Dell Canada Inc. at an estimated cost of $26,772 plus net HST. Carried 30 Council Meeting – Agenda - 15 - 11.5. Operations 11.5.1. OPS 15-20 Loose Leaf Collection Program OPS 15-20 Loose Leaf Collection Program Loose Leaf Collection Map Loose Leaf Collection Draft Webpage Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report OPS 15-20 Loose Leaf Collection Program; AND THAT Council authorizes the procurement of leaf loading equipment in order to continue to provide loose leaf collection services. Carried 11.5.2. OPS 15-21 Results for RFP 15-006 Fire Rescue Apparatus OPS 15-21 Results for RFP 15-006 Fire Rescue Apparatus Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report OPS 15-21, Results for RFP 15-006 Fire Rescue Apparatus; AND THAT Council award RFP 15-006 to Carrier Centers Emergency Vehicles at a cost of $218,924.74 (net HST included). Carried 11.6. 11.6.1. RCP 15-30 - Tillsonburg Shrine Club Request for Fee Reduction RCP 15-30 - Tillsonburg Shrine Club Request for Fee Reduction Email from Tillsonburg Shrine Club Moved by: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT the motion to receive report RCP 15-30 – Tillsonburg Shrine Club Request for Fee Reduction be deferred until the 2016 budget deliberations. Defeated 31 Council Meeting – Agenda - 16 - Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report RCP 15-30 - Tillsonburg Shrine Club Request for Fee Reduction; AND THAT Council approves a 25% discounted fee for the Kinsmen Memorial Arena floor during the 2015 Shriner’s BBQ. Defeated Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report RCP 15-30 - Tillsonburg Shrine Club Request for Fee Reduction; AND THAT Council approves the 50% discounted fee for the Kinsmen Memorial Arena floor during the 2015 Shriner’s BBQ. Carried 12. Staff Information Reports 12.1. RCP 15-29 – Apr-Jun 2015 RCP Departmental Activity Reports RCP 15-29 - Apr-Jun 2015 RCP Departmental Activity Reports RCP 15-29 - ATT 01 - Apr-Jun 2015 Activity - Rec Programs and Services RCP 15-29 - ATT 02 - Apr-Jun 2015 Activity - Culture and Heritage RCP 15-29 - ATT 03 - Apr-Jun 2015 Activity - Parks and Facilities Moved By: Councillor Adam Seconded By: Councillor Stephenson THAT Council receive Report RCP 15-29 – Apr-Jun 2015 RCP Departmental Activity Reports for information. Carried 13. Committee Minutes & Reports 13.1. Advisory Committee Minutes HBC Minutes May 2015 Airport Advisory June 2015 Development Committee April 2015 Development Committee May 2015 32 Council Meeting – Agenda - 17 - Parks & Rec Committee May 2015 Culture Committee May 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive the following minutes, HBC Minutes May 2015, Airport Advisory June 2015, Development Committee April 2015, Development Committee May 2015 Parks & Rec Committee May 2015 and the Culture Advisory Committee May 2015, as information. Carried 14. Notice of Motions Moved By: Deputy Mayor Beres THAT Staff review the 2016 rates and fee schedule to include discount rental rates for fundraising on Town owned properties. And that those discounts should apply to local Service Clubs and Fundraising organizations who partner in contributing funds for Town use. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council waive the Procedural By-Law 3511 Section 10.1.1 to put a motion on the floor at this time without proper notice. Defeated 15. By-Laws By-Laws from the Meeting of Monday, July 13, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 3928, To enter into an Agreement with Her Majesty The Queen In Right Of Ontario as represented by the Minister of Economic Development, Employment and Infrastructure; Certified Site Program Agreement; AND THAT By-Law 3925, Being A By-Law to Amend Zoning By-Law Number 3295, John Veldman (ZN 7-15-04), Schedule A, Explanatory Note, Key Map; AND THAT By-Law 3926, Being a By-Law to Designate a Certain Area of Land within the Town of Tillsonburg as a Site Plan Control Area (ZN 7-15-04), Schedule; 33 Council Meeting – Agenda - 18 - AND THAT By-law 3924, Being A By-Law to Amend Zoning By-Law Number 3295, Krystal & Michael West (ZN 7-15-03), Schedule A, Explanatory Note, Key Map AND THAT By-Law 3927 To Confirm the Proceedings of the Council Meeting of July 13, 2015, be read for a first, second and third and final time and that the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. Carried 16. Items of Public Interest 17. Adjournment Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Council Meeting of Monday, July 13, 2015 be adjourned at 10:21 p.m. Carried 34 Council Delegation Request This Delegation Request form 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 First Name Last Name Street Address Town/City Postal Code Phone Number E-mail Website: Do you or any members of your party require any accessibility accommodations? Yes No If yes, how can we assist? 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 your request for Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form. COMPLETE PAGE TWO (2) OF THIS FORM 35 Delegation Information (Must be completed) Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month): Subject of Delegation Names of Spokespersons (and positions) Name of Group or Person(s) being represented (if applicable) Brief Summary of Issue or Purpose of Delegation Will you be submitting a letter or petition for Council's consideration? Letter Petition The Delegation will not be submitting a letter or petition Will there be a Power Point presentation accompanying the Delegation Yes No Have you been in contact with a Staff member regarding the Delegation topic? Yes No If yes, please list the Staff member(s) you have been working with? 36 I acknowledge Delegations are limited to fifteen (15) minutes (including questions and answers): I accept I acknowledge that all presentation material must be submitted by 4:30 pm to the Deputy Clerk by the Friday before the meeting date: I accept 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. 37 Council Delegation Request This Delegation Request form 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 First Name Last Name Street Address Town/City Postal Code Phone Number E-mail Website: Do you or any members of your party require any accessibility accommodations? Yes No If yes, how can we assist? 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 your request for Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form. COMPLETE PAGE TWO (2) OF THIS FORM 38 Delegation Information (Must be completed) Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month): Subject of Delegation Names of Spokespersons (and positions) Name of Group or Person(s) being represented (if applicable) Brief Summary of Issue or Purpose of Delegation Will there be a Power Point presentation accompanying the Delegation Yes No Have you been in contact with a Staff member regarding the Delegation topic? Yes No If yes, please list the Staff member(s) you have been working with? I acknowledge Delegations are limited to fifteen (15) minutes each: I accept I acknowledge that all presentation material must be submitted by 4:30 pm the Friday before the meeting date: I accept 39 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. 40 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 Phone Number E-mail Request Details Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month) Subject and comments for the Request Dollar Amount Requested, if applicable: __________________________________________________________________________________ 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 41 Name of Staff Liaison Is there any supporting documentation you will be providing to Council? Will there be a Power Point presentation accompanying the request? 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: 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. Copy of the Resolution as passed by the Committee Acknowledged Acknowledged Yes No Yes No Please forward completed forms to the Deputy Clerk at jbunn@tillsonburg.ca 42 43 The National Mural Created by Canada’s Communities Celebrating 150 Years CANADA MOSAIC 44 Lewis Lavoie Key Artist/Director of Mural Mosaic Hello, What would a unified painting of Canada look like if it was painted by expressions of our people? As an artist, I am fascinated at the thought of what the final image will be when thousands of individual paintings, created by Canadians from coast to coast, are combined into one overall piece of art. Not long after completing the first mosaic murals eleven years ago, it became apparent to us that these murals had the ability to involve practically anyone, from professional artist to “first timers”, from the very young to our senior citizens. No matter what their background everyone had one thing in common, they were part of a bigger picture. From the smallest of us to the most influential, we all part of a bigger story. To me, this is the sheer definition of what a community is. It seemed that overnight, communities began asking us to create murals. Naturally, it came to me it would be incredible to create a mural that would connect our whole country. For years, I have been exploring what this would look like. Finally, the timing is perfect as Canada is about to celebrate 150 years. I have chosen the train and railroad and feel it is the ultimate theme for connecting the murals. Railways played an integral role in the process of tying regions together. My vision is to do the same with these murals. All aboard! Mural Mosaic Mural Mosaic began in 2003 and was founded by the trio of Lewis Lavoie, Paul Lavoie and Phil Alain. Lead by renowned artist Lewis Lavoie, the trio is based out of St. Albert AB and have been orchestrating collaborative murals around North America involving artists and non- artists alike from all over the world. Their murals have been featured at such events as the 2010 Winter Olympics in Vancouver, the 2012 Summer Olympics in London, the Centennial celebration of the Calgary Stampede, the Alberta Saskatchewan Centennial of 2005, the Edmonton Centennial of 2005 and a Royal unveiling for Queen Elizabeth II. The murals have included special guest team members ranging from renowned artists to celebrity and political guests. Some past participants and guests include The Barenaked Ladies Kevin Hearn, William Shatner, Mike Myers, Dan Aykroyd, Robert Bateman, Michelle Grant, Bill Lishman, Ian Tyson, Former Premiers Lorne Calvert and the late Ralph Klein and literally thousands more. Phil Alain, Paul Lavoie, Lewis Lavoie - Kunamokst Mural at the 2010 Olympic Games Buffalo Twins Mural 2005 Alberta / Saskatchewan Centennial Message from Lewis Lavoie CANADA MOSAIC.COM CANADA MOSAIC.COM 45 In 2017, Canada will turn 150 years old. It is a country that has welcomed the world through its borders. To celebrate this birthday, the Mural Mosaic team is launching a bold undertaking. Over a two year span, the trio plan to create a mural including all provinces and ter- ritories, over 80,000 paintings and 150 individual murals that when united will form one gigantic mural mosaic. The mural, if ever connected would be over 365 meters wide (4 football fields) x 2.5 meters high (8 feet). The mural will represent a cultural mosaic, a time capsule, a visual portrayal of history, an art masterpiece from the soul of the nation. An art piece that fifty years from now, may inspire another generation, who will in turn be able to celebrate through the mural, and maybe take it upon themselves to add to this memory. Like the first settlers to come to the country, this project is full of ambition, adventure and the desire to trail blaze into new exciting frontiers. It will also face great challeng- es and obstacles. But, if history proves itself correctly, the trio of art explorers – Lewis Lavoie, Paul Lavoie and Phil Alain will find their way and en route will meet up with like-minded art explorers and something remarkable will be born. 150 Murals in 150 Communities completed by July, 2017. Each province and territory will have only 5-15 individual communities who will be selected to represent the province and the nation. Each community will host an event inviting participants from far and wide from their region to participate and create their own community mural, which will then connect to the nation. Upon the completion of the entire Canada 150 Mosaic, each community mural will reside in the town or city where it was created as a reminder of the 150th anniversary, and the pride of the community and the nation Project Purpose Project Goal CANADA MOSAIC.COM CANADA MOSAIC.COM 46 CANADA MOSAIC.COM Community Mural Events Each community mural created will have between 400-750 tiles to paint. The Canada 150 Mosaic team of artists and facilitators will come to your community and work with you to create an ultimate two-day painting event like no other. Any skill level is welcome, all ages are welcome, you do not have to be an artist! Every tile painted will be 4 inches x 4 inches in size, creating a unified community mural. Once your community mural is complete it will be virtually connected to other communities creating one massive overall National mural connecting the country coast to coast. Your mural contribution to the Canada 150 Mosaic will be permanently displayed in your community creating a lasting legacy landmark of Canada’s 150th celebration. Individual painting created by a community member finds its place within the community mural Community Mural finds its place in the Canada 150 National Mural Community mural virtually connects to the next community mural resulting in The Canada 150 Mosaic. This project has been designed to be a collaboratively funded community experience. The total cost of each mural will be shared by its community and corporate sponsors. 8 x 8 Community Mural $20,000 Up to 400 Participants Community investment - $10,000 8 x 12 Community Mural $22,500 Up to 750 Participants Community investment - $12,500 Your Community Mural includes: P Mural designed by Lewis Lavoie - uniquely representing your community P The Canada 150 Mosaic team travels to your community to facilitate painting workshops P All materials P Travel and Administrative Costs P Up to 750 community members involved P Mounting, clearcoating and photographing (ready to hang) P 100 poster prints of your completed community mural P Online presence virtually connecting to other communities on Canada150Mosaic.com up to 750 participantsup to 400 participants The Making of a Community Mural Community Investment CANADA MOSAIC.COM 47 Contact Tracy Oliver, Project Coordinator tracy@muralmosaic.com | Ph. 780-953-1519 www.canada150mosaic.com CANADA MOSAIC.COM 48 STAFF REPORT RECREATION, CULTURE & PARKS Title: Recreation, Culture and Parks 2015 Q1 Results Report No.: RCP 15-32 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: RECOMMENDATION THAT Council receives Report RCP 15-32 - Recreation, Culture and Parks 2015 Q2 Results for information. EXECUTIVE SUMMARY This report provides Council with the January 1, 2015 to June 30, 2015 RCP Department operational and financial results. SUMMARY OF OPERATIONAL RESULTS 2015 Business Objectives Objective Target Date Status Undertake a comprehensive concept design process to extend the useful life and improve the functionality and amenity level of the Tillsonburg Community Centre. Q1-Q4 On Schedule Complete a Cycling Master Plan and update the Trails Master Plan. Q1-Q3 On Schedule Begin the 5-year review of the Community Parks, Recreation & Cultural Strategic Master Plan Q4 On Schedule Host the Bi-annual Tillsonburg Sports Hall of Fame Ceremony Q3 On Schedule Implement Special Events Policy Q1-Q4 On Schedule Initiate procurement analysis and recommendation for replacement facility booking, program registration and POS software to replace CLASS 7.0 Q2-Q3 On Schedule Work with Oxford County museums and other partners to organize a County wide 5 year initiative to commemorate the 100th Anniversary of WW1 through hosting 100 events throughout the County between 2014 and 2018. Q 1 -4 On Schedule Increase awareness, attendance and potentially revenue by hosting a series of special events and programs to celebrate the 190th Anniversary of the founding of the Town by George Tillson in 1825 Q 1-4 On Schedule RCP 15-32 - Recreation, Culture and Park 1/3 49 Create working committee with Tourism Oxford, Oxford Creative Connections Inc. and The Woodstock Museum NHS to begin the planning process for “Wilde Oxford” an event in 2017 to celebrate the 135th Anniversary of Oscar Wilde’s visit to Oxford County Q 1-4 On Schedule Lead the consortium of groups implementing the Cultural Improvement Alliance project. Q 1 -4 On Schedule Create and implement four broad based cultural opportunities/ events (1 per quarter) for Tillsonburg residents. Q 1-4 On Schedule Update Subdivision Manual and Parkland Design Standards Manual that provides the development industry with technical guidance on the parks amenities. Q1 Drafts complete Partner with Trans Canada Trail. Oxford County, SWOX & Norwich Township, to initiate using the CASO rail line to connect Tillsonburg trails to Norfolk County. Q1-Q4 On Schedule Continue implementing revitalization plan for the Tillsonburg Cemetery and Pioneer Cemetery (6-16) 2015-16 focus: columbaria and in-ground cremation gardens. Q2 On Schedule Initiate preliminary stages of Town-wide Asset Management Plan for Facilities. Q3-Q4 On Schedule Complete Disc Golf facility and Kiwanis Coronation Park revitalization project. Q1-Q2 Completion Q3 Continue Annandale Diamond revitalization project including Trillium Foundation application. Q1-Q4 On Schedule Complete capital roof repairs at OPP HQ, Elliott Fairbairn & TCC. Q2-Q3 On Schedule Key Indicators 2015 2014 % change Comment Museum: attendance - headcount 6,674 4,436 50%Shunpiker tour, Turtlefest Programs: Rink bookings (ice) -hours 1,881 1,923 -2% Programs: Rink bookings (floor) - hours 51 65 -22% Programs: Health Club attendance - headcount 14,473 13,626 6% Programs: Memberships - headcount 917 937 -2% Programs: Aquatic registrations - headcount 1,649 1,663 -1% Programs: Advanced/Leadership - headcount 71 122 -42%scheduled for Q3 in 2015 Programs: Adult registrations - headcount 1,132 167 578%change from registration to headcount Programs: Youth registrations - headcount 534 580 -8% Programs: Waterpark attendance - headcount 3,131 4,118 -24%shorter season, weather Programs: Tournaments (ice/pool/field)11 11 0% Programs: Room rentals (non-admin)343 263 30%increase in buck & does, meetings Programs: Advertising revenue (guide,boards,fences)22,846$ 19,450.00$ 17% Cemetery: Niche & Plot sales (count)19 30 -37%weather, delay in columbaria install Cemetery: Interments (count)68 54 26% RCP 15-32 - Recreation, Culture and Park 2/3 50 FINANCIAL IMPACT The 2015 Q2 RCP Department variance summary is as follows: Cemetery labour is over budget with an off-set savings in the Parks division. Cemetery expenditures may be over budget resulting from winter damage to the building and further costs are anticipated in this area. The projection for year-end is that the deficit at the cemetery may be $57,000. The Culture & Heritage Division (Museum) spring event did not sell out as in previous years, and building maintenance expenses are over due to snow removal costs and repairs to HVAC units. Year-end projections are that the deficit may increase to $15,000. The Parks, Facilities & Programs divisions are experiencing a variety of pressures. Parks labour costs will be significantly under budget to off-set staff time spent in the Cemetery. Full time Program labour is over budget. Winter maintenance equipment rental is over budget. The deficit in this area may be $19,000. The projected deficit for the Department at year-end is $91,000. Staff is currently working on a mitigation plan and will advise Council. