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151013 Council= ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Regrets: Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Kevin De Leebeeck, Director of Operations Rick Cox, Director of Recreation, Culture and Park Services Tricia Smith, Deputy Clerk 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: 1.litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Brock Street); 2.personal matters about an identifiable individual, including municipal or local board employees (Operations). Carried The Corporation of the Town of Tillsonburg COUNCIL MEETING Tuesday, October 13, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES Council Meeting – Minutes - 2 - 3.Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Tuesday, October 13, 2015, be adopted. Carried 4.Moment of Silence Tillsonburg Fire Fighter John Kovacs was remembered. Individuals present were asked to rise in a moment of silence in honour of communityservices, fire, EMS and police. 5.Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6.Adoption of Council Minutes of Previous Meeting6.1. Minutes of the Meeting of September 28, 2015. Minutes, September 28, 2015 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the Council Meeting of September 28, 2015, be approved. Carried 7.Delegations and Presentations 7.1. Conservation Authorities Act Review Presented By: Cliff Evanitski CA Added Value Flyer_2015_FINAL Background One-pager Cliff Evanitski appeared before Council to provide a review of the proposed changes to the Conservation Authorities Act. The main points the conservation authorities are requesting to be reviewed are: •The Province to confirm and define conservation Authorities mandate •Formalize and expand relationship with the province •The Governments model •Sustainable funding Council Meeting – Minutes - 3 - Currently LPRCA receive 29% of funding from the municipality. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the information regarding the Conservation Authorities Act Review as information. Carried 7.2. Oxford Physician Recruitment Group Delegation Request - Oxford Physician Recruitment GroupPresentation By: Mel Getty, Lisa Gilvesy and Dr. Gerry Roland Chair Mel Getty, Member Lisa Gilvesy and Member Gerry Rolland appeared before Council. The group provided a presentation on the current physician recruitment situation. Council were invited to ask questions – Tillsonburg currently has two doctor vacancies. Visit www.PracticeInOxford.ca for more information on this group. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives the presentation from the Oxford Physician Recruitment Group as information. Carried 7.3. Tillsonburg Cultural Advisory Committee Grant Requests – Deb Beard Delegation Request Cultural Advisory Deb Beard, Chair of the Cultural Advisory Committee appeared before Council to obtain approval for grant requests. Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the delegation from the Tillsonburg Cultural Advisory Committee as information; AND THAT Council approves awarding the Cultural Advisory Grant to The Tillsonburg Tri-County Agriculture Society in the amount of $1,100 and to the Tillsonburg Kiwanis Club in the amount of $3,000 for the Annual Tillsonburg Santa Claus parade. Carried Council Meeting – Minutes - 4 - 7.4. Parks & Recreation Committee - Directional Signage for TCC Presented By: Mel Getty, Chair Delegation Request - P & R Committee Mel Getty, Chair of the Parks & Recreation Advisory Committee appeared before Council to request that council support working with the County to put up directional signage on the pumping station property on Broadway. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives the delegation from the Parks & Recreation Committee as information; AND THAT staff be directed to work with the County regarding the directional signage. Carried 7.5. OPP Mid-Year Review Presented By: Larry Scanlan & Tim Clark 7.6. Inspector Tim Clark and Chair of the Police Service Board Larry Scanlan appeared before Council to provide a review of police services in Tillsonburg. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives the OPP Mid-Year Review, as information. 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 7:25 p.m. Carried Council Meeting – Minutes - 5 - 8.1. Application for Minor Variance- A-08/15 - Harry Layman- 156 Bidwell St A-08/15 Report Report Attachments Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report No. 2015-198 with regards to Application A-08/15. Opportunity was given for comments and questions. Mr. Harry Layman was in attendance and he indicated his support of the planners report. No other persons appeared in support of or opposition to the application. The Committee of Adjustment passed the following resolution: Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT the Town of Tillsonburg Committee of Adjustment approves Application File A- 08/15, submitted by Harry Layman, for lands described as Lot 912, Plan 500, Town of Tillsonburg, as it relates to: 1.Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 70 m2 (750 ft2) to permit the construction of a detached accessory building; subject to the following condition: The existing frame sheds, identified on Plate 3 of Report No. 2015-198, be removed to the satisfaction of the Town of Tillsonburg Building Services Department. Carried Council Meeting – Minutes - 6 - 8.2. Application for Minor Variance- A-11/15 - Bill Hughes, 9 Esseltine Drive A-011/15 Report Report Attachments Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report No. 2015-210 with regards to Application A-11/15. Opportunity was given for comments and questions. The applicant Bill Hughes was in attendance and he indicated his support of the application. No other person appeared in support of or opposition to the application. The Committee of Adjustment passed the following resolution: Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Town of Tillsonburg Committee of Adjustment approves Application File A- 11/15, submitted by Bill Hughes, without further circulation of public notice, for lands described as Part Lot 69, Plan 41M-182, Part Lots 110 – 112, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to: Relief from Section 7.5.5.2.12.1 – Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 2.8 m (9.2 ft). Carried 8.3. Application for Minor Variance- A-12/15- Werner Geidlinger, 171 Weston Drive A-12/15 Report Report Attachments Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report No. 2015-211 with regards to Application A-12/15. The applicant Werner Geidlinger appeared in support of the application. Opportunity was given for comments and questions. No other person appeared in support of or opposition to the application. Council Meeting – Minutes - 7 - The Committee of Adjustment passed the following resolution: Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Town of Tillsonburg Committee of Adjustment approves Application File A- 12/15, submitted by Werner Geidlinger, for lands described as Part Lot 74, Plan 41M- 182, Part Lots 8 - 10, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to: Relief from Section 7.5.5.2.12.1 - Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 3.3 m (10.8 ft) to facilitate the construction of a deck at the rear of an existing dwelling. Carried Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move out of the Committee of Adjustment and move back into Regular Session at 7:38 p.m. Carried 9.Planning Applications 9.1. Applications for Consent- B15-37-7 & B15-38-7 Patrick Mooney, 34 North Street West B15-37-38-7 Report Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report B15-37-7 & B15-38-7. The Mayor provided an opportunity for members of the public to speak to the application. Eric Gilbert confirmed that the lot frontages are at par with existing lots on James Ave. The Mayor informed the public that they can provide comments to Eric Gilbert, County Senior Planner or they can attend the public meeting on November 5th in Council Chambers at the County of Oxford Administration Building. Council Meeting – Minutes - 8 - Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council advises the Land Division Committee that the Town supports the proposal to create two vacant residential lots, subject to the conditions as described in Report No. CASPO 2015-206. Carried. 10.Information Items 10.1. The Future Oxford Community Sustainability Plan Future Oxford Community Sustainability Plan as adopted Sept 9 2015 County Email - Future Oxford Community Sustainability Plan Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives The Future Oxford Community Sustainability Plan as information; AND THAT Council refer the matter to the CAO for a follow-up review at the October 26, 2015 meeting. Carried. 11.Reports from Departments 11.1. Chief Administrative Officer 11.1.1. Canada 150 Mosaic Canada 150 Mosaic Canada 150 Mosaic Attachments Discussion took place regarding funding for the project. It was suggested that it would have to be a community driven project and local sponsors would be needed. Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT the CAO be directed to sign the Service Agreement between the Town of Tillsonburg and Mural Mosaic Inc. for the design, facilitation and production of an 8x8 foot mosaic mural for the Canada 150 Mosaic; Council Meeting – Minutes - 9 - AND THAT funding in the amount of $10,000 ($2,500 in 2015 - 25% deposit upon agreement and the remainder at the completion of the project) be approved; AND THAT staff look for community fundraising opportunities to offset the $10,000 cost of the project as outlined in the Service Agreement. Defeated Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT the motion be deferred until the October 26th Council meeting to determine if there is interest from the community to support this project. Defeated 11.2. Development and Communication Services 11.2.1. Report DCS 15-45 Memorandum of Understanding – Manufacturing Acceleration Program Report DCS 15-45 Memorandum of Understanding ? Manufacturing Acceleration Program MOU Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report DCS 15-45 Memorandum of Understanding – Manufacturing Acceleration Program; AND THAT By-Law 3956, authorizing the Mayor and Clerk to execute the Memorandum of Understanding between the Corporation of the Town of Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada represented by Isah International B.V., be brought forward for Council consideration. Carried Council Meeting – Minutes - 10 - 11.2.2. Report DCS 15-44 SOMA Asia Mission Report DCS 15-44 SOMA Asia Mission Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report DCS 15-44 SOMA Asia Mission; AND THAT the Mayor and Development Commissioner be authorized to participate in SOMA’s Mission to Asia taking place in November 2015; AND THAT Council approves for use the Treasury Board Secretariat of Canada’s Meal Per Diem Rate of $169.32 per day for travel in Japan instead of the Town’s standard $75 per day rate; AND THAT the trip be funded out of reserves, and specifically, the funds earmarked from Tillsonburg’s remaining 2013 SOMA Membership fee. A Recorded Vote was requested by Councillor Rosehart: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Rosehart x Councillor Adam x Deputy Mayor Beres x Councillor Esseltine x Councillor Hayes x Mayor Molnar x The recorded vote reflects the vote is 5 in favour of the Motion and 1 against the Motion. The motion is Carried 11.3. Recreation, Culture & Park Services 11.3.1. RCP 15-44 – Soccer Park Wayward Ball Fence Procurement Update RCP 15-44 - Soccer Park Wayward Ball Fence Procurement Update Email From Performance Communities Realty Inc. Council Meeting – Minutes - 11 - Discussion took place regarding removing the mesh on a yearly basis and the cost associated with this work. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives report RCP 15-44 – Soccer Park Wayward Ball Fence Procurement Update for information; AND THAT Council awards the supply and installation of a galvanized fence and seasonal mesh system at the Soccer Park to Simpson’s Fence (London) at their tendered price of $51,093.87 net of applicable taxes; AND THAT Council awards the contract to bury the overhead hydro line on the Soccer Park property to Tillsonburg Hydro Inc. at their tendered price of $30,278.69 net of applicable taxes; AND THAT Council authorizes THI to install a load break switch as required by the Electrical Safety Authority at a cost not to exceed $15,000; AND THAT the $101,372.56 combined cost for the wayward ball barrier and associated expenses is funded using the $16,189.00 from Performance Communities Realty Inc, $50,000.00 from reserves committed in the 2015 budget, and a further $35,184.56 from reserves that will be replenished from a revenue source subject to 2016 budget approval. A recorded vote was requested by Councillor Adam: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Adam x Deputy Mayor Beres x Councillor Esseltine x Councillor Hayes x Mayor Molnar x Councillor Rosehart x The recorded vote reflects the vote is 3 in favour of the Motion and 3 against the Motion. The motion is Defeated Council Meeting – Minutes - 12 - 11.3.2. RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports RCP 15-43 - Jul-Sep 2015 RCP Departmental Activity Reports Jul-Sep 2015 Activity - Recreation Programs & Services Jul-Sep 2015 Activity - Culture and Heritage Jul-Sep 2015 Activity - Parks and Facilities Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports for information. Carried 11.3.3. RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update RCP 15-45 - Rotary Club Outdoor Fitness Equipment Update Equipment location sketch Placement of the equipment has not yet been confirmed with Hickory Hills and Baldwin Place Associations. The preferred location of the Rotary Club is along veteran’s walkway. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives report RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update; AND THAT Council approves the request from the Rotary Club to sole source purchase a selection of outdoor fitness equipment from Paris Equipment Manufacturing Ltd., at the Rotary Club’s cost. Carried Council Meeting – Minutes - 13 - 12.Staff Information Reports 12.1. CL 15-25, Local Government Week Update CL 15-25, Local Government Week Update Moved By: Councillor Esseltine Seconded By: Deputy Mayor Beres THAT Council receives Report CL 15-25, Local Government Week Update as information. Carried 13.Notice of Motions 13.1. Notice of Motion for which previous Notice was Given Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Town of Tillsonburg request that the County install an all-way stop at the intersection of North Street and Quarter Town Line. A Recorded Vote was requested by Councillor Adam: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Adam x Deputy Mayor Beres x Councillor Esseltine x Councillor Hayes x Mayor Molnar x Councillor Rosehart x The recorded vote reflects the vote is 3 in favour of the Motion and 3 against the Motion. The motion is Defeated Council Meeting – Minutes - 14 - Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT staff be directed to request that the County of Oxford investigate placing a four way stop at the corner of North Street and Quarter Town Line. Carried 13.2. Notice of Motion for which previous Notice was Given Moved By: Councillor Adam Seconded By: Councillor Hayes THAT the Council for the Town of Tillsonburg adopt a debt reduction strategy for the remainder of this term of Council (2016-2018). Carried Notice of Motion: Moved By: Councillor Adam THAT staff be directed to bring forth the Procurement Policy for review and comment to the next meeting of Council. 14.By-Laws By-Laws from the Meeting of Tuesday, October 13, 2015 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam 14.1. THAT By-Law 3950, to Authorize a Memorandum of Understanding with Elgin Middlesex Oxford Workforce Planning and Development Board; AND THAT Bylaw 3956, to Authorize a Memorandum Of Understanding with MAP Program Canada, be read for a first, second and third and final reading and that the Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Moved By: Councillor Rosehart Seconded By: Councillor Hayes 14.2. THAT By-Law 3957, to confirm the proceedings of Council at its meetings held on the 13th day of October, 2015, be read for a first, second and third and final reading and that the Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Council Meeting – Minutes - 15 - 15.Items of Public Interest 16. Adjournment Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Council Meeting of Tuesday, October 13, 2015 be adjourned at 9:47 p.m. Carried. Table of Contents Agenda 3 Minutes - September 28, 2015 Minutes, September 28, 2015 13 Conservation Authorities Act Review CA Added Value Flyer_2015_FINAL 29 Background One-pager 31 Oxford Physician Recruitment Group Delegation Request - Oxford Physician Recruitment Group 33 Tillsonburg Cultural Advisory Committee Grant Requests Delegation Request Cultural Advisory 34 Parks & Recreation Committee - Directional Signage for TCC. Delegation Request - P & R Committee 36 Application for Minor Variance- A-08/15 - Harry Layman- 156 Bidwell St A-08/15 Report 39 Report Attachments 42 Application for Minor Variance- A-11/15 - Bill Hughes, 9 Esseltine Drive A-011/15 Report 46 Report Attachments 50 Application for Minor Variance- A-12/15- Werner Geidlinger, 171 Weston Drive A-12/15 Report 53 Report Attachments 57 Applications for Consent- B15-37-7 & B15-38-7 B15-37-38-7 Report 60 The Future Oxford Community Sustainability Plan Future Oxford Community Sustainability Plan as adopted Sept 9 2015 71 County Email - Future Oxford Community Sustainability Plan 83 Canada 150 Mosaic Canada 150 Mosaic 84 Canada 150 Mosaic Attachments 86 Report DCS 15-45 Memorandum of Understanding – Manufacturing Acceleration Program Report DCS 15-45 Memorandum of Understanding ? Manufacturing Acceleration Program 92 MOU 96 Report DCS 15-44 SOMA Asia Mission Report DCS 15-44 SOMA Asia Mission 104 RCP 15-44 – Soccer Park Wayward Ball Fence Procurement Update 1 RCP 15-44 - Soccer Park Wayward Ball Fence Procurement Update 111 Email From Performance Communities Realty Inc.114 RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports RCP 15-43 - Jul-Sep 2015 RCP Departmental Activity Reports 116 Jul-Sep 2015 Activity - Recreation Programs & Services 117 Jul-Sep 2015 Activity - Culture and Heritage 120 Jul-Sep 2015 Activity - Parks and Facilities 123 RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update RCP 15-45 - Rotary Club Outdoor Fitness Equipment Update 125 Equipment location sketch 127 CL 15-25, Local Government Week Update CL 15-25, Local Government Week Update 128 By-Law 3950 To Authorize a Memorandum of Understanding with Elgin Middlesex Oxford Workforce Planning and Development Board By-Law 3950 - MOU EMO Workforce 130 Bylaw 3956, To Authorize a Memorandum Of Understanding with MAP Program Canada Bylaw 133 By-Law 3957 - To confirm the proceedings of Council at its meetings held on the 13th day of October, 2015. By-Law 3957 135 2 = 1. Call to Order 2. Closed Session Moved By: Seconded By: Proposed Resolution #1 THAT Council move into Closed Session to consider: 1. litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Brock Street); 2. personal matters about an identifiable individual, including municipal or local board employees (Operations). 3. Adoption of Agenda Moved By: Seconded By: Proposed Resolution #2 THAT the Agenda as prepared for the Council meeting of Tuesday, October 13, 2015, be adopted. 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of September 28, 2015. Minutes, September 28, 2015 The Corporation of the Town of Tillsonburg COUNCIL MEETING Tuesday, October 13, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - Moved By: Seconded By: Proposed Resolution #3 THAT the Minutes of the Council Meeting of September 28, 2015, be approved. 7. Delegations and Presentations 7.1. Royal Canadian Legion – Annual Poppy Campaign Presented By: Don Burton 7.2. Conservation Authorities Act Review Presented By: Cliff Evanitski CA Added Value Flyer_2015_FINAL Background One-pager Moved By: Seconded By: Proposed Resolution #4 THAT Council receives the information regarding the Conservation Authorities Act Review as information. 7.3. Oxford Physician Recruitment Group Delegation Request - Oxford Physician Recruitment Group Moved By: Seconded By: Proposed Resolution #5 THAT Council receives the presentation from the Oxford Physician Recruitment Group as information. 7.4. Tillsonburg Cultural Advisory Committee Grant Requests Delegation Request Cultural Advisory Moved By: Seconded By: Proposed Resolution #6 THAT Council receives the delegation from the Tillsonburg Cultural Advisory Committee as information; AND THAT Council approves awarding the Cultural Advisory Grant to The Tillsonburg Tri-County Agriculture Society in the amount of $1,100 and to the Tillsonburg Kiwanis Club in the amount of $3,000 for the Annual Tillsonburg Santa Claus parade. 4 Council Meeting – Agenda - 3 - 7.5. Parks & Recreation Committee - Directional Signage for TCC Presented By: Mel Getty, Chair Delegation Request - P & R Committee Moved By: Seconded By: Proposed Resolution #7 THAT Council receives the delegation from the Parks & Recreation Committee as information. 7.6. OPP Mid-Year Review Presented By: Larry Scanlan & Tim Clark Moved By: Seconded By: Proposed Resolution #8 THAT Council receives the OPP Mid-Year Review, as information. Moved By: Seconded By: Proposed Resolution #9 THAT Council move into the Committee of Adjustment to hear Applications for Minor Variance at _________ p.m. 8. Public Meetings 8.1. Application for Minor Variance- A-08/15 - Harry Layman- 156 Bidwell St A-08/15 Report Report Attachments Moved By: Seconded By: Proposed Resolution #10 THAT the Town of Tillsonburg Committee of Adjustment approves Application File A- 08/15, submitted by Harry Layman, for lands described as Lot 912, Plan 500, Town of Tillsonburg, as it relates to: 1. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 70 m2 (750 ft2) to permit the construction of a detached accessory building; subject to the following condition: 5 Council Meeting – Agenda - 4 - The existing frame sheds, identified on Plate 3 of Report No. 2015-198, be removed to the satisfaction of the Town of Tillsonburg Building Services Department. 8.2. Application for Minor Variance- A-11/15 - Bill Hughes, 9 Esseltine Drive A-011/15 Report Report Attachments Moved By: Seconded By: Proposed Resolution #11 THAT the Town of Tillsonburg Committee of Adjustment approves Application File A- 11/15, submitted by Bill Hughes, without further circulation of public notice, for lands described as Part Lot 69, Plan 41M-182, Part Lots 110 – 112, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to: Relief from Section 7.5.5.2.12.1 – Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 2.8 m (9.2 ft). 8.3. Application for Minor Variance- A-12/15- Werner Geidlinger, 171 Weston Drive A-12/15 Report Report Attachments Moved By: Seconded By: Proposed Resolution #12 THAT the Town of Tillsonburg Committee of Adjustment approves Application File A- 12/15, submitted by Werner Geidlinger, for lands described as Part Lot 74, Plan 41M- 182, Part Lots 8 - 10, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to: Relief from Section 7.5.5.2.12.1 - Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 3.3 m (10.8 ft) to facilitate the construction of a deck at the rear of an existing dwelling. 6 Council Meeting – Agenda - 5 - Moved By: Seconded By: Proposed Resolution #13 THAT Council move out of the Committee of Adjustment and move back into Regular Session at ______ p.m. 9. Planning Applications 9.1. Applications for Consent- B15-37-7 & B15-38-7 Patrick Mooney, 34 North Street West B15-37-38-7 Report Moved By: Seconded By: Proposed Resolution #14 THAT Council advises the Land Division Committee that the Town supports the proposal to create two vacant residential lots, subject to the conditions as described in Report No. CASPO 2015-206. 10. Information Items 10.1. The Future Oxford Community Sustainability Plan Future Oxford Community Sustainability Plan as adopted Sept 9 2015 County Email - Future Oxford Community Sustainability Plan Moved By: Seconded By: Proposed Resolution #15 THAT Council receives The Future Oxford Community Sustainability Plan as information. 11. Reports from Departments 11.1. Chief Administrative Officer 11.1.1. Canada 150 Mosaic Canada 150 Mosaic Canada 150 Mosaic Attachments 7 Council Meeting – Agenda - 6 - Moved By: Seconded By: Proposed Resolution #16 THAT the CAO be directed to sign the Service Agreement between the Town of Tillsonburg and Mural Mosaic Inc. for the design, facilitation and production of an 8x8 foot mosaic mural for the Canada 150 Mosaic; AND THAT funding in the amount of $10,000 ($2,500 in 2015 - 25% deposit upon agreement and the remainder at the completion of the project) be approved; AND THAT staff look for community fundraising opportunities to offset the $10,000 cost of the project as outlined in the Service Agreement. 11.2. Development and Communication Services 11.2.1. Report DCS 15-45 Memorandum of Understanding – Manufacturing Acceleration Program Report DCS 15-45 Memorandum of Understanding Manufacturing Acceleration Program MOU Moved By: Seconded By: Proposed Resolution #17 THAT Council receives Report DCS 15-45 Memorandum of Understanding – Manufacturing Acceleration Program; AND THAT By-Law 3956, authorizing the Mayor and Clerk to execute the Memorandum of Understanding between the Corporation of the Town of Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada represented by Isah International B.V., be brought forward for Council consideration. 