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. Division Budget Actual Variance (under)/over Cemetery $58,980 $103,821 $44,841 Museum $141,459 $146,410 $4,951 Parks, Facilities & Programs $1,431,861 $1,435,791 $3,930 EFC ($10,070)($18,436)($8,366) Totals $1,622,230 $1,667,585 $45,355 RCP 15-32 - Recreation, Culture and Park 3/3 51 STAFF REPORT FINANCE Title: 2015 SECOND QUARTER FINANCIAL RESULTS Report No.: FIN 15-32 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: 2015 ACTUAL VARIANCES Q2 RECOMMENDATION THAT Council receives report FIN 15-32 2015 Second Quarter Financial results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2015 to June 30, 2015 Town wide actual financial results and projections through to December 31, 2015. SUMMARY OF OPERATIONAL RESULTS The attached spreadsheet summarizes by department the variances between 2015 actual results as at June 30, 2015 and the 2015 YTD budget. The overall Town wide consolidated surplus as at June 30, 2015 is $176,711, and the projected deficit through to December 31, 2015 is $92,000 or 0.7% of the 2015 requirement from taxation. Questions or comments relative to the departmental 2015 Q2 revenues and expenditures and projections through to December 31, 2015 should be referred to the other members of Senior Management for commentary. 52 2015-Quarter 22015 Operating & Capital Status Report YTD BudgetRevenue YTD BudgetExpenditures YTD BudgetNet levy YTD ActualRevenue YTD ActualExpenditures YTD ActualNet levy YTD Revenue YTDExpenditures YTD Net levy Explanations Council $ - 147,050$ 147,050$ -$ 149,659$ 149,659$ -$ 2,609$ 2,609$ Net election Costs over $1,700; Training Under budget $2,500: Net labour over $1,000 - per Diem; Special Events over $1,500 - timing; Meeting Expense over $800;Customer Service $ 131,778 160,885$ 29,107$ 135,329$ 159,667$ 24,338$ (3,551)$ (1,218)$ (4,769)$ Net revenue over budget $3,500; Net labour over budget $9,950 - Allocation of Manager's time between Finance; Training under budget $2,500; Billing related expense under $4,800 postage & equipment rental; Net Building Maintenance under budget $1,100; All other net expenditures under budget $2,800 Protection $ 50,349 145,955$ 95,606$ 49,977$ 136,209$ 86,232$ 372$ (9,746)$ (9,374)$ Net labour under budget $2,300; Miscellaneous Exp under budget $1,000 - Marketing & Communications; Net Animal Control under budget $4,500; All other net expenditures under budget $1,600Development & Communication Services $ 10,000 100,818$ 90,818$ 21,969$ 85,242$ 63,273$ (11,969)$ (15,576)$ (27,545)$ Net Discover Tillsonburg is under budget $27,500 Economic Development $ 219,187 211,211$ (7,976)$ 221,144$ 205,333$ (15,811)$ (1,957)$ (5,878)$ (7,835)$ Net revenue over budget $1,950; Net labour over $2,500; Meeting Expense under budget $2,300; Advertising expense over budget $5,600; Special project under budget $8,200 - Town Re-branding; All other net expenditures under budget $3,500Finance $ 478,933 1,461,038$ 982,105$ 472,203$ 1,494,014$ 1,021,811$ 6,730$ 32,976$ 39,706$ Net Revenue under budget $6,700; Net labour under budget $45,200 - CSC Manager allocation between customer service, vacant deputy clerk & FRAM; Legal over budget $26,700 - OMB hearings; Debt principal over budget $15,100 - allocation of debt paid off - offset/surplus in Storm, Conservation; Arena Facility departments; Net building Expense under budget $10,400; Corp overhead recovery under budget $47,400 - Allocation of FRAM to THI, offset with surplus in labourPolice $ 196,833 1,668,151$ 1,471,318$ 192,479$ 1,656,993$ 1,464,514$ 4,354$ (11,158)$ (6,804)$ Net revenue under budget $4,300; Net labour over budget $4,300; Net Building Maintenance is under budget $7,900; Net Police Services Board is under budget $2,100; OPP subcon expense is under budget $5,400Fire $ 123,399 699,640$ 576,241$ 139,066$ 628,294$ 489,228$ (15,667)$ (71,346)$ (87,013)$ Net revenue over $15,700; Net labour under budget $58,200 - $22,000 re Vacant Prevention Officer; $25,000 Fire Communications; Firefighters $12,000; Equipment Maintenance Contract over budget $6,200; Supplies under budget $6,200; Special Events under budget $8,500; Training under $6,800 Airport $ 203,257 258,718$ 55,461$ 238,346$ 248,962$ 10,616$ (35,089)$ (9,756)$ (44,845)$ Net Fuel sales profit of $10,900; Net labour under budget $10,700; Subcontractor Expense under budget $7,900 -Winter Maintenance; Special Projects under budget $7,000: Underwing fuel nozzle & Clearing land to improve drainage; Net capital under budget $6,400 - revenueCemetery $ 91,951 150,931$ 58,980$ 63,015$ 166,836$ 103,821$ 28,936$ 15,905$ 44,841$ Net Revenue under budget $28,900; Net labour over budget $14,700; Subcontractor expense under $6,800; Supplies over $4,800; Net capital expenditures over $6,600; Columbaria Expense under $3,500Museum $ 64,397 205,856$ 141,459$ 61,743$ 208,153$ 146,410$ 2,654$ 2,297$ 4,951$ Net Revenue under budget $2,700; Net labour under budget $2,000; Net Building Expenses over budget $2,400; Phone expense over budget $2,200 Parks & Recreation $ 670,447 2,102,308$ 1,431,861$ 654,030$ 2,089,821$ 1,435,791$ 16,417$ (12,487)$ 3,930$ Net revenue over $11,300; Net labour over $6,200; Building Repairs & Maint. under $18,200; Equipment Supplies & Repairs under $23,200; Subcontractor Exp over $18,300 - Parks & Facilities; Debt payments under $7,000 - Relating to debt balloon payment; Equipment Rental over budget $13,000 - Parks; Program & General Supplies over budget $16,100; Training is over budget $2,300; Net Capital over $2,600; All other net expenditures over budget $5,200 EFC $ 32,499 22,429$ (10,070)$ 37,491$ 19,055$ (18,436)$ (4,992)$ (3,374)$ (8,366)$ Rent Revenue over budget $5,000; Net expenditures under budget $3,400Roads $ - 2,150,302$ 2,150,302$ -$ 2,164,543$ 2,164,543$ -$ 14,241$ 14,241$ Net labour over $24,800; Supplies over $20,600 - winter maintenance; Debt payments under budget $9,900 - Relating to debt balloon payment; Training over budget $5,400; Subcontractor expense is under budget $41,300; Streetlights Capital over budget $13,300 Parking $ 69,729 67,087$ (2,642)$ 70,012$ 57,222$ (12,790)$ (283)$ (9,865)$ (10,148)$ Net labour under budget $8,400; Snow Removal under budget $2,900;Solid Waste $ 65,280 177,266$ 111,986$ 56,794$ 160,068$ 103,274$ 8,486$ (17,198)$ (8,712)$ Net labour under $14,100; Subcontractor Expense over budget $4,300Building $ 133,800 183,150$ 49,350$ 112,152$ 143,137$ 30,985$ 21,648$ (40,013)$ (18,365)$ Net revenue under budget $21,600 - Permit revenue; Net labour under budget $35,500 - vacant deputy building official; Advertising Expense is under budget $2,500; Training is under budget $1,300; Miscellaneous Exp under budget $1,700 - Marketing & Communications; All other net expenditures under budget $3,900 Engineering $ 5,500 202,939$ 197,439$ 11,196$ 192,583$ 181,387$ (5,696)$ (10,356)$ (16,052)$ Net revenue over budget $5,700; Net labour under budget $4,500- Vacant Manager; Training is under budget $3,800; All other net expenditures under budget $ 2,000Enterprise Services $ 15,288 32,397$ 17,109$ 14,893$ 26,902$ 12,009$ 395$ (5,495)$ (5,100)$ Net Labour under $3,400; All other expenditures under budget $1,700Fleet $ 581,334 856,976$ 275,642$ 592,511$ 836,093$ 243,582$ (11,177)$ (20,883)$ (32,060)$ Net labour over $20,800; Net revenue under $14,900 - primarily external parties (Hydro); Equipment Supplies & Repairs under $20,100; Subcontractor Expense under $10,200; Fuel & Oil expense under $27,600; General supplies is under $5,800; Subcontractor expense under $8,300; Special Projects under $4,500 Taxation requirement: Deficit/(Surplus)3,143,961$ 11,005,107$ 7,861,146$ 3,144,351$ 10,828,786$ 7,684,435$ (390)$ (176,321)$ (176,711)$ Actual Variance(Surplus)/DeficitBudget C:\Users\TSmith\AppData\Local\Temp\AgendaManager\2015 Actual Variances - Q2 06/08/2015PDF created with pdfFactory Pro trial version www.pdffactory.com 53 s relating to election system over $1,200; FT labour over $6,500; Meeting over $3,300; 0 Subcon Expense is under $19,400 : Animal control contract; 0 Revenue over $6,300; Miscellaneous Exp under $2,200; HLW over $2,250; Net labour over $1,650; Insurance under $1,000-5600 $2,609 $(4,769) $(9,374) $(27,545) $(7,835) $39,706 $(6,804) $(87,013) $(44,845) $44,841 1 $4,951 $3,930 $(8,366) $14,241 $(10,148)$(8,712) $(18,365) 1 $(16,052) $(5,100) $(32,060) $(100,000) $(80,000) $(60,000) $(40,000) $(20,000) $- $20,000 $40,000 $60,000 $( S u r p l u s) o r De f i ci t 2015 Q2 Net Levy Variances Council Customer Service Protection Development & Communication Services Economic Development Finance Police Fire Airport Cemetery Museum Parks & Recreation EFC Roads Parking Solid Waste Building Engineering Enterprise Services Fleet Q2 Net Surplus $176,711 C:\Users\TSmith\AppData\Local\Temp\AgendaManager\2015 Actual Variances - Q2 06/08/2015PDF created with pdfFactory Pro trial version www.pdffactory.com 54 2015-Quarter 2 2015 Operating & Capital Status Report YTD Revenue YTD Expenditures YTD Net levy Annual Revenue Annual Expenditures Annual Revenue Annual Expenditures Net Variance Deficit (Surplus) Explanations Council -$ 2,609$ 2,609$ $ - $ 287,200 -$ 287,200$ -$ Anticipate to meet budgetCustomer Service (3,551)$ (1,218)$ (4,769)$ $ 383,705 $ 287,017 383,705$ 287,017$ -$ Anticipate to meet budgetProtection372$ (9,746)$ (9,374)$ $ 76,400 $ 295,349 76,400$ 295,349$ -$ Anticipate to meet budgetDevelopment & Communication Services (11,969)$ (15,576)$ (27,545)$ $ 105,712 $ 309,583 105,712$ 309,583$ -$ Anticipate to meet budgetEconomic Development (1,957)$ (5,878)$ (7,835)$ $ 1,166,786 $ 1,404,886 1,166,786$ 1,426,886$ 22,000$ CIP costs over budget Finance 6,730$ 32,976$ 39,706$ $ 1,379,504 $ 3,270,463 1,379,504$ 3,307,463$ 37,000$ OMB Hearing Costs; Over time costsPolice4,354$ (11,158)$ (6,804)$ $ 668,822 $ 3,586,972 668,822$ 3,586,972$ -$ Anticipate to meet budget Fire (15,667)$ (71,346)$ (87,013)$ $ 260,607 $ 1,487,871 260,607$ 1,428,871$ (59,000)$ Fire Prevention Officer not approved Airport (35,089)$ (9,756)$ (44,845)$ $ 1,009,513 $ 1,101,785 1,009,513$ 1,079,785$ (22,000)$ Special projects and subcontract under budget Cemetery 28,936$ 15,905$ 44,841$ $ 198,900 $ 321,028 198,900$ 378,028$ 57,000$ Labour over budget - offset in Parks; winter damage to the building; tree removals; capital over budget Museum 2,654$ 2,297$ 4,951$ $ 143,249 $ 432,393 143,249$ 447,393$ 15,000$ Revenue shortfall; snow removal costs; HVAC repairs Parks & Recreation 16,417$ (12,487)$ 3,930$ $ 1,883,880 $ 4,795,997 1,883,880$ 4,814,997$ 19,000$ Program labour over budget; Parks labour under budget - offset in Cemetery; winter maintenance equipment rental over budget EFC (4,992)$ (3,374)$ (8,366)$ $ 220,000 $ 192,486 220,000$ 192,486$ -$ Anticipate to meet budget Roads -$ 14,241$ 14,241$ $ 1,975,624 $ 4,697,135 1,975,624$ 4,730,135$ 33,000$ Winter maintenance supplies; Streetlight capitalParking(283)$ (9,865)$ (10,148)$ $ 139,460 $ 139,460 139,460$ 139,460$ -$ Anticipate to meet budgetSolid Waste 8,486$ (17,198)$ (8,712)$ $ 281,120 $ 411,113 281,120$ 411,113$ -$ Anticipate to meet budget Building 21,648$ (40,013)$ (18,365)$ $ 285,450 $ 345,259 285,450$ 345,259$ -$ Anticipate to meet budget Engineering (5,696)$ (10,356)$ (16,052)$ $ 100,200 $ 515,730 100,200$ 505,730$ (10,000)$ Vacancy; additional revenue Enterprise Services 395$ (5,495)$ (5,100)$ $ 197,580 $ 76,050 197,580$ 76,050$ -$ Anticipate to meet budgetFleet(11,177)$ (20,883)$ (32,060)$ $ 2,696,782 $ 2,435,532 2,696,782$ 2,435,532$ -$ Anticipate to meet budget Taxation requirement: Deficit/(Surplus)(176,711)$ 13,173,294$ 26,393,309$ 92,000$ 13,080,015 Q2 Variance 2015 Annual Budget Forecast to Year End C:\Users\TSmith\AppData\Local\Temp\AgendaManager\2015 Actual Variances - Q2 06/08/2015PDF created with pdfFactory Pro trial version www.pdffactory.com 55 STAFF REPORT FINANCE Title: 2015 SECOND QUARTER FINANCE DEPARTMENT RESULTS Report No.: FIN 15-33 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: RECOMMENDATION THAT Council receives report FIN 15-33 2015 Second Quarter Finance Department results as information. EXECUTIVE SUMMARY To provide Council with the actual January 1, 2015 to June 30, 2015 Finance Department financial results and the projected Finance Department 2015 financial results. SUMMARY OF OPERATIONAL RESULTS 2015 Business Objectives Objective Target Date Status Lotus Notes to Exchange Conversion Q1 Delayed due to Domino Doc/Laserfiche conversion project delays. Revised timing is Q3. Upgrade Great Plains software TBD Revised timing is Q3. Upgrade Class software Q2 Project planning under way for Q3. Upgrade Northstar software TBD Dependent on THI budget. FMW Budget software Q3 Project kickoff in Q2. Training to managers in Q3. Town website redevelopment Q2 Vendor selected in Q2. Active project with completion in Q1 2016. 56 Objective Target Date Status Cash forecasting model Q4 Project deferred to 2016. Investigate the One Investment Program Q4 Project deferred to 2016. Outbound call automation through the IVR Q2 Dependent on THI budget. Northstar report training Q3 Dependent on Northstar upgrade Business license automation Q4 Implementation of Laserfiche Records Management System Q1 Clerk’s Office staff is currently working in the program; migration from domino doc complete; and Staff working on policies. TOMRS training for all staff Q1 Staff currently working on training material. September training planned. Laserfiche records management user training Q1 Staff currently working on training material. September training planned. Hire Records Management Coordinator Q2 Complete. Local Government Week Q4 Staff working on project; Q4 to be completed. Key Indicators 06/30/2015 06/30/2014 Tax Receivables $651,004 $826,255 Accounts Receivable $273,710* $289,650 * Approximately $76,656 outstanding from three airport land tenants; GOALS FOR Q3 2015 • Continued implementation of the IT Strategic Plan. • Lotus notes to Exchange. • Great Plains software to be upgraded. • Class software to be upgraded. • Website redevelopment continues. • FMW budget software rollout and 2016 budget to begin. 57 FINANCIAL IMPACT/FUNDING SOURCE Overall the 2015 second quarter Finance Department variance summary is as follows: 2015 Budget vs. Actual Variance Summary Department (under)/over Finance $39,706 Customer Service $(4,769) Police $(6,804) Total variances $28,133 Variances anticipated through to December 31, 2015 include OMB legal costs of $27,000 and staff overtime, $10,000. 58 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: ECONOMIC DEVELOPMENT SECOND QUARTER REPORT Report No.: DCS 15-34 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: AUGUST 10, 2015 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 15-34 Economic Development Second Quarter Report for information purposes.” EXECUTIVE SUMMARY Economic Development Activity Q2 2014 (ACTUAL) Q2 2015 (YTD TARGET) Q2 2015 (YTD ACTUAL) Lead Files Opened 25 40 33 Lead Files Closed 28 50 21 Corporate Visits 19 12 13 Client Visits 6 10 7 New Businesses Opened 7 4 10 Businesses Closed 3 N/A 3 Website Activity (Main Business Page) 1,490 1,300 1,614 Website Activity (Business Directory) 2,986 2,700 2,816 New businesses, website activity and corporate visits are tracking above targets while lead files and file management are tracking below targets. 59 Airport Activity Q2 2014 (ACTUAL) Q2 2015 (YTD TARGET) Q2 2015 (YTD ACTUAL) Lead Files Opened (Hangar Inquiries) 4 4 2 Fuel Sales (Litres) 108,605* 65,000 98,562 Fuel Sales Profit N/A $20,540 $31,453 Movements 5,446 N/A 5,959 Airport fuel sales have hit records (not including 2014 airshow amounts) for five of the six months in the first half of 2015. Fuel sales profit is $31,453 or $10,913 more than projected. Movements are also up 9% year to date. FINANCIAL IMPACT/FUNDING SOURCE The Economic Development Office variances for 2015, including Airport and Discover Tillsonburg, are as follows: Department Variance Explanation Forecast (To Dec 31, 2015) Economic Development ($7,835) Net revenue over budget $1,950; Net labour over $2,500; Meeting Expense under budget $2,300; Advertising expense over budget $5,600; Special project under budget $8,200 - Town Re-branding; All other net expenditures under budget $3,500 Over budget by $22,000 due to increased Community Improvement Plan costs* Airport ($44,845) Net Fuel sales profit of $10,900; Net labour under budget $10,700; Subcontractor Expense under budget $7,900 -Winter Maintenance; Special Projects under budget $7,000: Underwing fuel nozzle & Clearing land to improve drainage; Net capital under budget $6,400 - revenue Under budget by $22,000 due to reduced full-time labour costs and increased fuel profits Development & Communications ($27,545) Discover Tillsonburg under budget In line with approved budget *NOTE: The Community Improvement Plan program budget amount was reallocated from the Development & Communications Services budget to the Economic Development Budget in June 2015. Page 2 / 2 CAO 60 STAFF REPORT FIRE & RESCUE SERVICES Title: SECOND QUARTER 2015 DEPARTMENT RESULTS Report No.: FRS 15-10 Author: JEFF SMITH Meeting Type: COUNCIL MEETING Council/Committee Date: August 10, 2015 Attachments: NIL RECOMMENDATION THAT Council receives report FRS 15-10 Second Quarter Fire & Rescue Services Results as information. EXECUTIVE SUMMARY To provide Council with the April 1, 2015 to June 30, 2015 Fire & Rescue Services performance results. SUMMARY OF OPERATIONAL RESULTS 2015 Business Objectives Objective Target Date Status Auto Extrication Rescue Equipment Q3 RFP issued Traffic Signal Priority Control System Q3 Incomplete Water Rescue Equipment (Phase 2) Q2 In progress Fire Ground Power Equipment & Tools Q2 Quotations issued MSA SCBA lease (year 10 of 10) Q2 Completed Recruit & Hire Fire Prevention Officer Q3 Cancelled Strategic Planning Process Ongoing Community Member Recruitment progressing Succession Management Plan Ongoing Officer Development and Officer Candidate Training implemented 61 Key Indicators 23 Firefighters on average attended training exercises with an average participation rate of 83%. The Average firefighter, year to date, has attended 74% of Platoon calls and 53% of All Calls. Fire Suppression Division emergency calls to end of Q2 are 9% lower than the same period last year and 4% above the three year call volume average for the same period. 2015 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 12 190 Overpressure Rupture/Explosion (No Fire) 1 7 Pre Fire Conditions/ No Fire 11 70 False Fire Calls 47 292 Carbon Monoxide False Calls 13 57 Public Hazard 16 112 Rescue 22 132 Medical/Resuscitator Call 4 9 Other Response 6 201 2015 Dollar Loss / Loss Prevention Number of Property Fire Incidents Estimated Property Value at Risk Estimated Structure Fire Loss Estimated Content Fire Loss Property Fire Loss Prevented Q1 5 $3,588,000 $200,500 $95,500 $3,292,000 Q2 4 $11,151,000 $7,000 $22,000 $11,122,000 Q3 - - - - - Q4 - - - - - Year to Date 9 $14,739,000 $207,500 $117,500 $14,414,000 Year to Date Total Fire Loss (structure & contents): $325,000 62 Apparatus Utilization Apparatus 2015 2nd Quarter 2015 Year to Date 2014 2nd Quarter 2014 Year End Car 1 22 43 39 124 Car 2 17 43 40 139 Pumper 1 17 32 28 90 Pumper 2 35 97 60 214 Rescue 3 6 20 22 75 Ladder 4 17 66 51 155 Public Education Types 2015 2nd Quarter 2015 Year to Date 2014 2nd Quarter 2014 Year End Station Tours 1 1 3 16 Presentations 13 14 4 15 Newspaper/Media 6 11 8 20 Charity Event 3 3 4 8 Fire Communication Report Fire Communications Dispatched Incidents (all customers, including Tillsonburg) 2015 2nd Quarter 2015 Year to Date 2014 2nd Quarter 2014 Year End 474 942 479 1,950 Non-Emergency Calls (Customer Service, Burn Activation Lines etc.) (all customers, including Tillsonburg) 2015 2nd Quarter 2015 Year to Date 2014 2nd Quarter 2014 Year End 3535 6092 4000 14,228 63 FINANCIAL IMPACT/FUNDING SOURCE Fire & Rescue Service is currently $87,013 under budget, mostly due to Fire Suppression Fire Communication labour being $37,000 under. The Fire Communicators contract negotiations have concluded and the anticipated financial impact is estimated to be $20,400 ($10,700 negotiated impact and $9700 pay equity). The Firefighters contract is in the process of being negotiated and the Q2 wage file was budgeted with the base assumption that an economic increase will be required once the contract is finalized. Net revenue is $15,700 over budget. With the Fire Prevention Officer position not filled, the financial forecast for Fire & Rescue Services through to December 31, 2015 is to be $57,000 under budget. 2015 Q2 Financial Summary Department (under)/over Fire & Rescue Services $(87,013) Total variances (Q1) $(87,0137) 64 1 CAO STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Building/Planning/By-Law Services 2015 Second Quarter Report Report No.: DCS 15-33 Author: GENO VANHAELEWYN – Chief Building Official Meeting Type: COUNCIL MEETING Council Date: AUGUST 10, 2015 Attachments: - RECOMMENDATION: THAT Council receives Report DCS 15-33 Building/Planning/By-Law Services 2015 Second Quarter Report as information. EXECUTIVE SUMMARY To provide a Building, Planning and By-Law activity report for the Second Quarter of 2015. BACKGROUND This report covers the period from January 1, 2015 to June 31, 2015. A slight decrease in activity in terms of value of construction was recorded compared to 2014 due to a large drop in the institutional sector as expected. The overall number of permits issued has also decreased. The residential housing construction market remained stable with a slight decrease in the construction of single detached units and a notable increase in apartment units. Industrial and commercial sectors both experienced a decrease in value of construction. These activities are noted in the tables below. 2015 – Q2 Building Permit Activity Total Permits Issued 155 Total Construction Value $9,223,733 Total Permit Revenue $103,822 65 2 CAO VALUE OF CONSTRUCTION COMPARISON VALUE OF CONSTRUCTION COMPARISON TYPE 2012 2013 2014 2015 Residential (Value) 5,782,642 6,169,114 7,854,086 7,614,660 Commercial (Value) 4,037,000 565,057 693,799 154,300 Industrial (Value) 421,000 2,146,100 1,052,500 92,600 Institutional (Value) 67,200 791,175 4,393,400 1,362,173 TOTAL 10,307,842 9,671,446 13,993,785 9,223,733 RESIDENTIAL $7,614,660 INSTITUTIONAL $1,362,173 COMMERCIAL $154,300 INDUSTRIAL $92,600 66 3 CAO PERMITS ISSUED COMPARISION TYPE 2011 2012 2013 2014 2015 Single Detached Dwellings 24 32 26 38 27 Total Dwelling Units 101 32 29 41 50 Total All Permits 140 150 162 185 155 RESIDENTIAL DEVELOPMENT DEVELOPER NUMBER OF SINGLE DETACHED DWELLINGS PK Construction – Baldwin Place 8 Hayhoe Homes – Park Place/Reynold’s Way 10 Fusion Homes – Victoria Woods 0 Gentrac Homes – Wood Haven Drive 0 Riviera Homes – Langrell Avenue 0 Landmark Homes – William Street 1 Bamford Homes – South Ridge Heights 2 H.E.G. Homes 1 Oxford Builders 1 Private 4 INSPECTION ACTIVITY COMPARISONS Output Measures/Activity Quantity 2014 Quantity 2015 Building Inspections Completed 539 569 Major construction/development projects:  TVDSB- Westfield Public School  TVDSB- South Ridge Public School Addition  Harvest Retirement Community-Phase 2 Addition  41 Broadway – Commercial/Residential Alterations  51 Broadway – Commercial Alteration  31 Maple Lane- Non-Profit Housing 12 Unit Addition  46 Ridout W - St. John’s Anglican Church – Renovation/Addition  51 Venison W - St Mary’s Catholic Church – Renovation 67 4 CAO BUILDING FINANCIAL IMPACT Financial records indicate that the Building sector has a surplus of $18,365 at the end of Q2; however, the decrease in value of construction is a direct result of the decreased revenue found in the financial records. The forecast at this time for year end is to be on budget. 2015 – Planning Activity Output Measures/Activity 2014 2015 Minor Variance Applications 1 5 Zone Change Application 2 4 Site Plan Formal Consultations 2 2 Site Plan Approvals 4 3 Site Plan Applications (in progress) 3 6 Subdivision Agreements 0 2 Subdivision Amendment Agreements 0 0 SITE PLAN APPLICATIONS (in progress)  124 Tillson Ave – Gas Station  183 Tillson Ave – Tillsonburg Rentals  1 Clearview- Siemens  51 Venison St West- St. Mary’s Church  273 Quarter Town Line- Bethel Church  2 Clearview Dr- Tillsonburg Mini Storage BY-LAW ACTIVITES Records indicate that by-law and property standard activities and occurrences are fairly consistent with the previous year. These activities are noted in the tables below. 68 5 CAO 2015 – By-Law Activity Output Measures– Quantity 2014 2015 Parking Tickets Issued 240 337 Temporary Parking Permits 0 0 Animal Tags Issued Cats 886 845 Dogs 1686 1815 Enforcement – Complaints and Occurrences Parking, Noise, Garbage, Taxi 96 103 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 116 113 Animal Control 196 184 BY-LAW FINANCIAL IMPACT Financial records indicate that the By-Law sector has a surplus of $9,374 at the end of Q2. The forecast at this time for year end is to be on budget. DEPARTMENTAL TASKS Second quarter tasks:  Train New Property Standards/By-Law Enforcement Officer  Train Contract Deputy CBO  Summer Student Training  Fence and Pool By-Law research/review  CIP Program Review  Subdivision Agreement Review  Review Municipal Addressing Policy  Crossing Guard Location Review  Updated “Doing it Right” brochures/publications  2015 Façade Improvement Program The third quarter will continue to keep staff busy with school occupancy inspections, by- law inquiries, by-law review, and the façade improvement program. 69 STAFF REPORT OPERATIONS SERVICES Report Title: 2015 Second Quarter Operation Services Report Report No.: OPS 15-22 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: AUGUST 10, 2015 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 15-22 2015 Second Quarter Operations Services as information. SUMMARY To provide Council with the January 1, 2015 to June 30, 2015 Operations Services financial results. Table 1: 2015 Operations Business Plan Objective Target Project Status Subdivision Agreement revision to mitigate construction & financial issues Q1 Completed Restructure Encroachment Permit process to reduce exposure to risk Q1 In Progress Revise Construction Contract documentation to current specifications Q1 Completed Update Engineering Design Criteria to current industry standards & practices Q2 Delayed Asset Management Projects Q2/Q3  Road Condition Assessments In Progress  Sewer CCTV Inspections Preparing RFT OSIM biennially bridge & culvert inspections (O.Reg. 104/97) Q3 RFP Issued Traffic Count Study Q2/Q3 RFP Awarded Swance Municipal Drain (Norwich drainage improvement initiative) Q3/Q4 Culvert installation expected early Sept Baldwin St. Storm Outlet Repair Q2/Q3 RFT Awarded Asphalt Resurfacing Program Q2/Q3 RFT Awarded Page 1 / 3 70 North Street Sidewalk – Phase B Q3/Q4 In Progress (Oxford County Rd 20) Trottier Subdivision Phase 1 Reconstruction – Stage 3 Q3/Q4 In Progress Camdon Court Reconstruction Q3/Q4 In Progress Third St. Reconstruction Q3/Q4 In Progress Implement Road Patrol Software Q3 Preparing RFP Update GPS/AVL winter tracking system Q2 Completed Light Duty Vehicle Replacements  Water Unit # 22 – 2001 Ford F150 Q4 In Progress  Roads Unit # 23 – 2003 Ford F150 Q4 Removed during budget  Engineering Unit # 31 – 2001 Ford F150 Q4 RFT Issued  Pool Unit # 32 – 2002 Pontiac Montana Van Q4 Delayed  By-law Unit # 36 – 2004 Chevrolet Cavalier Q4 Removed during budget Medium Duty Vehicle Replacements  Cemetery Unit # 33 – 1997 GMC 2500 Q3 In Progress  Fire Unit # 37 – 2007 Ford F250 Q3 Removed during budget  Roads Unit # 40 – 2003 Ford F350 Q3 In Progress  Fleet Unit # 42 – 1990 Chevrolet 3500 Q3 Delayed  Parks Unit # 43 – 2001 Ford F250 Q3 In Progress  Parks Unit # 46 – 2002 Dodge 3500 Q3 In Progress Heavy Duty Vehicle Replacements  Roads Unit # 62 – 2004 Peterbuilt Plow Truck Q3 RFT/RFP Awarded  Fire Unit # 72 – 1995 Freightliner FL70 Truck Q2 Preparing RFT/RFP Off Road Equipment Replacements  Roads Unit # 100 – 2002 Leaf Loader Q3 RFP Issued  Roads Unit # 125 – 2000 Underslung Plow Q3 In Progress  Parks Unit # 140 – 2006 Hiway Sander Q3 Not Started  Hydro Unit # 143 – 1978 Toyota Forklift Q2 RFT Issued  Roads Unit # 155 – 2008 Portable Pump Q2 Not Started  Roads Unit # 204 – 2006 Gravely Mower Q2 Completed Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, Boulevards, etc. and the associated level of maintenance service. No additional resources have been allocated to meet the increased growth. The ability for the Town to mitigate the associated incremental costs to maintain additional infrastructure without additional resources is approaching its limits. Key Indicators 2014 2013 2012 2011 2010 Roads (Lane km) 226.1 225.5 224.5 220.1 213.7 Sidewalks (km) 87.7 87.3 86.3 83.1 79.6 Page 2 / 3 71 GOALS FOR NEXT QUARTER • Complete road reconstruction projects • Complete Annual Asphalt and Concrete Programs • Complete engineering studies, assessments and inspection projects • Begin pre-winter fleet maintenance activities • Continue roads summer maintenance operations FINANCIAL IMPACT/FUNDING SOURCE The 2015 Q2 Operations Services overall variance is summarized in Table 2. Table 2: First Quarter Budget vs. Actual Variance Summary Department Over / (Under) Roads 14,241 Parking (10,148) Solid Waste (8,712) Engineering (16,052) Enterprise Services (5,100) Fleet (32,060) Total Variances (57,831) Projection of variances to December 31, 2015 is summarized in Table 3. Table 3: 2015 Annual Projection Summary Department Over / (Under) Roads 33,000 Parking - Solid Waste - Engineering (10,000) Enterprise Services - Fleet - Total Variances 23,000 Page 3 / 3 72 STAFF REPORT HUMAN RESOURCES Title: COUNCIL REMUNERATION Report No.: CAO-HR-15-04 Author: ASHLEY ANDREWS, HUMAN RESOURCES MANAGER Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: COUNCIL REMUNERATION SURVEY RECOMMENDATION THAT Council receives report CAO-HR-15-04 Council Remuneration as information. AND THAT a By-Law be brought forward for Council consideration. EXECUTIVE SUMMARY By-Law 3480 established the rate of remuneration for members of the Council of the Corporation of the Town of Tillsonburg for the 2010-2014 term. A new by-law is required to establish the rate of remuneration for Council for the 2014-2018 term. Staff initiated a remuneration survey with similar municipalities, the results of which are attached. The survey results indicate that the average remuneration for the respondent municipalities, is Mayor, $26,607.97; Deputy Mayor, $20,965.62; and Councillor $15,398.23. Staff recommend Council remuneration be tied to staff compensation, and that Council receive the same Cost of Living increase, if any, as staff for this term. FINANCIAL IMPACT/FUNDING SOURCE The budget and by-law rates for 2015 reflect the 2% cost of living adjustment made to staff’s wages. Any increase to the 2016 and 2017 will be budgeted for respectively. 1 CAO 73 Annual 1/3 Tax Allowance (Y/N)Annual 1/3 Tax Allowance (Y/N)Annual 1/3 Tax Allowance (Y/N) Town of Tillsonburg $31,440.20 Y $13,190.00 Y $11,916.00 Y 7 16,000 Lower $130/day $105/day $0.52/km Mayor and Deputy Mayor Mayor All Mayor All South West Oxford $12,069.47 Y N/A N/A $8,896.31 Y 7 7,200 Lower $262/day Councillors; $146/half day or less $40/day meals; reimbursed $0.50/km Mayor No All No No Zorra $23,200.81 Y N/A NA $13,904.17 Y 5 7,600 Lower n/a submit receipts maximum of $40 per day CRA rates n/a n/a All technology allowance $60.00 per month paid with Council pay all Ingersoll $31,058.40 Y $23,480.04 Y $13,192.92 Y 7 12,600 Lower n/a $150.00/day $0.54/km Yes No All Yes - 1 member requested No Blandford Blenham $20,478.12 Y N/A $13,722.60 Y 5 6,898 Lower n/a $60.00/day $0.55/km Yes Mayor Yes ipad No No Norwich $22,570.00 Y $19,782.00 Y $16,735.00 Y 5 10,721 Lower $125/day (for one day seminar) $160/day (for conference - max. 3 days per conf.- incl.meals) 0.54/km (previous year's CRA mileage allowance no no Yes - All No No Gravenhurst $37,965.00 Y $23,895.00 Y $20,666.00 Y 9 12,055 Lower $0.46/km Mayor Mayor All Mayor Meaford $27,000.00 Y $22,000.00 Y $20,000.00 Y 7 11,100 Lower Wasaga Beach $33,689.76 Y $23,446.68 Y $19,551.07 Y 7 18,000 Lower Average 26,607.97 20,965.62 15,398.23 Municipality Council Remuneration Survey 2014 Mayor Reumuneration Councillor Remuneration Size of Council (incl. Mayor) Municipal Population Tier (upper, lower, single) Deputy Mayor Remuneration Laptop/Computer Internet Connection PrinterMeeting Per Diem Meal/Travel Per Diem Mileage Rate Blackberry Private line PDF created with pdfFactory Pro trial version www.pdffactory.com 74 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3932 A BY-LAW to Establish the Rate of Remuneration for Members of the Council of the Corporation of the Town of Tillsonburg for the 2014 – 2018 term. WHEREAS Section 283 of the Municipal Act, S.O. 2001 c. 25, as amended, provides that a municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality. AND WHEREAS the Council of the Corporation of the Town of Tillsonburg passed resolutions to determine remuneration for Council members for the 2014 – 2018 term and that honorariums reflect the annual Cost of Living Adjustment increase given to employees each year; AND WHEREAS Council recognizes that compensation should be tied mostly to Council member performance and that performance means attendance at meetings and events; NOW THEREFORE Council of the Corporation of the Town of Tillsonburg does enact as follows: 1. Definitions 1.1 Meetings Council defined as regular or special meeting of Council where all members of Council are invited to attend. Usually starts at 4:30 p.m. and ending no later than 10:30 p.m. Committee/Board defined as a meeting where one or more members of Council are appointed to represent Council. 1.2 Events Community Events includes social and community events, etc. where Council is invited as a whole (Parades, Bazaars, Fall Fairs, etc) Special Events includes social and community events, open houses, receptions, etc. where the Mayor and/or his designate and/or members of Council are invited to attend 1.2 Other Other Business defined as attendance by one or more members of Council to attend to matters relating to municipal governance. 2. THAT each Council member’s compensation for conference per diems and mileage shall be subject to the provisions contained in the Town of Tillsonburg Conference and Training Policy. 75 3. THAT each Council member’s remuneration shall be paid as follows: 3.1 Mayor Council annual remuneration, allocated between 1/3 municipal allowance and 2/3 regular pay, shall be $32,069.04 plus the cost of health benefits. 3.2 Deputy Mayor Council annual remuneration, allocated between 1/3 municipal allowance and 2/3 regular pay, shall be $13,354.39 plus the cost of health benefits. 3.3 Councillor Council annual remuneration, allocated between 1/3 municipal allowance and 2/3 regular pay, shall be $12,155.18 plus the cost of health benefits. 4. THAT should annual cost of living adjustments be awarded to Town staff for any subsequent year within this term, then a corresponding increase will automatically be added to the Mayor, Deputy Mayor, and Councillor base rate established in 2015 to determine the new base rate for Council compensation for subsequent years and become effective on January 1 of that year. 5. THAT Council honorariums become effective January 1, 2015; 6. THAT By-Law 3480 is hereby repealed. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, and shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 10th DAY OF AUGUST , 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 3rd DAY OF AUGUST, 2015. ___________________________________ Mayor – Stephen Molnar _________________________ Town Clerk – Donna Wilson 76 STAFF REPORT CAO Report Title: Draft Oxford Community Sustainability Plan Report No.: CAO 15-12 Author: David Calder Meeting Type: COUNCIL MEETING Council Date: AUGUST 1O, 2015 Attachments: OXFORD COMMUNITY SUSTAINABILITY PLAN RECOMMENDATION: That Council receives Report CAO 15-12 – Oxford Community Sustainability Plan for information; And that Report CAO 15-12 – Oxford Community Sustainability Plan be provided to Oxford County Council for their information and consideration. EXECUTIVE SUMMARY At its meeting of July 13, 2015, Council received a presentation from staff of Oxford County and a member of the Oxford Community Sustainability Plan Steering Committee regarding the draft Oxford Community Sustainability Plan (CSP). Members of Council will recall that this draft Plan is an initiative of Oxford County and has been advanced by the Community Sustainability Plan Steering Committee and County Council. The plan is being circulated to the Area Municipalities for their review and comment by August 14, 2015 with the expectation that County Council will adopt the plan in September followed by Area Municipal adoption following County Council adoption. Council approved the following motion: Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive the Draft Community Sustainability Plan presentation as information; AND THAT Staff prepare a follow-up report for the August 10, 2015 Council meeting. 