11.2.2. Report DCS 15-44 SOMA Asia Mission Report DCS 15-44 SOMA Asia Mission 8 Council Meeting – Agenda - 7 - Moved By: Seconded By: Proposed Resolution #18 THAT Council receives Report DCS 15-44 SOMA Asia Mission; AND THAT the Mayor and Development Commissioner be authorized to participate in SOMA’s Mission to Asia taking place in November 2015; AND THAT Council approves for use the Treasury Board Secretariat of Canada’s Meal Per Diem Rate of $169.32 per day for travel in Japan instead of the Town’s standard $75 per day rate; AND THAT the trip be funded out of reserves, and specifically, the funds earmarked from Tillsonburg’s remaining 2013 SOMA Membership fee. 11.3. Recreation, Culture & Park Services 11.3.1. RCP 15-44 – Soccer Park Wayward Ball Fence Procurement Update RCP 15-44 - Soccer Park Wayward Ball Fence Procurement Update Email From Performance Communities Realty Inc. Moved By: Seconded By: Proposed Resolution #19 THAT Council receives report RCP 15-44 – Soccer Park Wayward Ball Fence Procurement Update for information; AND THAT Council awards the supply and installation of a galvanized fence and seasonal mesh system at the Soccer Park to Simpson’s Fence (London) at their tendered price of $51,093.87 net of applicable taxes; AND THAT Council awards the contract to bury the overhead hydro line on the Soccer Park property to Tillsonburg Hydro Inc. at their tendered price of $30,278.69 net of applicable taxes; AND THAT Council authorizes THI to install a load break switch as required by the Electrical Safety Authority at a cost not to exceed $15,000; AND THAT the $101,372.56 combined cost for the wayward ball barrier and associated expenses is funded using the $16,189.00 from Performance Communities Realty Inc, 9 Council Meeting – Agenda - 8 - $50,000.00 from reserves committed in the 2015 budget, and a further $35,184.56 from reserves that will be replenished from taxation in the 2016 capital budget. 11.3.2. RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports RCP 15-43 - Jul-Sep 2015 RCP Departmental Activity Reports Jul-Sep 2015 Activity - Recreation Programs & Services Jul-Sep 2015 Activity - Culture and Heritage Jul-Sep 2015 Activity - Parks and Facilities Moved By: Seconded By: Proposed Resolution #20 THAT Council receives Report RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports for information. 11.3.3. RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update RCP 15-45 - Rotary Club Outdoor Fitness Equipment Update Equipment location sketch Moved By: Seconded By: Proposed Resolution #21 THAT Council receives report RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update for information; AND THAT Council approves the request from the Rotary Club to sole source purchase a selection of outdoor fitness equipment from Paris Equipment Manufacturing Ltd., at the Rotary Club’s cost; AND THAT Council approves the installation of 2 groups of outdoor equipment at locations along Veterans’ Memorial Walkway as per the attached sketch. 12. Staff Information Reports 12.1. CL 15-25, Local Government Week Update CL 15-25, Local Government Week Update 10 Council Meeting – Agenda - 9 - Moved By: Seconded By: Proposed Resolution #22 THAT Council receives Report CL 15-25, Local Government Week Update as information. 13. Notice of Motions 13.1. Notice of Motion for which previous Notice was Given Moved By: Councillor Adam Seconded By: Proposed Resolution #23 THAT the Town of Tillsonburg with the approval of the County, install a four-way stop at the intersection of North Street and Quarterline Road. 13.2. Notice of Motion for which previous Notice was Given Moved By: Councillor Adam Seconded By: Proposed Resolution #24 THAT staff be directed to compose a report outlining budget pressures and overages, and develop a strategy with options about how to potentially balance the 2015 budget; AND THAT the Council for the Town of Tillsonburg adopt a debt reduction strategy for the remainder of this term of Council (2016-2018). 14. By-Laws By-Laws from the Meeting of Tuesday, October 13, 2015 Moved By: Seconded By: Proposed Resolution #25 14.1. THAT By-Law 3950, to Authorize a Memorandum of Understanding with Elgin Middlesex Oxford Workforce Planning and Development Board; AND THAT Bylaw 3956, to Authorize a Memorandum Of Understanding with MAP Program Canada, be read for a first, second and third and final reading and that the 11 Council Meeting – Agenda - 10 - Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Moved By: Seconded By: Proposed Resolution #26 14.2. THAT By-Law 3957, to confirm the proceedings of Council at its meetings held on the 13th day of October, 2015, be read for a first, second and third and final reading and that the Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 15.Items of Public Interest 16. Adjournment Moved By:Seconded By: Proposed Resolution #27 THAT the Council Meeting of Tuesday, October 13, 2015 be adjourned at _____ p.m. 12 = ATTENDANCE Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Kevin De Leebeeck, Director of Operations Rick Cox, Director of Recreation, Culture and Park Services Tricia Smith, Deputy Clerk Regrets: Mayor Stephen Molnar 1.Call to Order The meeting was called to order at 6:10 p.m. 2.Closed Session Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: A matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act (THI). Carried. The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, September 28, 2015 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 13 Council Meeting – Minutes - 2 - 3.Adoption of Agenda Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Agenda as prepared for the Council meeting of Monday, September 28, 2015, be adopted. Carried. 4.Moment of Silence 5.Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6.Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of September 14, 2015 Minutes, September 14, 2015 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Minutes of the Council Meeting of September 14, 2015 be approved. Carried. 7.Delegations and Presentations 7.1. Rotary Tillsonburg - Jack Parker, Committee Chairman Rotary Delegation Request Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the delegation regarding outdoor fitness equipment as information; AND THAT Council approve the placement of adult fitness equipment in priniciple with locations to be determined by the Rotary Club in conjunction with the Director of Parks & Recreation; AND THAT the Director provide a report at the October 13, 2015 Council meeting. Carried. 7.2. Helping Hand Food Bank Annual Food Blitz - Joan Clarkson, Coordinator Delegation - Helping Hand Food Bank 14 Council Meeting – Minutes - 3 - Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council receives the delegation regarding the Helping Hand Food Bank Annual Food Blitz as information. Carried. 7.3. Community Transportation Pilot Grant Operations Update - John Verbakel, Chair & John Preston, Transportation Coordinator Delegation - CTPPSC Update Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the presentation by John Verbakel and John Preston regarding the Community Transportation Pilot Grant Operations update as information. Carried. 7.4. Heritage, Beautification & Cemetery Advisory Committee, Cemetery By-Law Amendment - Robert Marsden, Chair Delegation Request - Heritage & Beautification Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the delegation from the Heritage, Beautification & Cemetery Advisory Committee regarding the Cemetery By-Law amendment, as information. Carried. 7.5. Trans-Canada Trail Extension - Tony Slattery 7.6. Trans-Canada Trail Extension - Steve DiLella 7.7. Trans-Canada Trail Extension - Rick Samways Delegation - Rick Samways 7.8. Trans-Canada Trail Extension - John Vieraitis, Rural Landowner in Norwich Township Delegation - John Vieraitis 7.9. Trans-Canada Trail Extension - Dan Mahony & Anne Stancek Delegation - TransCanada Trail Extention 15 Council Meeting – Minutes - 4 - Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives the delegations by Tony Slattery, Steve DiLella, Rick Samways, John Vieraitis and Dan Mahony & Anne Stancek regarding the Trans-Canada Trail Extension as information; AND THAT Council forward the information provided for in the delegations for consideration of Report RCP 15-36 - Trans Canada Trail Expansion Project. Carried. 7.10. Recreation, Culture & Park Services 7.10.1. RCP 15-36 – Trans Canada Trail Expansion Project RCP 15-36 - Trans Canada Trail Expansion Project OCTMP Map 3.13 Proposed Priority Projects RCP 14-42 - Trans Canada Trail Expansion Via South Oxford Link PRS 13-12 - Regional Trail Expansion Opportunity PW 2015-53 TRANS CANADA TRAIL Councillor Rosehart requested a Recorded Vote. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report RCP 15-36 – Trans Canada Trail Expansion Project; AND THAT Council approves proceeding with development of the Trans Canada Trail link to Norfolk County as outlined in report RCP 15-36; AND THAT Staff be authorized to develop a partnership agreement with the County of Oxford for the development and on-going maintenance of the Trans Canada Trail within Oxford County including: a)Sharing net capital costs on an 85/15 (County/Town) based on $310,000; b)Repayment terms to the County for the Town of Tillsonburg’s 15% capital contribution; c) 50/50 sharing of annual operating costs of the proposed Trans Canada Trail. 16 Council Meeting – Minutes - 5 - The recorded vote reflects the vote is (4) in favour of the Motion and (2) against the Motion. The Motion is Carried. Council took a recess at 8:45 p.m. Council resumed at 8:57 p.m. 8.Public Meetings Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into the Committee of Adjustment to hear Applications for Minor Variance at 8:58 p.m. Carried. 8.1. Application for Minor Variance- A-08/15- Harry Layman, 156 Bidwell Street A-08/15 Report Report Attachments This application was deferred at the request of the applicant in order for the applicant to provide an amended application. 8.2. Application for Minor Variance- A-09/15, Dale Springer, 138 Broadway A-09/15 Report Report Attachments Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Application A-09/15. Opportunity was given for comments and questions. NAME VOTE IN FAVOUR VOTE AGAINST Councillor Rosehart X Councillor Stephenson X Councillor Adam X Deputy Mayor Beres X Councillor Esseltine X Councillor Hayes X 17 Council Meeting – Minutes - 6 - No person appeared in opposition, or support of the application. The Committee of Adjustment passed the following resolution: Moved By: Councillor Hayes Seconded By: Councillor Rosehart That the Town of Tillsonburg Committee of Adjustment approve Application File A-09/15, submitted by Dale Springer, for lands described as Part Lot 1070, Plan 500, Town of Tillsonburg, as it relates to: 1.Relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum required parking spaces for a professional office from 27 spaces (1 per 20 m2 of gross floor area) to 3 spaces to facilitate the replacement of an existing commercial building; Subject to the following condition: i.The applicant enter into a cash-in-lieu of parking agreement with the Town of Tillsonburg; and, 2.That the Committee adopt the following additional relief without further circulation of public notice: Relief from Section 5.24.2.2 – Accessible Parking, to decrease the minimum required accessible parking spaces from 2 to nil. Carried. Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council move out of the Committee of Adjustment and move back into regular session at 9:10 p.m. Carried. 8.3. Applications for Official Plan Amendment & Zoning Change (OP 15-06-7 & ZN 7-15-06) Rego Management Inc. - 253 Broadway CASPO 2015-195 Report Mapping Key Map Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report OP 15-06-7 & ZN 7-15-06. Opportunity was given for comments and questions. The Applicant, Cliff Stephens, Rego Management appeared before Council and spoke to the application. The applicant provided an explanation about the type of units proposed within the development and parking for tenants. 18 Council Meeting – Minutes - 7 - Mr. James Battin, Solicitor for the neighbouring Verhoeve Funeral Home spoke against the application and the impact on the streetscape of the downtown and adopts the notes provided by Mr. Szorenyi. Mr. George Gilvesy of Gilvesy Properties spoke to his concerns on this development. He supports a new development, however has concerns regarding the shortfall of onsite parking. Angela Lassam expressed concern on the value of her property once the development takes place and suggested there would be an issue with the fire route on Fox Alley. Tom Logan appeared before council to speak against the application. He suggested that parking would be an issue and the building envelope would not fit within the downtown. George Stuyt of George’s Auto Repair expressed that parking was an issue in the past, and this issue remains. Brenda House appeared before Council to speak against the application. Ms. House noted that there is a bus stop at the proposed development location and increased traffic could pose a risk to those children. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine 1.THAT Council support the application to amend the Oxford County Official Plan (File No. OP 15-02-7) as submitted by Rego Management Inc, for lands located at 253 Broadway, in the Town of Tillsonburg to establish a special development policy to permit a 3 storey mixed use building with an increased residential density as an additional permitted use on the Entrepreneurial District designated lands; 2.THAT Council approve-in-principle the zone change application submitted by Rego Management Inc, whereby the lands described as Lot 944 & Part Lot 945, Plan 500, known municipally as 253 Broadway, are to be rezoned from Special Entrepreneurial Zone (EC-2) to Special Entrepreneurial Zone (EC-sp). Motion to Defer Main Motion: Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT the application be deferred until further information can be provided to Council to address the issues brought up tonight. Carried. 