77 Staff has now had an opportunity to review the material presented to Council at their meeting of July 13, 2015 and reviewed the Oxford County staff report titled “Oxford Community Sustainability Plan” which is attached for Council’s review. Staff to date has not had an opportunity to discuss with Oxford County staff or the Community Sustainability Plan Steering Committee the impact of implementation on the Town of Tillsonburg. CONSULTATION/COMMUNICATION As noted in the County report, the CSP “was developed from a broad consultation and engagement process led by the Steering Committee comprised of active and informed citizens representing a cross-section of the community from both a geographic perspective as well as with respect to the “pillars” of sustainability (i.e. community, economy, environment).” In addition, public engagement included workshops in the Town of Tillsonburg and with municipal partners in order to identify current sustainable initiatives in the community as well as their vision of Oxford’s future. A few Town of Tillsonburg staff members participated in the workshop. Part of the consultation/communication process was the circulation of the plan to the area municipalities and the presentation to Tillsonburg Town Council on July 13, 2015. The Town of Tillsonburg Senior Leadership Team (SLT) has not as of yet had an opportunity to review or discuss the Draft Community Sustainability Plan. The plan will be a topic of discussion at the SLT meeting scheduled for August 12, 2015. BACKGROUND As Council knows, in reviewing the draft CSP there are 70 action items that have been identified through the engagement process. The action items are outlined in the attached Oxford County report. The intent is that the action items will evolve over time. A number of the action items are items that the Town of Tillsonburg Council and/or administrative staff are already addressing. For example, Action 4 - provide frequent, cost-efficient transportation options that connect all of Oxford and larger hubs outside of Oxford. The Town is participating in the Community Transportation Pilot Project which may address some components of this action item. Staff needs to review the action items to see what involvement the Town might currently have and/or potential involvement. Also, in terms of implementation of the plan and the associated action items, attachment 3 to the Oxford County report identifies an implementation and reporting strategy. In terms of funding the CSP, the creation of the Future Oxford Partnership Board appears to be a catalyst for funding through community investment funding and in-kind service contributions. Again, staff is not certain what if any financial impact or expectations there will be on the Town of Tillsonburg. Again, staff will need to review the action items to determine what level of support the Town might already be providing as well as looking at the action items that may impact the Town of Tillsonburg as the CSP evolves over time. In conclusion, staff is supportive of the work that has taken place to date on the Draft Community Sustainability Plan but is somewhat concerned about the large number action items and lack of clarity on the funding of the implementation of the plan. Staff is of the opinion that these issues can be clarified when County Council discusses the adoption of the plan in September and the CSP comes back to the Area Municipalities in the fall. Page 2 / 3 CAO 78 FINANCIAL IMPACT/FUNDING SOURCE As noted, staff is not aware of any immediate financial impact on the Town of Tillsonburg in 2015 but this aspect of the draft CSP needs to be clarified for future years. In addition, the financing of the proposed Future Oxford Staff Resources as noted in the Oxford County staff report requires further analysis as the draft CSP is finalized. Page 3 / 3 CAO 79 Report No: CAO 2015-05 CAO/CLERK Council Date: June 24, 2015 To: Warden and Members of County Council From: Director, Community and Strategic Planning Oxford Community Sustainability Plan RECOMMENDATION 1. That County Council endorse the Draft Community Sustainability Plan for the purpose of circulating the plan to the Area Municipalities for their review and comment. REPORT HIGHLIGHTS  The purpose of this report is to obtain Council’s endorsement of the draft Community Sustainability Plan (CSP) for the purpose of circulating the plan to the Area Municipalities for their review and comment.  The draft plan will be presented to the Area Municipal Councils in July and August by members of the CSP Steering Committee (with support from staff) with a view to outlining the development of the plan and the Multi-Criteria Assessment (MCA) Tool and the proposed implementation and reporting strategy.  It is anticipated that the CSP and accompanying MCA tool and implementation strategy will be presented to County Council for adoption in September 2015. Area Municipal adoption is expected to follow County Council’s adoption of the plan. Implementation Points The adoption of this report will endorse the draft CSP and initiate the circulation of the plan to the Area Municipalities for their review and consideration. The plan, together with the MCA tool and implementation and reporting strategy will be presented to the Area Councils by members of the CSP Steering Committee with a view to obtaining the endorsement of the material by the Area Municipalities prior to adoption by County Council, which is anticipated to occur in September 2015. Area Municipal adoption of the plan is expected to follow County Council adoption. Financial Impact The recommendations contained in this report will have no financial impact with respect to the 2015 budget. The Treasurer has reviewed this report and agrees with the above-noted statement. Page 1 of 5 80 Report No: CAO 2015-05 CAO/CLERK Council Date: June 24, 2015 Risks/Implications There are no risks or other implications anticipated as a result of this initiative that would not be inherent in the consideration of any similarly broad-based community development plan. Strategic Plan County Council adopted the County of Oxford Strategic Plan (2015-2018) at its regular meeting of May 27, 2015. The initiatives contained in this report support the Values and Strategic Directions as set out in the Strategic Plan as they pertain to the following: 3. ii. A County that Thinks Ahead and Wisely Shapes the Future – Implement development policies, land uses and community planning guidelines that: - Strategically grow our economy and our community - Provides a policy framework which supports community sustainability, health and well- being - Supports healthy communities within the built environment - Supports and protects a vibrant and diversified agricultural industry 3. iii. A County that Thinks Ahead and Wisely Shapes the Future - Demonstrated commitment to sustainability by: - Ensuring that all significant decisions are informed by assessing all options with regard to the community, economic and environmental implications including: o Potential impacts to the vulnerable population in our community o Life cycle costs and benefit/costs, including debt, tax and reserve levels and implications o Responsible environmental leadership and stewardship o Supporting the community implementation of the Community Sustainability Plan DISCUSSION Background Council initiated the development of a County-wide Community Strategic Plan in March 2014. To advance Council’s vision of creating a community driven process, Council appointed an Adhoc Committee of Council to select a Steering Committee of active and informed citizens with interests in community, economy and the environment. A consulting team with expertise in both community sustainability and community engagement was retained in August 2014 and the Steering Committee commenced a broadly based program designed to obtain the views and input of community groups and service providers representing interests in conservation, housing, education, cultural heritage and the economy, together with those of the broader public. The term ‘Future Oxford’ was coined by the Steering Committee to reflect the commitment to developing a long-term vision for sustainability across the entire Oxford community. Public engagement included a variety of workshops in the community and with the County’s municipal partners in which participants were asked to identify current sustainable initiatives in the community as well as their vision for Oxford’s future. Page 2 of 5 81 Report No: CAO 2015-05 CAO/CLERK Council Date: June 24, 2015 Further, social media events and activities such as the Vision 2030 contest, Ideascale and the Wiki-Draft Plan and Kitchen Table Draft Plan exercise were utilized to obtain the views of the community regarding the role of sustainable principles in Oxford’s future going forward. Using all of the input obtained through the above-noted public and community engagement initiatives, the Steering Committee has developed a draft CSP comprising 6 Goals, 15 Objectives and 70 Actions intended to provide a ‘sustainability’ framework that will provide guidance to the community with respect to assessing emerging issues and future opportunities. Comments FutureOxford – A Community Sustainability Plan The Community Sustainability Plan (CSP) was developed with a view to the importance of meeting the community’s needs today without compromising the future and embraces the importance of managing human, natural and financial resources through integrated solutions rather than through fragmented approaches that meet one goal or objective at the expense of others. As noted above, the draft CSP has been developed from a broad consultation and engagement process led by a Steering Committee comprising of active and informed citizens representing a cross-section of the community from both a geographic perspective as well as with respect to the ‘pillars’ of sustainability (i.e. community, economy, environment). The CSP is premised on a vision that encompasses vibrancy, prosperity and responsibility with a simple mission to ‘achieve community sustainability throughout Oxford’. The plan’s goals and objectives reflect the community’s perspectives regarding accessibility, education and creativity as well as growing a sustainable economy and creating an Oxford that is a leader in environmental action. While the CSP is specific, particularly with respect to the 70 actions that have been identified through the broad engagement process, the document is not intended to be prescriptive. Further, it is the expectation of the Steering Committee that the CSP will be a ‘living document’ that is intended to evolve over time through both use in the community and periodic review. When reviewing the draft CSP, Council will note that each objective identified in the plan includes one or more associated targets that are intended to be an appropriate measure of the success of the said objective. While each target had originally included specific numbers intended to quantify the target going forward, it was determined through the public and stakeholder engagement process that it may be premature to establish firm targets in the plan initially and that the development of targets that are meaningful to the Oxford community could be developed as a ‘first step’ in the implementation phase of the CSP. As such, while maintaining ‘generic’ targets, (i.e. ‘reducing core housing need in Oxford’) over short and longer terms is recognized as an appropriate target for the related objective, a more thorough review of the objectives and actions is considered necessary in order to establish more specific targets. The full text of the draft CSP is attached here. Further, a report prepared by the consulting team retained to assist with the development of the plan (IndEco Strategic Consulting and Sustainable Solutions Group) is also linked for Council’s consideration. The latter report is a companion to the CSP document and provides a more detailed overview of the process that was undertaken regarding the development of the CSP. Page 3 of 5 82 Report No: CAO 2015-05 CAO/CLERK Council Date: June 24, 2015 Multi-Criteria Assessment (MCA) Tool The Multi-Criteria Assessment (MCA) Tool (see attached) has been developed in conjunction with the Community Sustainability Plan (CSP) with a view to creating a methodology to assess alternative actions through a ‘sustainability’ lens. The tool incorporates a weighted, multiple criteria approach which is intended to assess potential actions on a ‘triple bottom line’ basis (i.e. community, economy, environment). The weighting of the criteria provides balance across the broader sustainability framework and also factors in both costs and time related to the implementation of the action. It is intended that the use of the MCA tool will produce a ‘score’ that can be used to establish the relative sustainability of an action against other potential actions. It is further intended that the tool will assist in defining sustainability thresholds (i.e. the ‘tipping point’ at which an action or actions can no longer be considered sustainable and/or at which may cause serious negative and possibly irreversible consequences) which can be used, in turn, to inform decisions on a broad basis. In this regard, it is anticipated that various ‘thresholds’ will be developed over time through practical experience with the MCA tool. The MCA tool provides a methodology that can be used to inform decisions with respect to the sustainability of an action or group of actions and is not intended to be the sole ‘decision- making’ tool when assessing issues and opportunities facing the community. MCA will provide an evaluation of the sustainability of an action (in accordance with the criteria developed through the CSP) and the said evaluation would typically represent one means of informing a decision. As with the CSP, it is expected that the MCA tool will evolve over time through use and review. Implementation and Reporting The importance of developing an effective strategy for the implementation of the Community Sustainability Plan was identified by the Steering Committee at the outset of the process. Further, it was clearly articulated through the public and stakeholder consultation that there was real concern that the CSP would lose momentum if a clear strategy for moving the plan forward was not identified at the time of adoption. In response, the Steering Committee has discussed a general framework for the implementation of the CSP, together with a reporting structure that can be developed in a manner in-keeping with the overall ‘community-driven’ nature of the CSP. The principles of the strategy, in addition to being community oriented, would include the development of public, private and community partnerships that would be largely volunteer driven and funded in a manner that is sustainable going forward, including community investment funding and in-kind services/support. While the specifics as to how implementation and reporting with regard to the CSP would be developed together with use and review of the CSP and the MCA tool, it is recommended that the strategy, much like the development of the CSP itself, take advantage of the energy and enthusiasm of the community with respect to championing sustainability as well as governance and funding opportunities. Please refer to the attached Implementation and Reporting Strategy document. Page 4 of 5 83 Report No: CAO 2015-05 CAO/CLERK Council Date: June 24, 2015 Conclusions The development of a community-driven sustainability plan is supported by all of the strategic directions contained in the County Strategic Plan, and in particular, the County’s commitment to thinking ahead and wisely shaping the future by applying social, financial and environmental sustainability lenses to significant decisions. The plan has been developed through engagement with a broad cross-section of the community and addresses a variety of issues relating to quality of life, healthy environments, effective governance and economic security. The CSP, together with the multi-criteria assessment tool and a community-oriented implementation and reporting strategy, will be an effective tool for the County when considering emerging issues and opportunities going forward. SIGNATURES Report Author: Original signed by _________________________ Gordon K. Hough, MCIP, RPP Director Approved for submission: Original signed by Peter M. Crockett, P.Eng. Chief Administrative Officer ATTACHMENTS Attachment 1 - Future Oxford Draft Plan Attachment 2 - Multi-Criteria Assessment Tool Attachment 3 - Implementation and Reporting Strategy Page 5 of 5 84 A Community Sustainability Plan DRAFT June 24, 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. Attachment 1 Page 1 of 12 85 DRAFT June 24, 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 86 DRAFT June 24, 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 87 DRAFT June 24, 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. Page 4 of 12 88 DRAFT June 24, 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. Page 5 of 12 89 DRAFT June 24, 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. Page 6 of 12 90 DRAFT June 24, 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. Page 7 of 12 91 DRAFT June 24, 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. Page 8 of 12 92 DRAFT June 24, 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. Page 9 of 12 93 DRAFT June 24, 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 2060. 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. Page 10 of 12 94 DRAFT June 24, 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. Page 11 of 12 95 DRAFT June 24, 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. Page 12 of 12 96 A Community Sustainability Plan DRAFT June 24, 2015 Multi-Criteria Assessment (MCA) Tool Purpose  a methodology to assess the sustainability of alternative options or actions in consideration of the of the goals and objectives of the Future Oxford Plan. MCA Approach  Each action is relatively assessed against others with respect to the degree of a positive impact to the criteria (0WORST through 5BEST )  Criterion Assessment x Weighting = CRITERIA SCORE  ∑CRITERIA SCORES = TOTAL SCORE  Highest total score = MOST SUSTAINABLE ACTION (Max. = 400)  Practical use of the MCA during initial implementation of the Future Oxford Plan will inform the determination of appropriate thresholds to determine sustainability. Assessment Criteria  Criteria developed using goals and objectives within the Future Oxford Plan along with implementation costs and time;  Criteria are weighted to ensure a balanced assessment  The criteria and weighting are illustrated in the table below  An example assessment is also provided to illustrate use of the MCA. Attachment 2 Page 1 of 3 97 DRAFT May 25, 2015 Evaluation Criteria Weighting Community Weight Total 1. Will the action lead to an Oxford that is accessible for all citizens? 10 20 2. Will the action improve its citizenry’s access to information and/or equity? 5 3. Will the action advance Oxford’s creative arts, culture, or recreation? 5 Economy 1. Will the action improve the vibrancy of the Oxford Economy? 5 20 2. Will the action enhance entrepreneurship opportunities in Oxford? 5 3. Will the action advance local food production? 5 4. Will the action advance Oxford’s green economy? 5 Environment 1. Will the action improve Oxford’s ecological systems? 5 20 2. Will the action reduce fossil fuel use in Oxford? 5 3. Will the action reduce solid waste disposal demand in Oxford? 5 4. Will the action protect Oxford’s water? 5 Implementation 1. What is the cost to implement the action? 10 20 2. How long will it take to plan and implement the action? 10 Page 2 of 3 98 DRAFT May 25, 2015 Example Evaluation Criteria Weighting Alternative or Action A Assessment B CRITERIA SCORE (AxB) Community 1. Will the action lead to an Oxford that is accessible for all citizens? 10 2 20 2. Will the action improve its citizenry’s access to information and/or equity? 5 1 5 3. Will the action advance Oxford’s creative arts, culture, or recreation? 5 1 5 Economy 1. Will the action improve the vibrancy of the Oxford Economy? 5 5 25 2. Will the action enhance entrepreneurship opportunities in Oxford? 5 5 25 3. Will the action advance local food production? 5 5 25 4. Will the action advance Oxford’s green economy? 5 5 25 Environment 1. Will the action improve Oxford’s ecological systems? 5 3 15 2. Will the action reduce fossil fuel use in Oxford? 5 3 15 3. Will the action reduce solid waste disposal demand in Oxford? 5 3 15 4. Will the action protect Oxford’s water? 5 3 15 Implementation 1. What is the cost to implement the action? 10 5 50 2. How long will it take to plan and implement the action? 10 5 50 ∑CRITERIA SCORES = TOTAL SCORE 290 Page 3 of 3 99 A Community Sustainability Plan June 24, 2015 Implementation and Reporting Strategy Principles  Implemented through public, private and community partnerships  Partnership funded and supported  Volunteer driven  Publicly accountable Proposed Future Oxford Organization Model  Similar to the Workforce Development Partnership model – a proven community based model for success in Oxford  Purpose is to foster and coordinate community implementation of the Future Oxford Plan  A virtual organization  Financially supported by community investment funding and in-kind service contributions  Governed by a board of community members  Limited staff resource(s)  Community volunteer-based committees and work groups Proposed Roles Funding Partners  Provide stable funding  Provide up to two members on the Future Oxford Partnership Board  Support and/or sponsor external funding opportunities as necessary  Demonstrated sustainability focused organization Future Oxford Partnership Board  Six Community Members at Large (inaugural Board may be seeded by up to six Steering Committee members)  Up to six funding partner members  Accountable to funding partners for  Annual reporting to funding partners (demonstration of value)  Work plan approval (action prioritization), monitoring  Accomplishments (public) reporting  Business and community relationship building Attachment 3 Page 1 of 2 100 Draft June 24, 2015 Committees  Three Committees (Community, Economy, Environment)  Each chaired by a member of Future Oxford Partnership Board  Volunteer members (business and community)  May establish Action-based Working Groups as necessary  Responsible to the board for:  Coordination of Future Oxford actions with business and community actions  Business and Community relationship building and information sharing/reporting Future Oxford Staff Resources  Administrative and strategic support for Board and Committees  Facilitation  Organization  Advice and research  Documentation Page 2 of 2 101 STAFF REPORT CLERKS OFFICE Title: TILLSONBURG FAIR, ANNUAL MUNICIPAL SIGNIFICANT EVENT Report No.: CL 15-19 Author: DONNA WILSON Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: Tillsonburg Fair Special Occasion Permit Request RECOMMENDATION THAT the yearly Tillsonburg Fair event be designated an “Annual Municipal Significant Event” for the purposes of raising the profile of the event and obtaining Special Occasion Permits under the Alcohol and Gaming Commission of Ontario. EXECUTIVE SUMMARY In order for the organizers or vendors of the annual event to apply for special occasion permits (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO), the event must be designated as a “Municipal Significant Event”. A “Public Event” SOP may be issued to registered charity organizations, not for profit organizations for the advancement of educational, religious or community objectives or for events that are of municipal, provincial, national or international significance. These types of events require no municipal designation. The Tillsonburg Fair vendors applying for special occasion permits do not fall under this category as they are not a charity organization or a not for profit organization. A “Public Event” SOP may be issued to the vendors taking part in the Tillsonburg Fair if the event is designated as a ‘municipal significant event’ by the municipality. This is done by Council resolution, however the Registrar of Alcohol and gaming (AGCO) makes the final decision as to whether a permit shall be issued. Each year vendors applying for SOP’s will be able to make their applications to the AGCO without going back to Council for the designation. The vendor’s requiring the SOP will contact the Clerk’s Office to obtain a letter with the Council resolution for the annual designation. As this event is an annual event that has been taking place for a number of years, staff is recommending that the annual designation, the same designation that was given for Turtlefest, be given to the Tillsonburg Fair. 1 CAO 102 CONSULTATION/COMMUNICATION Staff has contacted the AGCO to determine if the Municipality can designate the annual event as a “Municipal Significant” annual event within the municipality. The response was that the municipality would be required to provide a copy of the resolution to all future applicants for permits in the years to come to assist the applicant in providing the necessary support documentation with each application. This would alleviate any lag time in waiting for a council meeting and obtaining the designation for an annual event. IMPACT ON COMMUNITY STRATEGIC PLAN Section 4 – Culture and Community 4.1 Promote Tillsonburg as a unique and welcoming Community by enhancing local festivals to attract a greater number of tourists. By designating the Tillsonburg Fair event as an annual “Municipal Significant event”, the event organizers will be able to plan, organize and obtain grants and permits with no time restraints from the municipality as they will have the designation from this day forward for as long as the event takes place. It will provide the ability for the event to take place and grow to allow for greater numbers of tourists visiting Tillsonburg which is a key performance indicator for this strategy and to eventually establish itself as a local tourist destination. FINANCIAL IMPACT/FUNDING SOURCE No financial impact to the municipality. 2 CAO 103 104 STAFF REPORT CLERKS OFFICE Title: COUNCIL ADVISORY COMMITTEE ADDITIONAL APPOINTMENTS Report No.: CL 15-21 Author: DONNA WILSON Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: REAL ESTATE BOARD CORRESPONDENCE AMENDED SCHEDULE A BY-LAW 3876 RECOMMENDATION THAT Council receive Report CL 15-21 Council Advisory Committee Additional Appointments; AND THAT Lindsay Morgan be appointed as the Tillsonburg Real Estate Board representative on the Development Committee; AND THAT By-Law 3931 to amend Schedule A of By-Law 3876, be brought forward for Council consideration. EXECUTIVE SUMMARY The Real Estate Board has requested that their representative on the Development Committee be amended by replacing Melissa Verspeeten as their representative to Lindsay Morgan. The correspondence is attached to this report for your review. The attached schedule has also been amended to include the Airport Advisory Committee and those appointments, the Special Awards Committee and those appointments, the additional appointments to the Heritage, Beautification and Cemetery Committee and the current revised Tillsonburg Real Estate Board representative to the Development Committee. COMMUNITY STRATEGIC PLAN IMPACT Committees demonstrate culture & community by making Tillsonburg an attractive place to live. FINANCIAL IMPACT/FUNDING SOURCE Financial impacts are contained in the 2015 budget. 1 CAO 105 106 By_law 3873 Schedule A Amended By-Law 3876 Schedule “A” Town of Tillsonburg 2014-2018 Committee Structure Board/Committees Citizen Appointments Council Representatives Terms Statutory Requirements /Discretionary Staff Liaison Accessibility Advisory Committee Mike Cerna Helen Lamos Michael Kadey Councillor Stephenson 4 years Mandatory Deputy Clerk Airport Advisory Committee Rick Lee Richard Van Maele Geoffrey Lee Donna Scanlan Euclid Benoit Andre Brisson Henry Atkinson Jeremy Stockmans John Prno Mel Getty Councillor Valerie Durston (South-West Oxford) Councillor Rosehart 4 years Discretionary Development Commissioner Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Ann Loker Councillor Stephenson 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton Michael Bossy John Veldman Andrew Burns Scott McLean Mel Getty Paul DeCloet Councillor Hayes 4 years Discretionary CAO Development Commissioner 107 By_law 3873 Schedule A Ashton Nembhard Real Estate Board Rep - Lindsay Morgan BIA Rep – Cedric Tomico Chamber Rep - Jesse Goossens Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Charlie Baldwin Paul Wareing Councillor Esseltine 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Helen Lamos Councillor Rosehart 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Dace Zvanitajs Mike Cerna Mel Getty James Payne Susan Labanich Paul DeCloet Councillor Esseltine 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Special Awards Committee Ann Loker Mary Anne Vangeertruyde Sam Lanb Councillor Stephenson 4 Years Discretionary Clerk AND/OR Designate 108 By_law 3873 Schedule A Tillsonburg Non Profit Housing Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a n/a n/a 109 1 CAO STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Sign Variance – 1 Vance Drive – Animated Sign Report No.: DCS 15-32 Author: GENO VANHAELEWYN – Chief Building Official Meeting Type: COUNCIL MEETING Council Date: AUGUST 10, 2015 Attachments: SITE PLAN & ELEVATION RECOMMENDATION: THAT Council receives report DCS 15-32 Sign Variance – 1 Vance Drive – Animated Sign; AND THAT Council approve a variance to Sign By-Law 3798 to allow for the construction of a 5’ X 8’ digital animated L.E.D sign at 1 Vance Drive. EXECUTIVE SUMMARY Building Services received a request from BR’s Plumbing and Heating for the construction of an animated sign to be located on the south wall of the existing building. A review of the request revealed that the proposed sign would not comply with Sign By-Law 3798 and therefore could not be processed/issued. This information was provided to the applicant and subsequently the applicant requested that the sign be considered for a variance to the Sign By-Law. An Animated Sign as per the definition in Sign By-Law 3798 means: “a sign which contains a video screen or any kinetic or illusionary motion of all or part of a sign, including rotations, or any sign which is manually displayed by an individual for the purposes of advertising, or any sign which is projected on a display surface by electronic means, but does not include an electronic message board sign or a spinning portable sign.” The proposed application is for permission to replace a 6’ X 8’ wall sign and display a 5’ X 8’ digital animated L.E.D sign for advertising. The sign will be able to produce multiple images, advertising and communication related to the business. 110 2 CAO Secondly, the applicant is also requesting that a variance be considered for the proposed sign to function as a billboard sign to sell advertising to promote other local businesses not located at this property. Sign By-Law 3798 notes the following related to this request and the application requires relief from: Section 5.1- Specific Sign Prohibitions f) flashing or animated signs; a) A sign located on premises which does not specifically identify or advertise a business, service, or occupant of the premises where it is located, unless otherwise specified in this By-law In this case: - the proposed sign is an animated sign. - the applicant is requesting that the proposed sign not only advertise the business on site but other businesses not located at this property. CONSULTATION/COMMUNICATION A public notice was circulated to neighbouring properties within the location and no comments or concerns were received in favour or against the application. Engineering Department and OPP commented with no concerns related to this application. Building/By-Law Services comment that Sign By-Law 3798 was recently reviewed and passed by Council in 2014 and that the intent to prohibit animated signs was to allow for review and approval on an individual basis. Animated signs are prohibited due to the nature of these signs being a distraction to drivers and neighbouring properties typically related to the method of illumination as this can create a hazard or nuisance. In this case the signage is located approximately 90 metres from the travelled portion of Broadway and the direction of the signage is angled away from the neighbouring residential units. However, staff noted that there is a potential for issues related to the illumination of the sign creating a nuisance for the residential units. In review of this concern the applicant informed staff that the lighting levels of the proposed sign can be controlled and Section 6.4 of the Sign By-Law notes that signs shall not be illuminated so that light from such a way that the sign or method of illumination does not create a hazard or nuisance. This provision of the Sign By-Law is applicable and can be enforced if necessary. By-Law Services also noted that third party advertising is prohibited as the intent of the Sign By-Law is to strictly prohibit advertising not located at the property. Variance approval to permit advertising of businesses or services not located on this property will set a precedent in the Town and is therefore not recommended. 111 3 CAO Based on the information provided, staff makes note that this variance is major in nature and affects the intent of Sign By-Law 3798. Based on a site specific evaluation completed by staff; staff recommends that the sign variance requested by BR’s Plumbing & Heating to install a 5’ X 8’ digital animated L.E.D sign be approved and the request to advertise businesses or services not located at this property be denied. FINANCIAL IMPACT/FUNDING SOURCE No financial impact. 112 DCS 15-32 Sign Variance – 1 Vance Drive – Animated Sign SITE PLAN: PROPOSED LOCATION 113 DCS 15-32 Sign Variance – 1 Vance Drive – Animated Sign EXISTING SIGN & LOCATION: EXISTING SIGN 114 DCS 15-32 Sign Variance – 1 Vance Drive – Animated Sign PROPOSED ANIMATED L.E.D SIGN & LOCATION: PROPOSED SIGN 115 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: AIRPORT MASTER PLAN UPDATE Report No.: DCS 15-31 Author: ANNETTE MURRAY Meeting Type: COUNCIL MEETING Council Date: AUGUST 10,2015 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 15-31 Airport Master Plan Update; AND THAT the conceptual drawings be approved in principal as the basis for the Master Plan Update public consultation process with the final Master Plan Update being brought forward for consideration by Council by early 2016.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to move forward with an update of the Airport Master Plan with the attached drawings providing the basis of the Master Plan Update process. Since the last Master Plan Update was completed in 1989, a number of investments have been made in the Airport and these improvements, along with changing needs of investors and airport users, require a review and update of the Master Plan. Updated development maps were completed in 2013 and these maps are proposed to form the basis of the updated Master Plan. BACKGROUND INFORMATION The Tillsonburg Regional Airport was originally built by The Royal Canadian Air Force as an emergency grass airfield to support flying training during the Second World War. Three grass runways, each 2,600 feet in length, were defined in the typical military triangular configuration of the time. The Town of Tillsonburg leased the airport from the Federal Government in the late 1950's. As part of the conditions of lease prior to ownership, the Town contributed funding towards airport improvements. In 1971, the Town reconstructed and paved the primary runway (08-26) and constructed an exit taxiway and an apron on 116 the south side of the runway. Also added in the 1970's were the terminal building, aircraft hangars and fuel facilities. Two additional hangars were added in 1981 and one in 1982. The Town took over ownership and administration of the airport in 1981. From this date through to the early 1990s, a significant number of improvements were made to the Airport along with the original Master Plan (1983) and the Master Plan Update (1989). From the mid-1990s to the early 2000s, growth and investment, including from the private sector, slowed. However, starting in the early 2000s, there has been an increase in private sector investment interest at the Airport and this has resulted in an increase in the growth of the airport as evidenced by a more than doubling of the total hangar area at the airport. The continuing growth of the airport is positive and contributes to increased financial self- sufficiency of the airport. However, maintaining and growing an airport also requires investment in infrastructure and this can be a challenge within current municipal funding constraints. Hence, any investment that is being considered should include rationale as to why a particular investment is the best value for the Town. An updated Master Plan will assist the Town in determining the key investments that have to be made to support growth at a minimal cost to taxpayers. In theory, an airport Master Plan should be designed to be the most effective framework within which the facility can operate at the highest possible level of efficiency. Care must be taken to ensure that compromises do not adversely affect safety (or future development opportunities) at the airport. A Master Plan is a guideline as to the types of improvements that should be made at the airport and where development, both private and public, should be placed. An airport Master Plan is a guide for:  Development of physical facilities on the airport  Development of land uses for areas surrounding the airport  Determination of environmental effects of aerodrome construction and operation  Establishment of airport access requirements An airport Master Plan is used to:  Provide short and long range policy/decision guidance  Identify potential problems as well as opportunities  Assist in securing financial aid  Serve as a basis for negotiations between the airport management and tenants/businesses at the airport  Generate local interest and support The original Master Plan for the Tillsonburg Municipal Airport was prepared in 1983 by Marshall, Macklin, Monaghan Limited and updated by the same company in 1989. This is the Master Plan that airport staff has been using over the past decades. In 2010, the Town retained Explorer Solutions to provide a Feasibility Study to explore the strategic direction of the airport including opportunities for an aviation related industrial park, an airpark as well as the potential for commercial and cargo operations. The Airport Business Park and Page 2 / 11 CAO 117 Airpark Market Analysis and Feasibility Study was approved in principal by Council at their October 12, 2010 meeting. Figure 1 is taken from the original Master Plan (1983) and provides an overview of the airport including a proposed extension of the runway, the addition of a parallel taxiway, and the paving of a cross wind taxiway. The map shows the General Aviation hangar development area as west of the Airport Terminal and the Commercial Aviation hangar development area to the east of the Airport Terminal. The major difference between this plan and the current development plan is that the General Aviation hangar development area is proposed to be parallel to the main runway instead of running north/south as has taken place at the airport. Some of the main reasons why a Master Plan Update is required is that (1) the maps need to be updated to reflect development that has taken place at the airport since the 1989 Master Plan Update, (2) the original and updated Master Plan have some gaps in terms of the information provided (e.g. taxiway access to the General Aviation area), and (3) the Master Plan should reflect current budget realities. Figure 1 – Airport Master Plan (1983) Page 3 / 11 CAO 118 The Master Plan Update included recommendations on a number of items and the status of these is summarized in Figure 2 below. Figure 2 – Proposed (1989) Master Plan Improvements and Status Item Time of Completion Phase I Acquire property for runway extension 1990’s Phase II Extend runway to 5,000 feet x 100 feet with lighting Lighting – 70’s Extension - Fall of 2009 Provide Jet A-1 fuel 1990s Construct new Air Terminal building Spring of 2010 Upgrade Fuel system Early 1990’s Construct taxiways Ongoing Expand existing public apron Not completed Relocate Tie-down area Not completed Install meteorological equipment 1970s and improved in 2010 Install terminal area fencing 2004 Ultimate development Provide asphalt overlay Fall of 2009 Construct parallel and connecting taxiways for 08-26 Not completed Construct commercial, general aviation and tie down areas as required Tie-down area – 2003 Commercial/General aviation