19 Council Meeting – Minutes - 8 - 9.Information Items 9.1. Recycling Council of Ontario Recycling Council of Ontario Correspondence 9.2. Dutch-Canadian Friendship Tulip Garden for Tillsonburg Dutch-Canadian Friendship Tulip Garden Announcement Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives items 9.1 and 9.2, as information. Carried. 10.Reports from Departments 10.1. Clerk’s Office 10.1.1. CL 15-20 Ontario's Municipal Legislative Review CL 15-20 legislation Review (4) Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives Report CL 15-20, Ontario's Municipal Legislative Review as information. Carried. 10.1.2. CL 15-24 Bill 8, Public Sector and MPP Accountability and Transparency Act CL 15-24 Bill 8 Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives Report CL 15-24, Bill 8 as information; AND THAT staff report to Council on policy updates required in response to Bill 8. Carried. Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council suspends Section 4.3.2 of Procedural By-Law 3511, to allow the meeting to be extended past the curfew of 10:30 p.m. Carried. 20 Council Meeting – Minutes - 9 - 10.1.3. CL 15-23 - Retail Shopping Cart Removal & Abandonment CL 15-23 - Retail Shopping Cart Removal & Abandonment Moved By: Councillor Adam Seconded By: Councillor Hayes THAT Council receives report CL 15-23, Retail Shopping Cart Removal & Abandonment as information. Carried. 10.2. Development and Communication Services 10.2.1. DCS 15-43, Conditional Building Permits and Agreements DCS 15-43 - Conditional Building Permits and Agreements Conditional Building Permit Agreement - TEMPLATE Moved By: Councillor Adam Seconded By: Councillor Hayes THAT Council receives Report DSC 15-43 Conditional Building Permits and Agreements; AND THAT Council authorize the Chief Building Official, after consultation with the Chief Administrative Officer, to enter into conditional permit agreements; AND FURTHER THAT the Chief Building Official is hereby authorized to determine the release and subsequent removal of registered agreements from the Land Registry System. Carried. 10.2.2. DCS 15-40 Community Improvement Plan Application – 102 Broadway Report DCS 15-40 Community Improvement Plan Application ? 102 Broadway Application Letter in Support Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report DCS 15-40 Community Improvement Plan Application – 102 Broadway; AND THAT the 102 Broadway property be approved for growth related property tax rebates, related to enhancements of the property, for a four year period based on a 60% rebate in 2016, 50% in 2017, 40% in 2018 and 30% in 2019 with full property taxes being payable in 2020. Carried. 21 Council Meeting – Minutes - 10 - 10.2.3. DCS 15-41 Airport Hangar Land Lease Report DCS 15-41 Airport Hangar Land Lease Airport Land Lease Kniss Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report DCS 15-41 Airport Hangar Land Lease; AND THAT a by-law be brought forward to authorize the Mayor and Clerk to enter into a lease agreement with Mark Kniss for the construction of a 4,800 square foot hangar at the Tillsonburg Regional Airport for a twenty (20) year term expiring on December 31, 2035 subject to the terms and conditions contained within the lease agreement. Carried. 10.2.4. DCS 15-42 Memorandum of Understanding - EMO Workforce, Planning & Development Board Report DCS 15-42 Memorandum of Understanding - EMO Workforce, Planning & Development Board Presentation MOU Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report DCS 15-42 Memorandum of Understanding - EMO Workforce, Planning & Development Board; AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute the Memorandum of Understanding between the Corporation of the Town of Tillsonburg and the Elgin Middlesex Oxford Workforce Planning and Development Board. Carried. 10.3. Finance 10.3.1. FIN 15-37 Issuance of Debt FIN 15-37 Issuance of Debt annual repayment limit 092815 Bylaw 3948 issuance of debt 092815 22 Council Meeting – Minutes - 11 - Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives report FIN 15-37 Issuance of Debt; AND THAT Council receives the updated annual repayment limit calculation; AND THAT Council consider By-Law 3948 for three readings for the issuance of debt. Carried. 10.3.2. FIN 15-38 2016 Draft Budget Schedule FIN 15-38 Draft Budget Schedule Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council receives report FIN 15-38 Draft Budget Schedule as information. Carried. 10.4. Operations 10.4.1. OPS 15-32 Results for Tender #T2015-012 CCTV and Sewer Flushing OPS 15-32 Results for Tender #T2015-012 CCTV and Sewer Flushing Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report OPS 15-32, Results for Tender #T2015-012, CCTV & Sewer Flushing; AND THAT Council award Tender #T2015-012 to CC Dance Sewer Cleaning Incorporated of Aylmer, Ontario at a cost of $39,650.78 (net HST included), the lowest bid received satisfying all Tender requirements; AND THAT Mayor and Clerk be authorized to execute the necessary documents to award the tender to CC Dance Sewer Cleaning Incorporated for the CCTV and Sewer Flushing contract. Carried. 10.4.2. OPS 15-33 Fleet Replacement Strategy OPS 15-33 Fleet Replacement Strategy 23 Council Meeting – Minutes - 12 - Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report OPS 15-33 Fleet Replacement Strategy; AND THAT Council adopts the Fleet Replacement Strategy as the standardized approach to identifying fleet and equipment replacement needs. Carried. 10.4.3. RCP 15-38 – Soccer Park Wayward Ball Fence Procurement RCP 15-38 - Soccer Park Wayward Ball Fence Procurement Email from TMSC President Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives report RCP 15-38 – Soccer Park Wayward Ball Fence Procurement; AND THAT Council approve the budgeted $50,000 to be used in burying the Hydro cable and related expenses in 2015; AND THAT Council retain the $16,188 contribution towards the fence received from Performance Communities Realty Incorporated for the fencing budget in 2016. Carried. 10.4.4. RCP 15-41 – Amendment to the Cemetery By-Law RCP 15-41 - Amendment to the Cemetery By-Law DRAFT CEMETERY BY-LAW AMENDMENT BY-LAW 3640 - OPERATION OF MUNICIPAL CEMETERIES Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives report RCP 15-41 – Amendment to the Cemetery By- Law; AND THAT a by-law be brought forward for Council consideration; AND THAT Council authorizes staff to submit the proposed amendments to the Provincial Cemetery Registrar for approval. Carried. 24 Council Meeting – Minutes - 13 - 11.Staff Information Reports 11.1. CL 15-24 - Local Government Week CL 15-24 - Local Government Week Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report CL 15-24 regarding Local Government Week as information. Carried. 11.2. FIN 15-39 OILC Revised Debt By-Law FIN 15-39 OILC Revised Debt By-Law Bylaw 3954 OILC Ongoing Projects Lower Tier Comments from OILC Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives report FIN 15-39 OILC Revised Debt By-Law as information. Carried. 11.3. OPS MEMO - Quarter Town Line & Concession Street Intersection Background Information OPS MEMO - Quarter Town Line & Concession Street Intersection Background Information Attachment 1 - 2008 All Way Stop Warrant Analysis Attachment 2 - 2014 OPP Collision Data Attachment 3 - 2014 All Way Stop Warrant Analysis Attachment 4 - TPSB Letter and Petition Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives OPS Memo - Quarter Town Line & Concession Street Intersection Background Information; THAT By-Law 3955 be brought forward for Council consideration. Carried. 11.4. RCP 15-42 – Storage for Tillsonburg Scout Association RCP 15-42 - Storage for Tillsonburg Scout Association Storage Location Sketch 25 Council Meeting – Minutes - 14 - Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report RCP 15-42 – Storage for Tillsonburg Scout Association for information. Carried. 12.Committee Minutes & Reports 12.1. Accessibility Advisory Committee Minutes Accessibility Advisory Committee Minutes, June 03, 2015 Accessibility Advisory Committee Minutes, September 09, 2015 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the Minutes of the Accessibility Advisory Committee Minutes of June 3, 2015 and September 09, 2015. AND THAT Council directs staff to investigate the costs of Audio Traffic Signals in the Town of Tillsonburg; AND THAT those costs be considered during the 2016 budget deliberations. Carried. 12.2. Airport Advisory Committee Minutes Airport Advisory Committee Minutes, June 15, 2015 Airport Advisory Committee Minutes, July 02, 2015 Airport Advisory Committee Minutes, July 21, 2015 12.3. Tillsonburg Awards Committee - Minutes Minutes, August, 2015 12.4. Tillsonburg Development Committee Minutes, August 11, 2015 Development Committee Minutes, August 11, 2015 12.5. Town Hall Steering Committee Minutes - Minutes, July, 2015 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the Tillsonburg Development Committee minutes of August 11, 2015, the Airport Advisory Committee minutes of June 15, 2015, July 02, 2015 and July 21, 2015, the Tillsonburg Awards Committee minutes of August 05, 2015 and the Town Hall Steering Committee minutes of July 15, 2015 as information. Carried. 26 Council Meeting – Minutes - 15 - 13.Notice of Motions Moved By: Councillor Adam THAT the Town of Tillsonburg with the approval of the County, install a four-way stop at the intersection of North Street and Quarterline Road. Moved By: Councillor Adam THAT staff be directed to compose a report outlining budget pressures and overages, and develop a strategy with options about how to potentially balance the 2015 budget; AND THAT the Council for the Town of Tillsonburg adopt a debt reduction strategy for the remainder of this term of Council (2016-2018). 14.By-Laws By-Laws from the Meeting of Monday, September 28, 2015 Moved By: Councillor Adam Seconded By: Councillor Stephenson 14.1. THAT By-Law 3946, Cemetery By-Law Amendment; AND THAT By-Law 3947, being a By-Law to Amend Zoning By-law 3295 (ZN 7-15-05); AND THAT Bylaw 3948, Issuance of Debt; AND THAT By-Law 3949, to Authorize an Airport Hanger Land Lease Agreement between the Town of Tillsonburg and Mark Kniss, Lease; AND THAT By-Law 3953, to Repeal By-Law 3944; AND THAT Bylaw 3954, Issuance of OILC Debt; AND THAT Bylaw 3955, to amend By-Law 3701, To Regulate Traffic and the Parking of Motor Vehicles in the Town of Tillsonburg, be read for a first, second and third and final reading and that the Deputy Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried. 14.2. THAT By-Law 3951, Confirming By-Law to confirm the proceedings of Council at its meetings held on the 28th day of September, 2015, be read for a first, second, and third and final time and that the Deputy Mayor and Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried. Moved By: Councillor Adam Seconded By: Councillor Stephenson 27 Council Meeting – Minutes - 16 - 15.Items of Public Interest 16.Adjournment Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Council Meeting of Monday, September 28, 2015 be adjourned at 11:29 p.m. Carried. 28 ADDING VALUEHow Conservation Authorities support provincial priorities Local adaptation strategies such as green infrastructure, urban and rural stormwater management, tree planting Flood management programs to address climate change Data collection, monitoring, modelling and research Climate change Healthy Great Lakes Growth and urbanization Flood warning and protection Rural stewardship, urban and rural stormwater management, nutrient management, green infrastructure and other programs reduce nutrient impact on Great Lakes Great Lakes Guardian Fund projects Data collection, monitoring, modelling and research Conservation Authorities Act Section 28 regulations control development in and near wetlands, oodplains, steep slopes and Great Lake shorelines Advice to municipalities to ensure development is compatible with a healthy and sustainable environment and consistent with the Provincial Policy Statement and provincial plans (e.g. Greenbelt Plan, Oak Ridges Moraine Conservation Plan, Growth Plan for the Greater Golden Horseshoe) $2.7 billion worth of public infrastructure including more than 900 dams, dikes, channels and erosion control structures Floodplain mapping, ood monitoring and warning systems to protect lives and properties Flood damage reduced $100 million annually Conservation Ontario | 120 Bayview Parkway | Newmarket, ON | L3Y 3W3 | 905-895-0716 conservationontario.ca29 ADDING VALUEHow Conservation Authorities support provincial priorities Natural heritage and biodiversity Recreation, health and tourism Education Water quality Water supplies Monitoring and reporting 146,000 hectares of natural land protected through CA ownership Tree planting, forest management, river habitat and wetland protection and improvements Support provincial eorts to protect Species at Risk and manage Invasive Species 250 Conservation Areas attracting 6.8 million visitors annually 2,500 kilometres of trails connecting people to nature Close to 50 outdoor education facilities serving more than 400,000 students annually at 3,800 schools in partnership with 50 of the province’s 72 district school boards Partners in Water Festivals: fun, interactive way for kids to to learn about water issues Partners in Specialist High Skills Major Program Implementing the Clean Water Act for drinking water source protection Stewardship programs protect water quality on farm and rural land Implement Low Water Response Program during dry conditions Water budgets and other research guide informed decisions on municipal water supplies Some CAs operate reservoirs used to maintain river ows in summer and fall Partner in Provincial Water Quality Monitoring Network and Provincial Groundwater Monitoring Network, Hydrometric Network and others CA Watershed Report Cards provide an overview of watershed health Conservation Authorities are proud to work with these ministries: Natural Resources & Forestry, Environment & Climate Change, Municipal Aairs & Housing, Agriculture, Food & Rural Aairs, Economic Development, Employment & Infrastructure, Health, Tourism Culture & Sport, Education, Northern Development & Mines30 Reviewing the Conservation Authorities Act to Reflect the Realities of Today Conservation Authorities’ activities around Ontario’s natural resources has changed significantly over the years in response to increasing challenges to our water and land resources. Stresses such as climate change, rapid growth, and changing land uses significantly challenge the ability of our natural ecosystems to support economic growth, a sustainable environment, and the lifestyles and health of residents. Conservation Authority programs contribute significantly to addressing Ontario’s environmental priorities. Conservation Authorities are recognized for their watershed management, science- based expertise and for being able to adapt to changing conditions. A more integrated relationship with the Province and sustainable provincial funding would ensure greater consistency and continuation of programs. Key Priorities of Conservation Authorities Conservation Authorities are looking to discuss key priorities which include: 1. Confirm the current Conservation Authority Mandate as outlined in the Conservation Authorities Act which is to undertake watershed-based programs for the conservation, restoration, development and management of natural resources; 2. Formalize and expand the CA working relationships across Ontario provincial ministries in order to capitalize on the important contributions of CA programs and services, and to more widely leverage and support Conservation Authority efforts in local watersheds; 3. Discuss the governance model in relation to the funding model; 4. Sustainable provincial funding formula that captures and reflects the actual range of Conservation Authority programs and services that support multiple provincial objectives. Value of Conservation Authority Programs to Ontario Conservation Authority programs help the Province and other levels of government to address environmental challenges and priorities such as climate change impacts, healthy Great Lakes, urbanization and growth, healthy people and green economy. /1 31 Representing Ontario’s 36 Conservation Authorities Climate Change Flood Management Water Quality Water Supply Green Infrastructure GHG Reduction Monitoring, Modelling, Reporting Data Management Watershed Report Cards Low Water Response Great Lakes Basin Water Quality Water Supply Stormwater Management Fisheries Agricultural BMPs Connecting people to Great Lakes Urbanization / Growth Watershed Planning supports sustainable growth Protect Farmland, Natural Heritage Systems and Water Resources Technical Advice (all levels of gov’t) Healthy People 270+ Conservation Areas provide wide variety of outdoor activities Step Into Nature Source Protection Water Festivals Environmental Education Sustainable Economy Green Economy Resilient natural resources support sustainable economic growth Increasing efficiencies of the environmental management sector CONSERVATION AUTHORITIES:  In 2013, Ontario’s 36 Conservation Authorities delivered watershed management programs and services totaling approximately $290 million through more than 3,600 full time and seasonal, contract, and part time staff.  Over 90% of Ontario’s population lives in a Conservation Authority watershed  Conservation Authorities partner with municipal, provincial and federal governments, as well as landowners and other groups, to deliver watershed-based natural resource programs  Conservation Authorities effectively leverage resources of other partners to deliver provincial priorities more effectively. For More Information Conservation Ontario 120 Bayview Parkway, Newmarket ON L3Y 3W3 (Tel) 905-895-0715 (Email) info@conservationontario.ca conservationontario.ca July 31, 2015 32 33 Council Committee Request Council Committee Request forms and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE Committee Information Committee Name Committee Chair Tillsonburg Cultural Advisory Committee Deb Beard Phone Number E-mail 519-842-6151 office@stationarts.ca Request Details Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month) October 13, 2015 Subject of the Request Dollar Amount Requested Council Approval for the awarding of Tillsonburg Cultural Advisory Grants totalling $ 4,100 of which the amount of $1,1000 is awarded to The Tillsonburg Tri-County Agriculture Society to assist with the payment of the illusionist performance at the Tillsonburg Fair with the remaining the amount of $3,000 awarded to the Tillsonburg Kiwanis Club to assist with the bands for the Annual Tillsonburg Santa Claus parade. __________________________________________________________________________________ Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or jbunn@tillsonburg.ca Please note that submission of this form does not guarantee the approval of the request. The Clerk's office will confirm the request by e-mail after receiving this form. PLEASE COMPLETE PAGE TWO Copy of the Resolution as passed by the Committee 34 Proposed Resolution To grant the Tillsonburg Tri-County Agriculture Society $1, 100 in support of the illusionist performance at the Fair, as this request falls within the Tillsonburg Cultural Advisory Committee’s mandate to support the growth of culture through new initiatives within the Cultural sector in Tillsonburg. Moved by: Ann Loker Seconded by: Josiane DeCloet - carried Proposed Resolution That the grant application request from the Tillsonburg Kiwanis Club in the amount of $3,000 to assist with the payment of bands for the Tillsonburg Santa Claus Parade be approved. Moved by: Ann Loker Seconded by: Erin Getty– carried Name of Staff Liaison Patricia Phelps Is there any supporting documentation you will be providing to Council? No Will there be a Power Point presentation accompanying the request? No I acknowledge that the Chair of the Committee (or representative) must be in attendance of the Council meeting to speak and answer questions Council may have: Deb Beard, chair of the Tillsonburg Cultural Advisory Committee will be in attendance I acknowledge that all supporting documentation must be submitted by 4:30 p.m. to the Deputy Clerk by Monday before the meeting date: Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 35 36 37 38 Community and Strategic Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: A-8/15 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: October 13, 2015 REPORT NUMBER: 2015-198 OWNER: Harry Layman 156 Bidwell Street, Tillsonburg ON, N46 3V8 REQUESTED VARIANCE: Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 70 m2 (750 ft2) to permit the construction of a detached accessory building. LOCATION: The subject property is described as Lot 912, Plan 500, in the Town of Tillsonburg. The property is located on the east side of Bidwell Street, between Bear Street and Venison Street, and is municipally known as 156 Bidwell Street. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1) SURROUNDING USES: low density residential uses, consisting of single detached dwellings. 39 File Number: A-08/15 Report Number 2015-198 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted provision of the Town Zoning By-law to facilitate the construction of a detached accessory building on the subject property. The subject property comprises approximately 1,027.1 m2 (0.25 ac) and is currently occupied by an existing single detached dwelling and two sheds. As indicated by the applicant, the existing sheds will be removed. Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2010), shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Site Sketch, shows the location of the existing dwelling and sheds on the subject property as well as the location of the proposed garage. (b) Agency Comments: The application was circulated to a number of public agencies. The Town of Tillsonburg Engineering Department had no concerns but noted that the applicant may want to redirect the proposed swale to the south side of the proposed accessory building. The Town of Tillsonburg Building Services Department and County of Oxford Public Works Department had no concerns with the proposal. Public Notice was mailed to surrounding property owners on September 18, 2015. As of the writing of this report, no comments or concerns had been received from the public. (c) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling and accessory use conforms to the ‘Low Density Residential’ policies of the Official Plan. (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’, which permits a single detached dwelling. Provisions respecting accessory buildings and structures are contained in Table 5.1.1.4 - Regulations for Accessory Buildings and Structures. Structures accessory to a residential use are permitted to a maximum of 10% of the lot area, or 50 m2 (538 ft2) of gross floor area, whichever is less. Lot coverage provisions for accessory structures are intended to ensure that accessory uses and structures remain clearly secondary to the main residential use of the property and have minimal impact on neighbouring properties. In this case, the requested relief would facilitate the construction of a detached accessory structure that is 20 m2 (212 ft2) larger than permitted. Planning staff note that the lot coverage 40 File Number: A-08/15 Report Number 2015-198 Page 3 would represent 6.8% of the total lot area, which represents less than the 10% of the maximum lot area. (e) Desirable Development/Use: Although the requested lot coverage of the proposed accessory structure is larger than what is typically permitted, in this case, Planning staff is satisfied that the proposed accessory structure can be considered minor and desirable development of the subject property. Given the relatively large size of the subject property and presence of similar sized accessory buildings in the area, it is not anticipated that the proposed relief will set an undesirable precedent for the neighbourhood. In this regard, the requested relief can be considered minor. The proposed location of the structure is also desirable as the structure will be setback adequately from surrounding uses and is not anticipated to negatively impact neighbouring properties. In light of the foregoing, it is the opinion of this Office that the requested relief maintains the general intent and purpose of the Official Plan and Zoning By-law and can be given favorable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-08/15, submitted by Harry Layman, for lands described as Lot 912, Plan 500, Town of Tillsonburg, as it relates to: 1. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 70 m2 (750 ft2) to permit the construction of a detached accessory building; subject to the following condition: i. The existing frame sheds, identified on Plate 3 of Report No. 2015-198, be removed to the satisfaction of the Town of Tillsonburg Building Services Department. As the proposed variance is: (i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: Rebecca Smith, Development Planner Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner RS September 15, 2015 41 August 27, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 42 August 27, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 380 Notes NAD_1983_UTM_Zone_17N 19 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary 43 44 Site Photo A-08/15 – Harry Layman View of Subject Property from Bidwell Street 45 Community and Strategic Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: A-11/15 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: October 13, 2015 REPORT NUMBER: 2015-210 OWNER: Bill Hughes 9 Esseltine Drive, Tillsonburg ON, N4G 0C3 REQUESTED VARIANCE: Relief from 7.5.5.2.7 – Rear Yard, to reduce the minimum depth from 6.75 m (22.1 ft) to 4 m (13.1 ft) to facilitate the construction of an uncovered deck at the rear of an existing single detached dwelling. LOCATION: The subject property is described as Part Lot 69, Plan 41M-182, Part Lots 110 – 112, Reference Plan 41R-8228, in the Town of Tillsonburg. The property is located on the south side of Esseltine Drive, between Quarter Town Line and Weston Drive, and is municipally known as 9 Esseltine Drive. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Special Low Density Residential Type 2 Zone (R2-5) SURROUNDING USES: low density residential uses, consisting of single detached dwellings and vacant residential lots within a registered plan of subdivision 46 File Number: A-11/15 Report Number 2015-210 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief of the Town Zoning By-law to facilitate the construction of an uncovered deck at the rear of an existing single detached dwelling. For the Committee’s information, relief is actually required from Section 7.5.5.2.12.1 to increase the permitted projection of the uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 2.8 m (9.2 ft). As the corrected variance does not impact the intent of the proposal, Staff is of the opinion that no further circulation is required. The subject property comprises approximately 335.3 m2 (3,609.6 ft2) and is currently occupied by an existing single detached dwelling with an attached garage. The proposed deck is to be located at the rear of the existing dwelling and will comprise approximately 27.9 m2 (300 ft2). Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2010), shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Site Sketch, shows the dimensions and setbacks of the proposed deck at the rear of the existing single detached dwelling. (b) Agency Comments: The application was circulated to a number of public agencies. The Town Building Services Department and Town Engineering Department indicated that the design and construction of the deck and finished elevations and gradient of the rear yard must not conflict or alter the rear yard building apron swale. Public Notice was mailed to surrounding property owners on October 2, 2015. As of the writing of this report, no comments or concerns had been received from the public. (c) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling conforms to the ‘Low Density Residential’ policies of the Official Plan. (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Special Low Density Residential Type 2 Zone (R2-5)’, which permits a single detached dwelling. The ‘R2-5’ zone also permits uncovered decks to project 2.5 m (8.2 ft) into the required 6.5 m (21.3 ft) rear yard. Relief is required to increase the permitted projection into the required rear yard to 2.8 m (9.2 ft). 47 File Number: A-11/15 Report Number 2015-210 Page 3 Certain structures, such as decks and patios are permitted to project into required yards provided that the minimum setback between the projection and lot line is maintained. The purpose of this provision is to recognize that such structures are typically smaller in scale and size than the single detached dwelling. As such, these types of structures are allowed to project into required yards while maintaining a certain minimum setback from the rear lot line to ensure adequate amenity space is provided and separation between common lot lines. It should be noted that the proposed deck will be setback 4 m (13.1 ft) from the rear lot line, meeting the minimum 1.5 m (4.9 ft) requirement. In this case, the increased projection of the proposed deck into the required rear yard is not expected to negatively impact the available amenity space or area available for drainage and existing drainage patterns. The proposed deck will provide an amenity area for the occupant of the dwelling and the location will not impact the approved lot grading plan for the dwelling or the overall approved subdivision grading plan. (e) Desirable Development/Use: It is the opinion of this Office that the proposed variance to increase the permitted projection into the required rear yard to facilitate the construction of an uncovered deck at the rear of an existing single detached dwelling, can be considered desirable development of the subject property. The requested relief can be considered minor as the proposed deck will not impact the ability of the property to provide adequate amenity area. The proposed deck is also not anticipated to impact drainage on the property, as the structure will be located outside of the rear yard drainage swales on the property. The proposed development can also be considered desirable as the proposed deck will not be out of character with existing development in the immediate area. In light of the foregoing, it is the opinion of this Office that the proposed relief maintains the general intent and purpose of the Official Plan and Zoning By-law and can be given favorable consideration. 48 File Number: A-11/15 Report Number 2015-210 Page 4 RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-11/15, submitted by Bill Hughes, without further circulation of public notice, for lands described as Part Lot 69, Plan 41M-182, Part Lots 110 – 112, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to: 1. Relief from Section 7.5.5.2.12.1 – Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 2.8 m (9.2 ft). As the proposed variance is: (i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: Rebecca Smith, Development Planner Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner RS October 2, 2015 49 September 25, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1540 Notes NAD_1983_UTM_Zone_17N 77 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 50 September 25, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 510 Notes NAD_1983_UTM_Zone_17N 26 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary 51 52 Community and Strategic Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: A-12/15 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: October 13, 2015 REPORT NUMBER: 2015-211 OWNER: Werner Geidlinger 171 Weston Drive, Tillsonburg ON, N4G 0C5 REQUESTED VARIANCE: Relief from Section 7.5.5.2.12.1 - Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 3.3 m (10.8 ft) to facilitate the construction of a deck at the rear of an existing dwelling. LOCATION: The subject property is described as Part Lot 74, Plan 41M-182, Part Lots 8 - 10, Reference Plan 41R-8228, in the Town of Tillsonburg. The property is located on the west side of Weston Drive, between Hogarth Drive and Hollier Drive, and is municipally known as 171 Weston Drive. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Special Low Density Residential Type 2 Zone (R2-5) SURROUNDING USES: low density residential uses, consisting of single detached dwellings and vacant residential lots within a registered plan of subdivision 53 File Number: A-12/15 Report Number 2015-211 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted section of the Town Zoning By-law to facilitate the construction of an uncovered deck at the rear of an existing single detached dwelling. The subject property comprises approximately 335.2 m2 (3,608.1 ft2) and is currently occupied by an existing single detached dwelling with an attached garage. The proposed deck is to be located at the rear of the existing dwelling and will comprise approximately 17.8 m2 (192 ft2). Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2010), shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Site Sketch, shows the dimensions and setbacks of the proposed deck at the rear of the existing single detached dwelling. (b) Agency Comments: The application was circulated to a number of public agencies. The Town Engineering Department indicated that the finished elevations and gradient of the rear yard is not to be altered. The Town Building Services Department has no concerns with the proposal. Public Notice was mailed to surrounding property owners on October 2, 2015. As of the writing of this report, no comments or concerns had been received from the public. (c) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling conforms to the ‘Low Density Residential’ policies of the Official Plan. (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Special Low Density Residential Type 2 Zone (R2-5)’, which permits a single detached dwelling. The ‘R2-5’ zone also permits uncovered decks to project 2.5 m (8.2 ft) into the required 6.5 m (21.3 ft) rear yard. Relief is required to increase the permitted projection into the required rear yard to 3.3 m (10.8 ft). Certain structures, such as decks and patios are permitted to project into required yards provided that the minimum setback between the projection and lot line is maintained. The purpose of this provision is to recognize that such structures are typically smaller in scale and size than the single detached dwelling. As such, these types of structures are allowed to project 54 File Number: A-12/15 Report Number 2015-211 Page 3 into required yards while maintaining a certain minimum setback from the rear lot line to ensure adequate amenity space is provided and separation between common lot lines. It should be noted that the proposed deck will be setback approximately 3.7 m (12.1 ft) from the rear lot line, meeting the minimum 1.5 m (4.9 ft) requirement. In this case, the increased projection of the proposed deck into the required rear yard is not expected to negatively impact the available amenity space or area available for drainage and existing drainage patterns. The proposed deck will provide an amenity area for the occupant of the dwelling and the location will not impact the approved lot grading plan for the dwelling or the overall approved subdivision grading plan. (e) Desirable Development/Use: It is the opinion of this Office that the proposed variance to increase the permitted projection into the required rear yard to facilitate the construction of an uncovered deck at the rear of an existing single detached dwelling, can be considered desirable development of the subject property. The requested relief can be considered minor as the proposed deck will not impact the ability of the property to provide adequate amenity area. The proposed deck is also not anticipated to impact drainage as the structure will be located outside of the existing drainage swales on the property. The proposed development can also be considered desirable as the proposed deck will not be out of character with existing development in the immediate area. In light of the foregoing, it is the opinion of this Office that the proposed relief maintains the general intent and purpose of the Official Plan and Zoning By-law and can be given favorable consideration. 55 File Number: A-12/15 Report Number 2015-211 Page 4 RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-12/15, submitted by Werner Geidlinger, for lands described as Part Lot 74, Plan 41M-182, Part Lots 8 - 10, Reference Plan 41R-8228, Town of Tillsonburg, as it relates to: 1. Relief from Section 7.5.5.2.12.1 - Rear Yard, to increase the permitted projection of an uncovered deck into the required rear yard from 2.5 m (8.2 ft) to 3.3 m (10.8 ft) to facilitate the construction of a deck at the rear of an existing dwelling. As the proposed variance is: (i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: Rebecca Smith, Development Planner Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner RS October 2, 2015 56 September 28, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 57 September 28, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 510 Notes NAD_1983_UTM_Zone_17N 26 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary 58 59 Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING Council Date: October 13, 2015 Page 1 of 7 To: Mayor and Members of Tillsonburg Council From: Rebecca Smith, Development Planner, Community and Strategic Planning Applications for Consent B15-37-7 & B15-38-7 – Patrick Mooney REPORT HIGHLIGHTS  The Applications for Consent propose to create two vacant residential building lots and retain a residential lot containing an existing single detached dwelling and two accessory buildings.  Following circulation of the Public Notice, the applicant submitted a revised severance sketch which proposes a minor revision to the original lot configuration to ensure an existing accessory building on the lot to be retained meets the required setback relative to the proposed new interior property line.  Planning staff recommend approval of the applications as they comply with the Provincial Policy Statement and the residential infilling policies of the Official Plan. DISCUSSION Background OWNER: Patrick Mooney 32 North Street West, Tillsonburg ON N4G 1C1 AGENT: Peter Leliveld 565 Broadway, Tillsonburg ON N4G 3S8 LOCATION: The subject lands are described as Part Lot 7, Concession 10 (Dereham), in the Town of Tillsonburg. The lands are located on the east side of James Ave, immediately north of North Street West and are municipally known as 32 North Street West. OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Low Density Residential 60 Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING Council Date: October 13, 2015 Page 2 of 7 TOWN OF TILLSONBURG ZONING BY-LAW: Existing Zoning: Low Density Residential Type 1 Zone (R1) EXISTING USE OF SUBJECT PROPERTY: Residential PROPOSED USES: Lots to be Severed: Single Detached Dwellings Lot to be Retained: Single Detached Dwelling SERVICES: Lots to be Severed: Municipal water and sanitary services are available Lot to be Retained: Municipal water and private septic system (sanitary services are available) ACCESS: Paved, local roads (North Street West & James Ave) PROPOSAL: Area Frontage Depth SEVERED LOT B15-37-8 929.9 m² (10,009.4 ft²) 16.95 m (55.6 ft) 54.9 m (180.1 ft) SEVERED LOT B15-37-8 929.9 m² (10,009.4 ft²) 16.95 m (55.6 ft) 54.9 m (180.1 ft) RETAINED LOT 5,410.5 m² (58,238.1 ft²) 50.4 m (165.4 ft) 97.8 m (320.9 ft) The purpose of the Applications for Consent is to create two vacant residential building lots. The lots to be severed by B15-37-7 and B15-38-7 both comprise approximately 929.9 m² (10,009.4 ft²) and have frontage along James Ave. Single detached dwellings are proposed to be constructed on each of the proposed lots. The lot to be retained comprises approximately 5,410.5 m² (58,238.1 ft²) and contains an existing single detached dwelling and two accessory buildings. It should be noted that following circulation of the Public Notice, it was determined that two accessory buildings are located on the lot to be retained. Based on the original lot configuration proposed by the applicant, the accessory building located further north on the lands was to be located within the required 1.2 m (4.9 ft) setback from the proposed new interior property line. In light of this, the applicant has submitted a revised sketch (Plate 3) which proposes a new interior property line that is parallel to James Ave. As the revised lot configuration does not impact the intent of the proposal, Staff is satisfied that no further public notice or circulation of the applications is required. The lots to be severed front on and have direct access to James Avenue, while the lot to be retained fronts on and has direct access to North Street West. Surrounding uses predominately include single detached dwellings, with a stormwater management pond to the immediate north and a mobile home park to the southeast. 