areas – ongoing Construct intra airport roads Not completed Pursue acquisition radio aids 2013 Develop runway 14/32 to 3,000 feet x 75 feet paved and lighted Not completed Figure 3 is a zoomed in map showing the terminal area including the General Aviation area on the west side and the commercial hangar area on the east side. At the time the Master Plan was created, the only existing hangars were the Flying Club hangar (red arrow) and one small hangar to the west (black arrow). To the east, the map shows the commercial area with existing hangars for CHAA (see arrows) as well as one additional hangar. Development in the commercial hangar area has been generally in accordance with the original Master Plan. Page 4 / 11 CAO 119 Figure 3 – Airport Terminal and Development Areas Figure 4 outlines the updated development plan for the General Aviation area to the west of the terminal. The plan shows existing General Aviation hangars and taxiways as well as proposed fencing, proposed internal lot boundaries, and current storm sewers and catch basins. It also shows existing, proposed and optional asphalt for roadways, taxiways and apron expansion. Other proposed areas for development include a large tie down area, large vehicle parking, access roads and a stand-alone building for a flight school. All proposed taxiways have been designed to Transport Canada standards. Access roads are required to minimize traffic on taxiways and the apron while safely allowing tenants to access their hangars. This can be accomplished by roadways and gates. This will also stop prohibited persons from accessing airside structures and taxiways. Page 5 / 11 CAO 120 Figure 4 – Updated General Aviation Area (West) Page 6 / 11 CAO 121 Figure 5 – Updated Commercial Aviation Area (East) Figure 5 outlines the updated development plan for the Commercial Aviation development area east of the terminal building. It shows proposed, existing and optional hangars and pavement. Currently there are two Harvard hangars, two commercial businesses and two large private hangars. Figure 6 shows the area around the Terminal building and parking area as well as the entrance to the airport and part of the apron area. Again, this map shows existing, proposed and optional asphalt for the vehicle parking, access roads and apron expansion. A large portion of this area is in the operational zone boundary and therefore limited to restrictions set out by Transport Canada. Some of the existing taxiways and hangars to the west of the terminal building are not in conformity with the 1989 Master Plan drawings. The map also shows the potential for a 50,000 square foot building near the entrance to the airport. This could be a location for a museum as it would have its own parking area adjacent to the building while still having access to the runway through a taxiway to be built in the future. Page 7 / 11 CAO 122 Figure 6 – Terminal Area Plan Page 8 / 11 CAO 123 Figure 7 is the consolidated development plan for the airport and shows an overview of the entire airport property. The map incorporates existing infrastructure with proposed infrastructure. The red line outlines the “operational zone boundary” as mandated by Transport Canada. This area limits infrastructure and has to be maintained as “airport” as per Transport Canada regulations. This plan is consistent with the general principles outlined in the 1983 and 1989 Master Plan documents in that the General Aviation area is maintained to the west of the terminal and the Commercial Aviation area is to the east of the terminal. The major changes from earlier plans include the expanded General Aviation area south (closer to Airport Rd) of the General Aviation area proposed in the original Master Plan and the change in the location of the future east/west internal road to provide access to General Aviation area. The plan also shows a potential Airpark (home & hangar) in yellow although staff note this is very preliminary at this time. The light blue “museum” zone reflects the Canadian Harvard Aircraft Association as well as a potential future museum site. Figure 7 – Overall Airport Plan Legend: Grey – Airside Operational Area Blue – Public Facilities Development Area Light Blue – Museum Development Area; this ties into the Vintage Cluster Dark Purple – General Aviation Hangar Development Area; present and future Page 9 / 11 CAO 124 Lighter Purple – Commercial Hangar Development Area; present and future Red – Airside Commercial Development Area Burgundy – Commercial Development Area outside of proposed fence boundaries Yellow – Future Airpark Development Area Green – Future Development Area including agricultural and woodlot areas In addition to the private hangar growth that has occurred at the Tillsonburg Regional Airport, a number of existing and new businesses are also present and these businesses are supporting the sustainability of the airport through increased activity, fuel sales, and by improving the attractiveness of the airport for new users and tenants. Total private sector employment at the airport, not including Airport staff, is now 15 and is expected to grow Company Name Description Employment Lee Air Leasing Ltd Aircraft Maintenance/Specialized work 2 Tailwind Aviation Services Avionics and Pitot Static Services 1 Spectrum Aviation Aircraft Painting, refinishing & refurbishing 3 Tillsonburg Flying School Pilot licensing, aircraft rental, Long Point Eco Tours, Ground School, AND now a Private Career College 3 SkyWay Café Restaurant and catering services 6 TOTAL EMPLOYMENT 15 CONSULTATION/COMMUNICATION As per the Town of Tillsonburg Public Engagement Guidelines, staff recommends that the Town utilize Strategy 3 – Involve, Consult and Collaborate for the Airport Master Plan Update consultation process. The objectives of Strategy 3 include: To obtain public feedback on analysis, alternatives and/or decisions. To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered. To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution. Seeks to consult, involve or collaborate with the community and key stakeholders. As part of the Public Engagement Process, staff would involve airport stakeholders extensively including the Airport Advisory Committee, COPA Flight 181, airport businesses, tenants and pilots. Once the public has been provided with an opportunity for input, the text of the Master Plan will be finalized and the complete Master Plan Update will be brought forward to Council for approval. Page 10 / 11 CAO 125 The Airport Advisory Committee reviewed the Master Plan Update information and process at their July 21, 2015 meeting and passed the following resolution: “That the Airport Advisory Committee support in principle the Master Plan Update Process referenced in this report and that the conceptual drawings attached be used as the basis for the Master Plan Update Public Consultation Process”. FINANCIAL IMPACT/FUNDING SOURCE Costs for the Airport Master Plan Update are included in the approved 2015 Airport Budget and staff are not anticipating any additional budget impact at this time. The approved 2015 Airport Capital budget contained funding for a number of infrastructure investments funded by the sale of assets at the airport. Staff have not moved forward with the sale of any assets at this time. Page 11 / 11 CAO 126 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: UPDATE ON 253 BROADWAY PROPERTY Report No.: DCS 15-36 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: AUGUST 10, 2014 Attachments: RECOMMENDATION: THAT Council receives Report DCS 15-36 Update on 253 Broadway Property for information purposes. EXECUTIVE SUMMARY The purpose of this report is to provide an update to Council on the status of the Agreement of Purchase and Sale between the Town of Tillsonburg and Rego Management/228495 Ontario Inc. The Buyer has requested additional time to obtain the necessary planning approvals for the project and this requires an extension in the conditional period. BACKGROUND INFORMATION The Buyer has been working on finalizing the site plan for the development in order to make the application for an Official Plan Amendment and Zoning Bylaw Amendment. A final draft of the site plan has now been received by the Town of Tillsonburg and the required applications are expected shortly. However, due to the time period required for the above planning processes, it is anticipated that the conditional period will have to be extended to the end of October in order to accommodate these processes. Due to the development constraints associated with the 253 Broadway property, it has taken longer than expected to finalize the site plan and submit the planning applications required to support the proposed development. The Buyer has been proceeding in good faith but requires an extension in the conditional period in order to move forward with the planning approvals processes. 127 CONSULTATION/COMMUNICATION Not applicable. FINANCIAL IMPACT/FUNDING SOURCE There are no financial impacts related to granting an extension in the conditional period. Page 2 / 2 CAO 128 STAFF REPORT FINANCE Title: Bank Signing Authorities Report No.: FIN 15-31 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: RECOMMENDATION THAT Council receives report FIN15-31 Bank Signing Authorities. THAT Council appoints the following as designated signing authorities for the Town’s general banking needs: Mayor Stephen Molnar or Deputy Mayor Dave Beres; and one of the following: Director of Finance/Treasurer, Darrell Eddington; or Manager of Finance, Janelle Costantino. EXECUTIVE SUMMARY To obtain Council approval with designated bank signing authorities. BACKGROUND When a bank signing authority changes, Council must re designate the Town’s bank signing authorities. FINANCIAL IMPACT/FUNDING SOURCE None. 1 CAO 129 STAFF REPORT OPERATIONS SERVICES Report Title: Welding Street Report No.: OPS 15-27 Author: Jeff Molenhuis, P. Eng., Manager of Engineering Meeting Type: REGULAR COUNCIL Council Date: AUGUST 10, 2015 Attachments: RESIDENT LETTERS RECOMMENDATION THAT Council receive Report OPS 15-27 Welding Street; AND THAT Council direct staff to implement vehicular through-traffic restricting mechanisms in the Welding Street Right-of-Way; AND THAT a By-law authorizing restricted access within the road allowance on Welding Street be brought forward at the next Council meeting for consideration. SUMMARY Welding Street is an alleyway with legal property approximately 7.5 metres wide by 90 metres long connecting Sanders Street to a parking area for the Tillsonburg Recreation Centre. The parking area is also accessible from Hardy Avenue to the north. The street is adjacent to a side yard for 18 and 22 Sanders Street; rear yard for 398 and 400 Broadway Street; and rear yard for 24, 26 and 28 Hardy Avenue, as shown in Figure 1. It is primarily used as a vehicular access to and from the parking area, for pedestrian travel through the area, and for adjoining residents to access a portion of their properties. Many of the abutting property owners use the Welding Street Right-of-Way as a secondary vehicular access to the rear and side yards of their properties. The Town currently provides winter maintenance on this street from Sanders Street to the parking area. The street consists of a 4.0 m wide asphalt surface with grassed shoulders, and contains overhead hydro and street lighting infrastructure with telecommunication infrastructure attached to the poles. The street does not contain any underground infrastructure, such as storm sewer, sanitary sewer or watermain. Page 1 / 5 130 The residents at 18 Sanders Street have expressed concerns with the volume and speed of vehicular traffic using the street to enter and exit the parking area. With two- way vehicle use and pedestrian travel through the Right-of-Way on the asphalt surface, vehicle and pedestrian conflicts are noted to be common by the residents. This concerns them from a pedestrian safety and property damage perspective. The residents have also reported verbal altercations with vehicular users of the Right-of- Way. The available options that the Town may consider are summarized below. It should be noted that Welding Street has been identified in the Conceptual Master Plan for Memorial Park and Lake Lisgar to be closed to vehicular traffic and used as a pedestrian link (Option 3). Option 1 Retain ownership of the street and maintain full access without restriction (Fully Open Road Allowance). This option would not change the current condition or operation of the street. Option 2 Retain ownership of the street and provide traffic calming or restrictions (Fully Open Road Allowance). This option would maintain vehicular and pedestrian through travel. Physical restrictions, such as speed bumps, may calm traffic on the street. Regulatory restrictions, such as posting a reduced speed limit or limiting the Right-of-Way to one-way traffic, may limit or reduce traffic patterns on the street. These methods may also reduce the vehicle/pedestrian conflicts on the roadway through increased decision time for drivers and pedestrians. Regulatory restrictions would only be as effective as enforced by the Police Services. Additionally, regulatory and physical restrictions outlined above would impact winter maintenance operations by limiting the overall effectiveness and efficiency of snow clearing efforts in this area. Option 3 Retain ownership of the street, close it to vehicular through-traffic and designate it primarily for pedestrian through travel (Restricted Access within the Road Allowance) The Municipal Act allows a municipality to pass by-laws removing or restricting the common law right of passage by the public over a highway and the common law right of access to the highway by an owner of land abutting a highway. Based on this provision in the Act, the Town could pass a By-law to maintain public access for pedestrian through travel and restrict vehicular through-travel within the Right-of-Way. Physical restrictions would be necessary at one end of the street to prohibit vehicular through travel, which would likely be in the form of a permanent road block (i.e. barrier Page 2 / 5 131 posts, guiderail, or bollards). This would disconnect direct vehicular traffic between Sanders Street and the parking area. All adjoining properties would continue to have vehicular access to their properties from Welding Street in addition to their current primary vehicular access from the frontage of their properties from Sanders Street, Broadway Street and Hardy Avenue. It should also be noted that this option also presents a lower Level of Service along Welding Street with respect to winter maintenance that would be similar to other dead end streets within the Town. Option 4 Declare the land surplus and sell portions of the street to adjoining landholders (Fully Closed Road Allowance with Transfer of Ownership) To divest lands such as Welding Street the Town would need to consider the following: • Pass a By-law to permanently close the section of roadway • Declare the lands surplus as to the needs of the Town • Sell the land in accordance with the policy outlined in By-law 3549 The Town should also circulate the proposal to permanently close/divest a right-of-way to utility companies to provide them with an opportunity to identify if they have any infrastructure in the area being considered for closure or sale. If necessary the Purchaser would be responsible for any legal work required by the utility company. The Town adopted By-law 3549 to enact the Town’s Sale of Real Property Policy. In general the process is as follows: 1. Obtain at least one opinion of the fair market value of the lands 2. Provide notice of sale to the public. 3. Confirm the method of sale (tender, RFP or offers) 4. Confirm exemptions from the Town’s process, such as sale of lands for tax arrears. 5. Undertake sale of land through Council resolution passed at regular, open meeting. 6. Outline in the sale that the Purchaser is responsible for all costs incurred or required to dispose of the property on an “as is, whereas” basis. Based on the four options presented, staff recommend proceeding with Option 3. Restricting access to the road allowance and designating the street primarily for pedestrian through travel not only alleviates the concerns brought forward by the residents at 18 Sanders St., it also supports the recommendations found in the Conceptual Master Plan for Memorial Park and Lake Lisgar. The Conceptual Master Plan calls for more pedestrian connections to the park and community centre area to Page 3 / 5 132 make movement through and getting to one’s destination safer and more efficient. It also recommends centralized vehicular routes in conjunction with improved parking facilities, with an emphasis placed on pedestrian movement. Improvement to the existing parking facilities are proposed in this Master Plan, including the parking area connected to Welding Street. This represents further opportunity to restrict vehicular through-traffic access to the Welding Street Right of Way. CONSULTATION/COMMUNICATION The recommended course of action (Option 3) was previously presented to Council and the public in the Conceptual Master Plan for Memorial Park and Lake Lisgar presentation earlier this year. FINANCIAL IMPACT/FUNDING SOURCE The costs associated with installing permanent road blocks (i.e. armour stone or bollards) can be accommodated in the Roads operating maintenance budget. Page 4 / 5 133 Page 5 / 5 134 135 136 137 138 139 140 STAFF REPORT OPERATIONS SERVICES Report Title: Winter Overnight Parking Report No.: OPS 15-23 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: AUGUST 10, 2015 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 15-23 Winter Overnight Parking; AND THAT a By-law be brought forward to repeal By-law 3768. SUMMARY Prior to 2013 the overnight parking restriction ran from Oct. 15 – Apr. 30 between the hours of 2am – 7am. In April 2013 By-law 3701 amended the Traffic By-law to restrict overnight parking from Nov. 15 – Mar. 31 between the hours of 2am – 6am. Later in October 2013 By-law 3768 further amended the Traffic By-law to restrict overnight parking only along Arterial and Collector roadways as well as streets within the downtown core from Nov. 15 – Mar. 31 between the hours of 2am – 6am, allowing residents to park overnight during the winter season on any other street in Town. Due to the complexity of the current overnight parking restriction signs needed to be installed along all Arterial and Collector roadways as well as roadways in the downtown core to inform residents and visitors which streets prohibit overnight parking. To date this direction has only been partially implemented largely due to the rate of recent staff turnover. There have been numerous complaints as well as a delegation to Council earlier this year regarding the frustration of the current overnight parking arrangement. In addition Public Works staff have expressed efficiency and safety concerns. A summary of both operational and resident concerns is provided below. Page 1 / 3 141  Operational Concerns • The increase in the amount of maneuvering around parked vehicles has increased the time it takes to complete a snow plow route, decreasing overall operational efficiency. • Additional return visits to plow snow windrows left on the road due to parked vehicles has also increased winter maintenance costs. • Not clearing snow to the curb due to parked vehicles causes streets to become narrower faster creating level of service issues and raises concerns of compliance with the Minimum Maintenance Standards (O.Reg. 239/02). • Snow piles left on the road due to parked vehicles create traffic safety hazards, especially during freeze thaw cycles. • Maneuvering around parked vehicles increases the chance for claims due to accidental damage, especially during snow storm events. • The increased potential for operators to cause accidental damage to parked vehicles could result in demerit points being applied to their driver abstract affecting their personal vehicle insurance premiums. • Some streets become too narrow with vehicles parked on both sides to maneuver a plow truck (i.e. Washington Grand Ave. Beckett Blvd. London St. etc.). • Parked vehicles also affect curb-faced sidewalk snow clearing efforts reducing efficiency and increasing the potential for damage claims and slip and fall claims.  