61 Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING Council Date: October 13, 2015 Page 3 of 7 Plate 1, Existing Zoning & Location Map, shows the location of the subject lands and the existing zoning in the immediate vicinity. Plate 2, Arial Map (2010), shows the subject property and the existing development in the immediate area. Plate 3, Revised Applicant’s Sketch, illustrates the dimensions of the proposed lot to be severed and retained as well as the location of the existing accessory buildings on the lot to be retained. Application Review 2014 Provincial Policy Statement The Provincial Policy Statement (PPS) directs that Ontario’s long-term prosperity, environmental health and social well-being depend on wisely managing change and promoting efficient land use and development patterns. Efficient land use and development patterns support strong, liveable and healthy communities, protect the environment as well as public health and safety, and facilitate economic growth. In support of these provincial interests and goals, settlement areas shall be the focus of growth and their vitality and regeneration shall be promoted. Section 1.4.3 of the PPS directs that planning authorities shall provide for an appropriate range of housing types and densities to meet projected requirements of current and future residents of the regional market area by:  permitting and facilitating all forms of residential intensification and redevelopment and all forms of housing required to meet the social, health and well-being requirements of current and future residents;  promoting densities for new housing which efficiently use land, resources, infrastructure and public service facilities and support the use of alternative transportation modes;  establishing development standards for residential intensification, redevelopment and new residential development which minimize the cost of housing and facilitate compact form while maintaining appropriate levels of public health and safety. Official Plan The lot to be retained and lots to be severed are located within the 'Low Density Residential' designation according to the County Official Plan. Low density residential districts are those lands that are primarily developed or planned for a variety of low-rise, low density housing forms including both executive and smaller single-detached dwellings, semi-detached, duplex and converted dwellings, street-fronting townhouses and other, similar development. Within areas designated Low Density Residential, it is intended that there will be a mixing and integration of different forms of housing to achieve a low overall density of use. The policies of Section 8.2.4.1 (Infill Housing) indicate that in order to efficiently utilize the designated residential land and municipal servicing infrastructure, infill housing will be supported in Low Density Residential Areas. The County Land Division Committee and Town Council will ensure that proposals for infill development are consistent with policies contained in Section 8.2.4.1.1 and 8.2.4.1.4. 62 Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING Council Date: October 13, 2015 Page 4 of 7 Official Plan policies respecting Street Oriented Infill permit new residential housing into an established streetscape pattern only if the proposal is deemed to be consistent with the characteristics of existing development on both sides of the street. The policies also require that the proposal is consistent with street frontage, setbacks and spacing of existing development within a two block area on the same street. In addition, all infill proposals are subject to the following criteria:  the location of vehicular access points, the likely impact of traffic generated by the proposal on Town streets and potential traffic impacts on pedestrian and vehicular safety and surrounding properties is acceptable;  existing municipal services and public facilities will be adequate to accommodate the proposed infill project;  stormwater run-off from the proposal will be adequately controlled and will not negatively affect adjacent properties;  adequate off-street parking and outdoor amenity areas will be provided;  the extent to which the proposed development provides for the retention of any desirable vegetation or natural features that contribute to the visual character of the surrounding area;  the effect of the proposed development on environmental resources and the effects of environmental constraints on the proposed development will be addressed and mitigated;  consideration of the potential effect of the development on natural and heritage resources and their settings;  compliance of the proposed development with the provisions of the Zoning By-Law of the Town and other municipal by-laws. Zoning By-law The subject property is zoned ‘Low Density Residential Type Zone (R1)’ which permits a single detached dwelling and home occupation. The ‘R1’ zone also requires a minimum lot area of 480 m² (5,166.8 ft²), a lot depth of 32 m (105 ft) and a frontage of 15 m (49.2 ft). Accessory buildings/structures are also permitted to a maximum of 100 m² (1,076 ft²) on an ‘R1’ lot exceeding 1,500 m² (16,146.4 ft²) and are required to be setback 1.2 m (3.9 ft) from interior property lines. The lots to be severed and retained appear to comply with the lot area, frontage and depth provisions of the ‘R1’ zone. Based on the revised sketch provided by the applicant, the existing accessory building located further north on the lot to be retained will meet the required 1.2 m (3.9 ft) setback from the revised interior property line. The applicant has also indicated that the total accessory building lot coverage on the lot to be retained will be approximately 59.1 m² (636 ft²), meeting the maximum accessory building lot coverage provision. The applicant is not proposing any further development on the lot to be retained. 63 Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING Council Date: October 13, 2015 Page 5 of 7 Agency Comments The applications were circulated to those agencies considered to have an interest in the proposal. The Town of Tillsonburg Engineering Department provided the following comments:  As a condition of severance, the applicant is required to submit a preliminary lot grading plan for each of the severed parcels for review.  The applicant is to provide confirmation to the Town that the cost to install the services have been paid to the developer. The County Public Works Department provided the following comments:  The Town has confirmed that there are existing water and wastewater services to both of the proposed lots to be severed (off of James Avenue). These services were installed/paid for by the developer of North Park Subdivision. As such, no additional fees are required by the applicant. Dwellings developed on the proposed lots to be severed shall be connected to the existing municipal services.  Town records indicate that the dwelling on the lot to be retained is currently connected to municipal water, but not connected to the municipal sanitary sewer system. The Town has confirmed that there is an existing sanitary service installed to property line, and the service was paid for by the Owner. As such, no additional fees, payable to Oxford County, are required by the applicant; however, as a condition of consent, the dwelling on lot to be retained is required to connect to the municipal sanitary service and decommission their existing septic system. Inspection of the foregoing work is required by Oxford County. The Town Building Services Department and Ontario Provincial Police had no concerns with the proposal. Public Consultation Notice of the applications was circulated to neighbouring property owners on September 28, 2015. As of the date of this report no concerns have been received. Planning Analysis The development proposal seeks to create two new lots for residential development in northwest area of Tillsonburg. Planning staff is of the opinion that the proposal will result in an efficient use of municipal services on residentially designated lands. In this respect, the development proposal is consistent with the 2014 Provincial Policy Statement regarding intensification and redevelopment within a settlement area. With regard to the relevant Official Plan policies for Low Density Residential areas, an analysis of the existing characteristics of residential development within the immediate area was completed by Planning staff. For street-oriented infill development, the policies of Section 8.2.4.1.1 permit such development where the proposal is deemed to be consistent with the characteristics of existing development on both sides of the same street, and is consistent with street frontage, setbacks and spacing of existing development within a two-block area on the same street. 64 Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING Council Date: October 13, 2015 Page 6 of 7 The subject lands are located in an area characterized by low density residential development and the lots to be severed are located within the North Park Estates subdivision which was approved in 2004. Lots within this plan are characterized by a variety of lot sizes and shapes due to the configuration of James Avenue. As such, the existing low density residential development comprises a variety of lot sizes, frontages and depths. This Office is satisfied that the lots to be severed and retained are generally consistent with the frontage, configuration and area characteristics of development in the immediate residential area. The current proposal would create two infilling lots that would be in keeping with the existing type and characteristics of development along James Ave, which demonstrates a lot pattern similar to what is being proposed by these applications. The retained lots will also be consistent with the existing development along North Street West, which consists of a variety of lot sizes including similar larger sized parcels. In this regard, Planning staff is of the opinion that the application conforms to the Official Plan policies that pertain to infill housing in the Town of Tillsonburg. The lots to be severed as well as the lot to be retained will meet the lot area, frontage and depth requirements of the ‘R1’ zone. It is noted that the applicant has submitted a revised severance sketch which provides an amended lot configuration to ensure the existing accessory building on the lot to be retained meets the required interior side yard setback. As indicated by the applicant the existing accessory building will be setback approximately 3.2 m (10.5 ft) from the proposed new lot line, meeting the minimum setback requirement. It is recommended that a condition be included to ensure this measurement is accurate. In light of the foregoing, it is the opinion of this Office that the proposed severances appear to comply with the policies of the Official Plan and the 2014 Provincial Policy Statement, is acceptable from a planning perspective and can be given favourable consideration, subject to a number of conditions. RECOMMENDATION It is recommended that Tillsonburg Council advise the Land Division Committee that the Town supports the proposal to create two vacant residential lots as described in Report No. CASPO 2015-206, subject to the following conditions: B15-37-7 & B15-38-7 1. The owner enter into a Severance Agreement with the Town of Tillsonburg, to the satisfaction of the Town. 2. The owner shall provide a preliminary lot grading plan for the lots to be severed, to the satisfaction of the Town of Tillsonburg Engineering Department. 3. The owner shall provide confirmation that services to the lots to be severed have been paid to the developer, to the satisfaction of the Town of Tillsonburg Engineering Department. 65 Report No: CASPO 2015-206 COMMUNITY AND STRATEGIC PLANNING Council Date: October 13, 2015 Page 7 of 7 4. The owner shall provide a survey, prepared by an Ontario Land Surveyor, to confirm the setback between the existing accessory building located on the lot to be retained, identified as ‘Accessory Building 1’ on Plate 3 of Report No. CASPO 2015-206, and the rear lot line of the lot to be severed by B15-38-7, to the satisfaction of the Secretary-Treasurer of the Land Division Committee. 