Resident Concerns • Decreased level of service with streets not being cleared as quickly and along narrow streets with parked vehicles. • Additional snow clearing for homeowners when plows revisit to clear the snow windrows left on the road from parked vehicles, especially if they have just cleared their driveway or paid to have it cleared. • Vehicles parked for an extended period of time create sight line issues and cause adjacent homeowners to clear snow beyond the curb line. • Weaving in and out around parked vehicles makes for an obstacle course along roadways in less than ideal conditions. The current parking arrangement addresses homeowners with no private driveway or those with more vehicles than private driveway space as well as out of Town visitors, however prior to 2013 alternative overnight parking arrangements were made by these homeowners during the winter season. Page 2 / 3 142 Repealing By-law 3768 would reinstate the Town wide overnight parking restriction from Nov. 15 – Mar. 31 between the hours of 2am – 6am and address all of the resident and operational concerns outlined above as well as providing a consistent Level of Service message similar to area communities and municipalities within Oxford County as summarized in Table 1 below. Table 1 – Overnight Parking Restriction MUNICIPALITY DATE HOURS Tillsonburg (proposed) Nov. 15 – Mar. 31 2am – 6am Woodstock Dec. 1 – Mar. 31 2am – 6am St. Thomas Nov. 15 – Mar. 15 3am – 5am Stratford All Year 2am – 6am Aylmer Nov. 15 – Apr. 15 3am – 6am Ingersoll Dec. 1 – Mar. 31 3am – 6am Norwich Dec. 1 – Mar. 31 2am – 6am Zorra Nov. 15 – Mar. 31 1am – 8am South-West Oxford Nov. 15 – Mar. 31 1am – 8am The 10-year historical climatic data for Tillsonburg revealed that the first significant snowfall greater than 5 cm (2”) occurred as early as November 16th and as late as December 27th. Typically winter road maintenance operations for the Town takes approximately 8 to 12 hours after the snowfall has ended, depending on the amount of snowfall received, with most of the snow clearing efforts occurring in the early morning hours when traffic activity is normally minimal. CONSULTATION/COMMUNICATION The crew members of the Works Department were consulted to identify and review winter maintenance operational concerns relating to the current overnight parking arrangement. Information regarding winter overnight parking restrictions will be incorporated into the 2015/2016 Winter Community Guide and through repeated Focus Ad’s in the Tillsonburg News as well as on the Tillsonburg Website. FINANCIAL IMPACT/FUNDING SOURCE Although not quantifiable the inherent efficiencies of a Town wide overnight parking restriction and the improved level of service comes at no additional cost as well as reducing the Town’s risk and exposure to liability. Page 3 / 3 143 STAFF REPORT OPERATIONS SERVICES Report Title: Results for RFP 2015-008 Bridge, Culvert and Retaining Wall Inspections Report No.: OPS 15-24 Author: Jeff Molenhuis, P. Eng., Manager of Engineering Meeting Type: REGULAR COUNCIL Council Date: AUGUST 10, 2015 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 15-24 regarding RFP 2015-008 results for Consulting Services for Bridge, Culvert and Retaining Wall Inspections; AND THAT Council award RFP 2015-008 to AECOM of London, Ontario at a total estimated fee of $29,500.22 (net HST included) the highest scoring proposal received; AND THAT the Mayor and Clerk be authorized to execute the necessary documents to award RFP 2015-008 to AECOM for the provision of consulting services. SUMMARY Request for Proposal RFP 2015-008 Consulting Services for Bridge, Culvert and Retaining Wall Inspections was issued to acquire the necessary consulting services to perform roadway structure inspections; a mandatory requirement of Ontario Regulation 104/97 under the Public Transportation and Highway Improvement Act. The scope of work also includes identification of maintenance, repairs, load limits and rehabilitation needs, as well as a prioritization strategy to support the Town’s Asset Management Plan. This scope of work was identified in the 2015 Operations Services Business Plan. The RFP was advertised on the Tillsonburg website, the Tillsonburg News and on Biddingo with a total of two (2) valid proposals received. Town staff reviewed and scored the proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Page 1 / 2 144 Corporate Qualifications and Experience 15 pts Project Team 15 pts Approach and Methodology 30 pts Quality Assurance and Control 10 pts Schedule and Work Plan 10 pts Proposed Fee 20 pts Total Score 100 pts The proposed fee of the proposals received varied from $29,500.22 to $67,230.29 (net HST included). The scoring results from the Evaluation Committee are summarized below. Proponent Total Score 1. AECOM 92 2. Harbourside Engineering Consultants 75 AECOM was the highest scoring proposal submitted and have strong background, experience, and work plan relative to the entire scope of work contemplated for this project. The cost from this consultant was also the lowest of the proposals received. Therefore, it is staff’s recommendation that AECOM be retained for this assignment. CONSULTANTATION/COMMUNICATION The Director of Operations, Manager of Engineering, Senior Operations Technologist and Asset Management Technician were consulted during the evaluation. FINANCIAL IMPACT/FUNDING SOURCE The recommended proponent’s fee of $29,500.22 (net HST included) to complete the scope of work of this assignment is under the 2015 approved budget of $40,000 from reserves. Page 2 / 2 145 STAFF REPORT OPERATIONS SERVICES Report Title: Results for RFP 2015-010 Leaf Vacuum Equipment Report No.: OPS 15-25 Author: Dave Davis, Manager of Fleet Meeting Type: REGULAR COUNCIL Council Date: AUGUST 10, 2015 Attachments: NONE RECOMMENDATION: THAT Council receives Report OPS 15-25 regarding RFP 2015-010 results for a tow behind leaf vacuum unit; AND THAT Council award RFP 2015-010 to G.C Duke of Burlington, ON at a cost of $34,543.45 (net HST included) the highest scoring proposal received; AND THAT Council authorizes the manufacture of two new vented enclosures from Swanzey Welding of Simcoe, ON at a cost of $8,700.48 (net HST included) the lowest bid received. SUMMARY Further to the Loose Leaf Collection Program Report OPS 15-20 Council supported the change in the loose leaf collection process to a leaf vacuum method of operation. Request for Proposal RFP 2015-010 was subsequently issued to acquire the new tow behind leaf vacuum equipment. The RFP was advertised on the Tillsonburg website, the Tillsonburg News and on Biddingo with a total of two (2) valid proposals received. Town staff reviewed and scored the proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Price 40 pts Delivery Date 10 pts Specification Requirements 20 pts Quality Assurance and Warranty 10 pts Design Features and References 20 pts Total Score 100 pts Page 1 / 2 146 The bid prices of the proposals received varied from $34,543.45 to $37,297.08 (net HST included). The scoring results of the RFP are summarized below. Proponent Total Score 1. G.C. Duke, Burlington, On 96 2. Joe Johnson Equipment, Innisfil, On 86 G.C. Duke was the highest scoring proposal submitted and has supplied this equipment to the Town of Ingersoll, City of Waterloo and the City of Toronto. The cost from this proponent is also the lowest of the proposals received. Therefore it is staff’s recommendation that G.C.Duke be awarded this RFP. In addition the leaf vacuum process requires modifications to the dump body of two plow trucks to create a vented enclosure. Quotations were requested for the manufacture and installation of two vented enclosures as summarized below. Bidder Location Bid Amount 1. Swanzey Welding Simcoe, ON $ 8,700.48 2. Lonestar Welding Courtland, ON $ 9,132.35 3. Viking-Cives Mount Forest, ON $ 28,533.50 4. Joe Johnson Equipment Innisfil, ON $ 32,612.04 The above bids include net HST of 1.76%. It is staff’s recommendation that Swanzey Welding be authorized to manufacture of the two vented lid enclosures not only because they are the lowest bid, but also due to Swanzey Welding successfully performing other custom tasks over the past several years. CONSULTANTATION/COMMUNICATION The Director of Operations, Manager of Fleet and the Roads/Fleet CSR were consulted during the evaluation. FINANCIAL IMPACT/FUNDING SOURCE The recommended proponent’s bid of $34,543.45 (net HST included) for the supply and delivery of a new leaf vacuum unit and the lowest bid of $8,700.48 for the manufacturer and installation of two custom made vented enclosures, for a total project cost of $43,243.93 is under the 2015 approved budget of $45,000 from reserves. Page 2 / 2 147 STAFF REPORT OPERATIONS SERVICES Report Title: Results for the 2015 - 2018 Supply of Highway Coarse Bulk Salt Report No.: OPS 15-26 Author: Kevin De Leebeeck, P. Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: AUGUST 10, 2015 Attachments: NONE RECOMMENDATION THAT Council receive Report OPS 15-26, Results for the 2015 - 2018 Supply of Highway Coarse Bulk Salt; AND THAT Council award the Supply of Highway Coarse Bulk Salt to Compass Minerals of Mississauga, Ontario, at a per tonne unit cost of $66.91 for 2015/2016, $68.25 for 2016/2017, and $69.61 for 2017/2018 (net HST included). SUMMARY A joint tender, administered by the City of Woodstock, was called by the County of Oxford Co-operative group for the supply and delivery of highway coarse bulk salt. A total of three (3) bids were received on July 29th 2015, the results of which are summarized below on a unit cost per tonne basis (net HST included) Bidder 2015-2016 2016-2017 2017-2018 1. Compass Minerals (Sifto Canada) $66.91 $68.25 $69.61 2. Cargill Deicing Technology Ltd. $75.53 $79.30 $83.27 3. K & S Windsor Salt Ltd. No Bid No Bid No Bid The 2015-2016 price represents a slight increase of 1.87% from last year’s price of $65.68 from Cargill Deicing Technology Ltd. FINANCIAL IMPACT/FUNDING SOURCE The rising cost of salt will be incorporated into the Public Works winter maintenance operating budget over the next three years. Page 1 / 1 148 STAFF REPORT RECREATION, CULTURE & PARKS Title: Pioneer Cemetery Gateway Report No.: RCP 15-33 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: AUGUST 10, 2015 Attachments: RECOMMENDATION THAT Council receives Report RCP 15-33 –Pioneer Cemetery Gateway for information; AND THAT Council approves the gateway design recommended by the Pioneer Cemetery Committee; AND THAT Council approves the sole-source procurement of the manufacturing and installation of the gateway from Lonestar Welding Inc, Courtland at the quoted price of $5133.97 plus applicable taxes. EXECUTIVE SUMMARY The Pioneer Cemetery Committee has been working to implement their revitalization plan as approved and within the funding allocated by Council. The committee has selected a gateway design and the sole-source procurement requires Council approval. In addition, knowing that changes to the appearance of the Town’s Cemetery can be controversial, the Committee is seeking Council approval of the recommended design. BACKGROUND The 2015 Capital budget includes a $27,100 allocation for further implementation of the Pioneer Cemetery revitalization project. The 2015 workplan includes installation of marker stones and benches at each of the gravestone clusters as well as a large master obelisk listing the names of those interred in the cemetery. The plan also includes placing an arched gateway for the cemetery. The Committee has worked with Lonestar Welding to develop the design based on Lonestar’s previous work several years ago to build and install the metal fence at the Cemetery. Lonestar is matching the design elements and construction approach of the fence in the proposed gateway design. The gateway is designed for people not vehicles and would be about 10’ wide and have 8’ clearance. RCP 15-33 - Pioneer Cemetery Gateway 1/2 149 The Committee asked Lonestar to prepare two designs, one with brick piers and one without. Option 1 Cost: $5,133.97 + HST Option 2 Cost $7,133.97 + HST The committee is recommending Option 1 based on cost and because the fear is that because the gateway is not large the brick piers will make it look too heavy. FINANCIAL IMPACT The 2015 budget includes $27,100 for the Pioneer Cemetery project. If Option 2 was selected, the remaining budget would be $766.02. CONSULTATION/COMMUNICATION The Pioneer Cemetery committee consulted with Town staff, the Tillsonburg & District Historical Society and Lonestar Welding to develop these designs and select the recommended option. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. Obelisk 13,989.00$ Section Markers 3,750.00$ Benches (6x$99)594.00$ Bench bases (patio stone)100.00$ Gateway (all metal option)5,133.97$ Subtotal 23,566.97$ Net HST 707.01$ Budget 27,100.00$ Budget remaining 2,826.02$ Committed or spent to date RCP 15-33 - Pioneer Cemetery Gateway 2/2 150 = Attendance: Henry Atkinson, Euclid Benoit, Andre Brisson, Valerie Durston, Geoffrey Lee, Rick Lee, John Prno, Donna Scanlan, Jeremy Stockmans, Chris Rosehart, Richard Van Maele Staff: Cephas Panschow, Annette Murray, Donna Wilson (departed at 5:35 pm) Regrets: Mel Getty 1. Call to Order The meeting was called to order by Chair Benoit at 5:00 pm. John Prno acted as Secretary for the meeting. 2. Adoption of Agenda Moved By: Richard Van Maele Seconded By: Andre Brisson Proposed Resolution THAT the Agenda as prepared for the Committee meeting of July 2, 2015, be adopted. Carried 3. Disclosure of Pecuniary Interest None Declared 4. Approval of previous minutes Moved By: Richard Van Maele Seconded By: Geoffrey Lee Proposed Resolution THAT the minutes for the June 15, 2015 meeting be approved. Carried 5. Presentations and Deputations Donna Wilson, Town Clerk, provided an orientation to the Advisory Committee, including: the role of the committee, role of staff, meeting structure, minutes, terms of reference, and The Corporation of the Town of Tillsonburg Airport Advisory Committee 02/07/2015 5:00 pm Tillsonburg Regional Airport Boardroom 244411 Airport Rd., South-West Oxford Minutes 151 Committee Meeting – Minutes - 2 - process for establishing subcommittees. She noted the specific need for the committee to add term goals to the terms of reference. Questions asked and answered. 6. General Business and Reports a) Business Arising from the Minutes i) Airport Tenant Policy The proposed Airport Tenant Policy draft was reviewed in detail and changes made. With the goal being that everyone at the Airport should feel the rules belong to them, the draft will be distributed to all tenants with comments encouraged by e-mail. Committee members will meet personally with the Airport-based commercial tenants and organizations to solicit their comments. The section on enforcing infractions to the Policy is still a work in progress, and Staff were directed to conduct additional research with other airports and Transport Canada on available means of enforcement. Moved By: Jeremy Stockmans Seconded By: Andre Brisson Proposed Resolution THAT a clean draft of the Airport Tenant Policy be distributed to all tenants on the airport for their review with comments to be received by July 20, 2015. Carried Moved By: Jeremy Stockmans Seconded By: Geoffrey Lee Proposed Resolution THAT the Chair and Vice Chair present the draft Airport Tenant Policy to commercial tenants and organizations and encourage their comments by July 20, 2015. Carried b) New Business i) Master Plan Overview As the remaining meeting time was limited, it was proposed that a subcommittee review the Airport Master Plan and provide input back to the Committee. Moved By: Jeremy Stockmans Seconded By: Geoffrey Lee Proposed Resolution THAT a subcommittee be formed to review the Airport Master Plan and report back to the Advisory Committee on suggested next steps. Defeated 152 Committee Meeting – Minutes - 3 - Lengthy discussion took place and it was determined that a special meeting of the Committee would take place on Tuesday, July 21, 2015 to allow a full review and discussion by the entire committee. Staff will circulate the Master Plan report to the entire committee for review well in advance of the meeting date. 7. Correspondence None 8. Other Business None 9. Next meeting Tuesday, July 21, 2015 at 5:00 pm 10. Adjournment Moved By: Andre Brisson Proposed Resolution THAT the July 2, 2015 meeting be adjourned at 7:50 pm. 153 = Attendance: Charles Baldwin, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Sue Saelens, Maurice Verhoeve, Paul Wareing, Janet Wilkinson Regrets: Ken Butcher, Jeff Bunn, Rick Cox, Penny Esseltine, Marian Smith 1. Call to Order: The meeting was called to order at 9:00 a.m. by Robert Marsden. 2. Adoption of Agenda Moved By: S. Saelens Seconded By: P. DeCloet Proposed Resolution THAT the Agenda as prepared for the Committee meeting of May 7, 2015 be adopted. Carried 3. Disclosure of Pecuniary Interest: None 4. Approval of previous minutes Moved By: J. Wilkinson Seconded By: S. Saelens Proposed Resolution THAT the minutes for the May 7, 2015 meeting be approved. Carried 5. Presentations and Deputations: None 6. General Business and Reports: a) Bear Street residence: Withdrawn b) Tree By-law: The appendix is in the process of being typed. The balance of the by-law will be dealt with at the September meeting. c) Keep Tillsonburg Beautiful Final Report: Held at Annandale Ball Diamonds, it was the most successful day yet. There were many young people and 770 trees were planted. There was good support from the Town and Long Point Conservation Authority (Paul Gagnon). Everyone keep in mind plans for the next year’s event. d) Columbarium – it is expected that the new columbarium will arrive about mid-June. There has been no decision made yet about whether the existing columbarium will be repaired or replaced. 7. Correspondence: None 8. Other Business: a) Set committee’s goals for term in September. b) C. Baldwin reported that work will be done in the fall in the Baldwin and Quarterline lot. c) Town staff are compiling a list of trees that need to come down. The Corporation of the Town of Tillsonburg Heritage, Beautification & Cemetery Advisory Committee June 11, 2015 9:00 a.m. Marwood Lounge Tillsonburg Community Centre Minutes 154 Council Meeting – Agenda - 2 - d) New watering system at cemetery is installed and working. e) By-law re: cemetery decorations to go in staff report to Council. f) Rolph Street School: S. Saelens reported that historical luncheon was well attended. Several attendees came forth with more information regarding the building. The plaque has been installed. Many took advantage of the opportunity to tour school. 9. Next meeting: September 3, 2015 at 9:00 a.m. in the Marwood Lounge. 10. Adjournment Moved By: P. DeCloet Seconded By: C. Baldwin Proposed Resolution THAT the June 11, 2015 meeting be adjourned at 10:00 a.m. Carried 155 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 1 - LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS – MINUTES June 3rd, 2015 (as approved at the Board of Directors meeting held August 5, 2015) Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Noel Haydt, David Hayes, John Scholten, Tom Southwick Staff in attendance: C. Evanitski, D. Holmes, J. Robertson, J. Maxwell, L. Minshall, C. Jacques, B. Hodi, J. Miller, B. Bravener and D. McLachlan Absent: C. Grice The LPRCA Chair called the meeting to order at 7:30 pm Wednesday, June 3rd, 2015 in the Tillsonburg Boardroom. ADDITIONAL AGENDA ITEMS MOTION A-72/15 moved: R. Chambers seconded: N. Haydt THAT the LPRCA Board of Directors add “2014-2018 Strategic Plan Review” and “Watershed Conditions Update” under New Business as items 10 (e) and (f) to the June 3rd, 2015 agenda. CARRIED DISCLOSURES OF INTEREST None DEPUTATIONS: None MINUTES OF PREVIOUS MEETINGS MOTION A-73/15 moved: L. Bartlett seconded: R. Chambers THAT the minutes of the LPRCA Board of Directors Regular Meeting held May 6th, 2015 be adopted as circulated. CARRIED 156 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 2 - BUSINESS ARISING a) LPRCA Insurance Coverage Report Staff researched and provided details regarding the insurance book of business for the CA group in comparison with various municipalities within the watershed. After further research into the Directors and Officers Liability Insurance, LPRCA’s coverage is supplementary to any coverage provided by the municipality when acting on behalf of LPRCA. If coverage is not provided by the municipality, LPRCA’s insurer will cover the Board Members for claims while directing the affairs of LPRCA. MOTION A-74/15 moved: L. Bartlett seconded: N. Haydt THAT the LPRCA Board of Directors receives the Insurance Renewal Follow-up as information. CARRIED REVIEW OF COMMITTEE MINUTES None CORRESPONDENCE The GM provided history and background information on the correspondence items. MOTION A-75/15 moved: R. Chambers seconded: L. Bartlett THAT the correspondence outlined in the Board of Directors’ Agenda of June 3rd, 2015 be received as information. CARRIED DEVELOPMENT APPLICATIONS a) Staff Approved applications Staff approved 17 applications since the last meeting in May: LPRCA-26/15, LPRCA-40/15, LPRCA-42/15, LPRCA-44/15, LPRCA-45/15, LPRCA-46/15, LPRCA- 47/15, LPRCA-48/15, LPRCA-49/15, LPRCA-50/15, LPRCA-51/15, LPRCA-52/15, 157 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 3 - LPRCA-53/15, LPRCA-54/15, LPRCA-55/15, LPRCA-56/15 and LPRCA-57/15. Staff expanded on details regarding LPRCA-26/15 located at Charlotteville, Norfolk. MOTION A-76/15 moved: R. Chambers seconded: N. Haydt That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information. CARRIED b) New Applications The Planning Department sought approval for three applications all within Norfolk County. No questions or comments. MOTION A-77/15 moved: L. Bartlett seconded: N. Haydt THAT the LPRCA Board of Directors approves the following Development Applications WITH CONDITIONS contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), LPRCA-58/15 LPRCA-59/15 LPRCA-63/15 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED NEW BUSINESS a) CALENDAR REVIEW The next Board of Directors meeting is August 5th to be held at the Backus Education Centre and will include the Leighton and Betty Brown Scholarship Presentation. There is no meeting scheduled for July. Among the many planned activities and events over the next two months is the Power on the Pond, hydroplane races at Waterford North; kayak lessons at Deer Creek; Children’s Fishing Derby at Backus; and the many other events scheduled at Backus throughout the summer months. While the exact date has 158 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 4 - not been confirmed, there will be a Reptiles at Risk Workshop and Family Presentation at the Backus Education Centre some time at the end of July. Board Members were encouraged to use their LPRCA Seasons Pass for entry into the parks to attend the events. MOTION A-78/15 moved: N. Haydt seconded: R. Chambers THAT the June/July Calendar of Events Report be received as information. CARRIED b) GENERAL MANAGER’S REPORT The GM participated in a number of meetings and events throughout the month of May including the ministerial presentation at Sutton Pond and the tour of the refurbished Backus Mill conducted by the Heritage Programmer/Curator. MOTION A-79/15 moved: R. Geysens seconded: N. Haydt THAT the LPRCA Board of Directors receives the General Manager’s Report for May 2015 as information. CARRIED c) SHORELINE POLICIES REPORT This draft document consolidates the current policies in use by LPRCA for the administration of Section 28 Regulations in permitting decisions. The existing policies incorporated into this document are the 2014 Provincial Policy Statement, the MNR Technical Guidelines, the approved 1989 LPRCA Shoreline Management Plan and the Conservation Authorities Act Ontario Regulation 178/06. Staff recommended releasing the draft policy for consultation to municipalities, and interested sectors and landowners. After extensive discussion, the Board requested to form an ad hoc committee to review the policies further and develop a workplan for release. MOTION A-80/15 moved: R. Chambers seconded: R. Geysens THAT the staff be directed to consult with an ad hoc LPRCA Board Committee on the draft LPRCA Policies for the Administration of the Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation; and THAT a workplan be formed for approval by the Board that includes a course of action for moving said policies forward. CARRIED 159 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 5 - d) NATIONAL DISASTER MITIGATION PROGRAM The federal government recently announced a new funding program to address the rising risk and cost of flood events across Canada. The National Disaster Mitigation Program will pay 50% of the costs to update flood mapping, flood mitigation planning and small scale mitigation works. The deadline to receive funding for the 2015-2016 year is June 30, 2015. The Ministry of Municipal Affairs and Housing (MMAH) is taking the lead for the project in Ontario and requires all information by June 5th (this Friday) to consolidate the information and submit the request for funding by the June 30th deadline. MMAH requires conservation authorities to partner with municipalities to complete the various requirements, therefore, LPRCA will work with Norfolk County to complete flood hazard mapping along the Lake Erie shoreline. This Program could potentially support LPRCA’s Shoreline Management Plan (Norfolk). MOTION A-81/15 moved: J. Scholten seconded: R. Geysens THAT LPRCA make application to the National Disaster Mitigation Program for funding to undertake a project to Update Flood Mapping and Flood Risk Assessment along the Lake Erie Shoreline in Norfolk County; AND THAT LPRCA plan to contribute 5% of the total project cost from General Levy – Capital as its share of the matched funds; AND THAT, when the application is approved, LPRCA reallocate its share of the matched funds to this project within the approved 2015 Watershed Services Capital Budget. CARRIED e) WATERSHED CONDITIONS UPDATE In 2000 the Ontario Low Water Response (OLWR) plan was created to ensure provincial preparedness, to assist in coordination and to support local response in the event of low water conditions. Overall 2015 has seen below average precipitation and below average air temperatures with the exception of the month of May with a late month heavy rain and slightly warmer air temperatures. Similar conditions were seen in early 2012. At that time the Water Response Team (WRT) declared a Level 1 low water condition on May 22nd, 2012, asking for a voluntary 10% reduction of water usage by all users. Although conditions are similar, there are many factors that are considered when declaring a low water statement, and while some of the indicators specify a Level 1 low water condition, there are more indicators dictating that a Level 1 is not required at this time. 160 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 6 - Environment Canada has projected warmer conditions with near-normal levels of precipitation for the month of June. MOTION A-82/15 moved: R. Chambers seconded: J. Scholten THAT the LPRCA Board of Directors receives the verbal Watershed Conditions Update report as information. CARRIED f) 2014-2018 STRATEGIC PLAN REVIEW As part of the Strategic Planning process, it was recommended that the Plan be reviewed annually. MOTION A-83/15 moved: R. Chambers seconded: N. Haydt THAT the LPRCA Board of Directors appoints the Chair, Vice-chair, R. Geysens, R. Chambers and the General Manager to review year-one progress of the 2014-2018 LPRCA Strategic Plan; AND THAT said review be presented to the Board. CARRIED The Chair adjourned the meeting at 9:10pm. ________________________________ Michael Columbus Dana McLachlan Vice-Chair Administrative Assistant 161 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3922 A BY-LAW to authorize a Building Permit Fee Rebate for 137 Rolph Street, Town of Tillsonburg, County of Oxford. WHEREAS The Town of Tillsonburg is desirous of approving a Building Permit Fee Rebate for the property known as 137 Rolph Street through the municipality’s Community Improvement Plan. AND WHEREAS Section 28 (4) of the Planning Act enables a municipal council to adopt a Community Improvement Plan. AND WHEREAS Council of the Town of Tillsonburg adopted a Community Improvement Plan on September 25, 2006 by By-Law 3191. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT a rebate for Building Permit fees in the amount of $5,015, be provided for the renovation of the existing Church at 137 Rolph Street; 2. THAT the by-law shall take full force and effect upon final passage hereof. READ A FIRST AND SECOND TIME THIS 10th DAY OF AUGUST, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF AUGUST, 2015. _________________________ MAYOR-Stephen Molnar _________________________ TOWN CLERK-Donna Wilson 162 THE CORPORA TION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3930 A BY-LAW to appoint a Deputy Clerk for the Town of Tillsonburg. WHEREAS the Municipal Act, 2001, S.O. C 25, allows for the appointment of officers of the Municipality; AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is necessary and expedient to appoint a Deputy Clerk for the Corporation of the Town of Tillsonburg; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT Tricia Smith is hereby appointed as Deputy Clerk. 2. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, Chapter 25. 3. THAT By-Law 3809, to appoint the former Deputy Clerk on April 14, 2014, is hereby repealed and any previously enacted By-Laws which are inconsistent with the purpose and intent of this By-Law are hereby repealed. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 10th DAY OF AUGUST, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF AUGUST, 2015. _______________________ MAYOR – Stephen Molnar ___________________________ TOWN CLERK - Donna Wilson 163 THE CORPORA TION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3929 A BY-LAW to appoint a Manager of Finance/Deputy Treasurer for the Town of Tillsonburg. WHEREAS the Municipal Act, 2001, S.O. C 25, allows for the appointment of officers of the Municipality; AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is necessary and expedient to appoint a Manager of Finance/Deputy Treasurer for the Corporation of the Town of Tillsonburg; THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT Janelle Costantino is hereby appointed as Manager of Finance/Deputy Treasurer. 2. THAT this By-Law is passed pursuant to the Section 286 (2) of the Municipal Act, 2001 S.O. 2001, Chapter 25. 3. Any previously enacted By-Laws which are inconsistent with the purpose and intent of this By-Law are hereby repealed. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 10th DAY OF AUGUST, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF AUGUST, 2015. _______________________ MAYOR – Stephen Molnar ___________________________ TOWN CLERK - Donna Wilson 164 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3934 A BY-LAW to Repeal By-Law 3768, being a by-law to amend By-Law 3701, to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg. AND WHERAS the Council of the Corporation of the Town of Tillsonburg on October 28, 2013, passed By-Law 3768 to amend By-Law 3701. AND WHEREAS the Council of the Corporation of the Town of Tillsonburg deems it expedient and necessary to repeal By-Law 3768 in its entirety. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg that By-Law 3768 passed on October 13, 2013 be hereby repealed. Read a first and second time this 10th day of August, 2015. Read a third time, passed, signed, sealed and numbered 3934 this 10th day of August 2015. __________________________ Mayor – Stephen Molnar __________________________ Town Clerk – Donna Wilson 165 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3932 A BY-LAW to Establish the Rate of Remuneration for Members of the Council of the Corporation of the Town of Tillsonburg for the 2014 – 2018 term. WHEREAS Section 283 of the Municipal Act, S.O. 2001 c. 25, as amended, provides that a municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality. AND WHEREAS the Council of the Corporation of the Town of Tillsonburg passed resolutions to determine remuneration for Council members for the 2014 – 2018 term and that honorariums reflect the annual Cost of Living Adjustment increase given to employees each year; AND WHEREAS Council recognizes that compensation should be tied mostly to Council member performance and that performance means attendance at meetings and events; NOW THEREFORE Council of the Corporation of the Town of Tillsonburg does enact as follows: 1. Definitions 1.1 Meetings Council defined as regular or special meeting of Council where all members of Council are invited to attend. Usually starts at 4:30 p.m. and ending no later than 10:30 p.m. Committee/Board defined as a meeting where one or more members of Council are appointed to represent Council. 1.2 Events Community Events includes social and community events, etc. where Council is invited as a whole (Parades, Bazaars, Fall Fairs, etc) Special Events includes social and community events, open houses, receptions, etc. where the Mayor and/or his designate and/or members of Council are invited to attend 1.2 Other Other Business defined as attendance by one or more members of Council to attend to matters relating to municipal governance. 2. THAT each Council member’s compensation for conference per diems and mileage shall be subject to the provisions contained in the Town of Tillsonburg Conference and Training Policy. 166 3. THAT each Council member’s remuneration shall be paid as follows: 3.1 Mayor Council annual remuneration, allocated between 1/3 municipal allowance and 2/3 regular pay, shall be $32,069.04 plus the cost of health benefits. 3.2 Deputy Mayor Council annual remuneration, allocated between 1/3 municipal allowance and 2/3 regular pay, shall be $13,354.39 plus the cost of health benefits. 3.3 Councillor Council annual remuneration, allocated between 1/3 municipal allowance and 2/3 regular pay, shall be $12,155.18 plus the cost of health benefits. 4. THAT should annual cost of living adjustments be awarded to Town staff for any subsequent year within this term, then a corresponding increase will automatically be added to the Mayor, Deputy Mayor, and Councillor base rate established in 2015 to determine the new base rate for Council compensation for subsequent years and become effective on January 1 of that year. 5. THAT Council honorariums become effective January 1, 2015; 6. THAT By-Law 3480 is hereby repealed. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, and shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 10th DAY OF AUGUST, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF AUGUST, 2015. ----------------------------------------------------______________________________________________ Mayor – Stephen Molnar _________________________ Town Clerk – Donna Wilson 167 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3931 A BY-LAW to amend Schedule A of By-Law 3876, to Define the Mandate, Membership, and Meeting Procedures for Committees Established By The Corporation Of The Town of Tillsonburg. WHERAS it is deemed necessary and expedient to amend Schedule A of By-Law 3876. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule A of By-Law 3876 2014-2018 Committee Structure be amended as attached hereto; 2. THAT these amendments to By-Law 3876 are hereby declared to be part of that By- Law as if written therein. 3. That this By-law shall come into full force and effect upon passing. Read a first and second time this 10th day of August, 2015. Read a third time, passed, signed, sealed and numbered 3931 this 10th day of August, 2015. ________________________________ Mayor – Stephen Molnar _______________________________ Town Clerk – Donna Wilson 168 By_law 3873 Schedule A Amended By-Law 3876 Schedule “A” Town of Tillsonburg 2014-2018 Committee Structure Board/Committees Citizen Appointments Council Representatives Terms Statutory Requirements /Discretionary Staff Liaison Accessibility Advisory Committee Mike Cerna Helen Lamos Michael Kadey Councillor Stephenson 4 years Mandatory Deputy Clerk Airport Advisory Committee Rick Lee Richard Van Maele Geoffrey Lee Donna Scanlan Euclid Benoit Andre Brisson Henry Atkinson Jeremy Stockmans 4 years Discretionary Development Commissioner Cultural Advisory Committee Erin Getty Josiane DeCloet Deb Beard Ann Loker Councillor Stephenson 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Development Committee Lisa Gilvesy Steve Spanjers Randy Thornton Michael Bossy John Veldman Andrew Burns Scott McLean Mel Getty Paul DeCloet Ashton Nembhard Real Estate Board Rep - Lindsay Morgan BIA Rep – Cedric Tomico Chamber Rep - Jesse Goossens Councillor Hayes 4 years Discretionary CAO Development Commissioner 169 By_law 3873 Schedule A Heritage, Beautification and Cemetery Committee Paul DeCloet Sue Saelens Marion Smith Janet Wilkinson Robert Marsden Councillor Esseltine 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Museum Advisory Committee Dianne MacKeigan Robert Marsden Mary Lou Sergeant Helen Lamos Councillor Rosehart 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Parks and Recreation Advisory Committee Donna Scanlan Bob McCormick Donald Baxter Dace Zvanitajs Mike Cerna Mel Getty James Payne Susan Labanich Paul DeCloet Councillor Esseltine 4 years Discretionary Director of Recreation, Culture and Parks AND/OR Designate Special Awards Committee Ann Loker Mary Anne Vangeertruyde Sam Lanb Councillor Stephenson 4 Years Discretionary Clerk AND/OR Designate Tillsonburg Non Profit Housing Robert Hurley Evenly Fritz Ron Gasparetto Joyce Hanson Geraldine Brisebois John Stanbridge Terry Pierce Carolyn Hicks Roderick Van Riesen Councillor Adam n/a n/a n/a 170 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3935 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 10th day of August, 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 August 10, 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 10TH DAY OF AUGUST, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 10TH DAY OF AUGUST, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Town Clerk – Donna Wilson 171