5. The existing private septic system on the lot to be retained shall be decommissioned and the existing dwelling shall be connected to municipal sanitary sewers, to the satisfaction of the County Public Works Department. 6. The Clerk of the Town of Tillsonburg advise the Secretary-Treasurer of the Land Division Committee that all requirements of the Town, financial, services and otherwise, have been complied with. SIGNATURES Authored by: Original Signed By Rebecca Smith, Development Planner Approved for submission: Original Signed By Gordon K. Hough, MCIP, RPP, Director 66 September 10, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 2050 Notes NAD_1983_UTM_Zone_17N 102 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 67 September 10, 2015 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 68 69 Site Photo B15-37-7 & B 15-38-7 (Patrick Mooney)   Figure 1 – View of Lots to be Severed     70 A Community Sustainability Plan As Adopted by Oxford County Council September 9, 2015 Executive Summary The Community Sustainability Plan aims to improve quality of life for Oxford’s current and future generations and to balance Oxford’s collective economic, community, and environmental interests. Background Located in the heart of southwestern Ontario, Oxford has a population of approximately 109,000 residents. Oxford is “growing stronger together” through demonstrated partnerships with residents, businesses, the County of Oxford, and the eight area municipalities: Blandford-Blenheim, East Zorra-Tavistock, Ingersoll, Norwich, South-West Oxford, Tillsonburg, Woodstock, and Zorra. One of Ontario’s foremost farming communities, Oxford’s location at the crossroads of Highways 401 and 403 has contributed to the development of a significant commercial and industrial sector. Oxford is home to a thriving local arts, culture, and culinary community, and boasts conservation parks, natural areas, and more than 100 kilometres of scenic trails. What is Sustainability? Sustainability is an approach to meeting the needs of the present without compromising the ability of future generations to meet their own. It takes into account the short and long-term ecological, social, and economic consequences of our actions and emphasizes both environmental and human well-being as essential ends in themselves. Oxford has adopted the lens of sustainability to create an integrated and effective approach to addressing challenges, including economic and social inequities, human health, ecosystem decline, and community development. Page 1 of 12 71 As Adopted by Oxford County Council September 9, 2015 Figure 1 illustrates a sustainability framework of nested circles, recognizing that community and economic activity occurs within environmental, or ecological, limits. This framework provides a guide through which Oxford can work together to build a sustainable, resilient, and vital future. The goal of Future Oxford is to articulate how we balance these interests in a model that informs decisions about our future. Figure 1: Sustainability Framework Page 2 of 12 72 As Adopted by Oxford County Council September 9, 2015 Words from the Steering Committee Community sustainability represents a vision of how Oxford can work together to build a sustainable, vital and more resilient future. Giving shape to that vision, and informing the plan and tools that will make it happen, has been a key component to the Future Oxford initiative. The Community Sustainability Plan Committee has guided the development and implementation of Future Oxford. The Steering Committee was selected to represent the community on the basis of both geography and areas of focus for sustainability (economic, community, and environment). It includes the following members: Chris Friesen (Chair) George Klosler Jay Heaman David Gilvesy Jeff Surridge Marilyn Price Jason Smith Cher Sprague Dave Steenburg Bryan Smith Ian Heikoop Joan Morris Ian Stevens Nicole Langlois Jurgen van Dijken In working towards a collective vision for a sustainable future, the Community Sustainability Steering Committee needed to consider the viewpoints of community members throughout the County. Our goal has been to connect and engage as much of Oxford as possible to inform and inspire the vision, goals, actions, and targets of Oxford’s Community Sustainability Plan. Over the last few months, Oxford residents have come together to listen, brainstorm, and ultimately dream, about what our community can look like in 2020 and 2030 through a series of innovative community engagement initiatives. The Community Sustainability Plan is a reflection of that community spirit and thought. The Steering Committee has integrated all the ideas that have emerged from our community into the goals, targets, actions, and objectives of this plan, reflecting the diverse needs and aspirations of Oxford. The elements of this Community Sustainability Plan will assist Oxford to become a leading resilient, sustainable, and thriving County. Page 3 of 12 73 As Adopted by Oxford County Council September 9, 2015 Vision: A vibrant, prosperous, and responsible Oxford for all. Mission: To achieve community sustainability throughout Oxford. Goals 1. COMMUNITY GOAL 1i: An Oxford that is accessible for all citizens OBJECTIVES ACTIONS 1iA Provide high-quality and accessible health care, social services, support programs, and housing that meet the needs of all citizens. Targets: Reduce core housing need in Oxford by X% by 2020 and Y% by 2030.i Reduce % population living in poverty by X% in 2020 and by Y% in 2030 1. Create partnership opportunities that encourage the private sector to invest in affordable housing. 2. Foster collaboration among citizens, community partners, and all levels of government to advance preventative health (including decreasing substance abuse and improving mental health) through active living and building social capital. 3. Encourage infill development including mixed-use projects and/or small homes, secondary homes, and in home suites on existing lots. 1iB Develop accessible intercommunity transportation options to reduce reliance on personal automobile ownership. Target: Reduce the average distance driven per resident by X% from 2007 levels by 2020 and by Y% by 2030. 4. Provide frequent, cost-efficient transportation options that connect all of Oxford and larger to hubs outside of Oxford. 5. Provide real time transportation information on-site, online, and in an Oxford transportation guidebook to highlight routes, connections, and timetables. Page 4 of 12 74 As Adopted by Oxford County Council September 9, 2015 OBJECTIVES ACTIONS 1iC Promote and support volunteering. Target: Increase the percentage of the population that volunteers by X% by 2020 and by a further Y% by 2030. 6. Increase the use and awareness of the Volunteer Opportunities Directory in Oxford. 7. Enhance the capacity of volunteer organizations through: • expanded recruitment programs; • training support for all ages; • a public recognition program; and, • addressing transportation needs of volunteers. 1iD Ensure that affordable, healthy food options are accessible to all residents. Target: To be Determined in conjunction with development of the Food Security Plan 8. Develop a food securityii plan that supports food affordability and accessibility of food to all of Oxford’s population. 9. Promote backyard gardens, community gardens, and community food hubs in partnership with community partners and schools. 1iE Promote engagement in decisions that affect the public good. Target: Increase voter turn-out rates to all elections by X% by 2020 and a further Y% by 2030. 10. Ensure broad communication, engagementiii and community awareness of government initiatives/plans and community programs/services. 11. Develop a collaborative voter engagement program, including supporting volunteers to stimulate voter turnout and a voter information package on sustainability issues for all elections. Page 5 of 12 75 As Adopted by Oxford County Council September 9, 2015 GOAL 1ii: A knowledgeable and equitable Oxford OBJECTIVES ACTIONS 1iiA Ensure access to affordable education for all ages. Targets: Increase the number of residents with post-secondary education by X% by 2020 and to the Y% by 2030. X% functional literacy within Oxford by 2020 and Y% by 2030. 12. Work to develop a university campus in Oxford. 13. Expand opportunities for post-secondary programs, including: • self-directed learning opportunities; • co-op programs; • skilled trade programs; • employment training programs; and • loans and grants for students. 14. Ensure high-speed/high-capacity broadband throughout Oxford. 15. Provide access to collaborative spaces and services for people who are participating in online studies and support self-directed learning. 1iiB Advance the community dialogue on sustainability issues. Target: Increase the sustainability quotient by X% by 2020 and by Y% by 2030. 16. Create and support community sustainability roundtables to lead a region-wide dialogue on sustainability issues and the implementation of sustainability actions. 17. Establish an environmental responsibility program in collaboration with schools. 18. Support organizations and programs working to eliminate the use of fossil fuels. Page 6 of 12 76 As Adopted by Oxford County Council September 9, 2015 GOAL 1iii: A creative Oxford OBJECTIVES ACTIONS 1iiiA Promote arts, recreation and culture. Target: Increase the number of participants at arts, recreation, and culture activities by X% by 2020 and by Y% by 2030. 19. Encourage relevant organizations to convene to develop: • an arts and culture plan; and • a funding initiative and a strategy to use under-utilized facilities and spaces to support a thriving arts, recreation, and culture community in Oxford. 20. Support and promote collaborations among theatres, galleries, and museums (e.g. such as Oxford Creative Connections). 21. Enhance and promote arts and recreation programming within schools and for residents. 22. Develop a major arts and culture tourist destination in Oxford. 2. ECONOMY GOAL 2i: A thriving local economy OBJECTIVES ACTIONS 2iA Build a vibrant economy. Target: Grow the total number of jobs in the region in relation to projected population growth targets by X% by 2020 and by Y% by 2030. 23. Enhance collaboration between all local and regional economic development officers and agencies. 24. Develop a mechanism to enhance support of local business expansion and retention. 25. Support companies that can process Oxford-based agricultural products (e.g. dairy, soy, corn, market vegetables, and fruit). 26. Amend zoning to encourage on-farm processing. 27. Promote emerging employment opportunities to youth. 28. Encourage high-tech manufacturing in Oxford. Page 7 of 12 77 As Adopted by Oxford County Council September 9, 2015 OBJECTIVES ACTIONS 2iB Cultivate entrepreneurship throughout Oxford. Target: Increase the number rate of successful new start-ups per year (including youth) by X% by 2020 and by Y% by 2030. 29. Enhance employment mentorship programs for new entrepreneurs. 30. Provide incentive programs to support equity and diversity. 2iC Encourage production and consumption of locally produced food and products. Target: Increase the quantity of local food consumed/purchased by 25% by 2020 and 50% by 2030. 31. Enhance the visibility and capacity of farmers’ markets to showcase Oxford farmers and local products for Oxford residents and beyond. 32. Incentivize and encourage local restaurants and grocery stores to use or sell local products. 33. Ensure preservation of farmland through proactive land-use and other policies. GOAL 2ii: A local economy that supports and fosters community sustainability OBJECTIVES ACTIONS 2iiA Grow the sustainable economy. Target: Oxford has the highest percentage of sustainability related jobs in the province by 2020. 34. Develop an Oxford job strategy that stimulates the sustainable economy, including an inventory of sustainability related jobs. 35. Develop incentives to support ecological farming approaches or techniques. 36. Ensure appropriate access to Community Employment Services across Oxford. 37. Support local business through procurement policies and full- cost accountingiv by government and public sector organizations. 38. Encourage green entrepreneurship through incentives and programs. 39. Organize job fairs in each community and promote existing online employment resources. Page 8 of 12 78 As Adopted by Oxford County Council September 9, 2015 3. ENVIRONMENT GOAL 3.i Oxford is recognized, within and by the world, as a leader in environmental action OBJECTIVES ACTIONS 3iA Protect and restore the ecosystem. Targets: Plant 10,000 native species trees per year. Restore and/or rehabilitate X ha of native species, grasslands, wetlands, and natural features per year. X% tree cover in settlement areas by 2020 and Y% by 2030. X% overall tree cover by 2020 and Y% by 2030. 40. Develop a green infrastructure plan including a tree planting strategy. 41. Create a biodiversity plan to preserve and enhance biodiversity in Oxford, with a focus on native species. . 42. Establish a Natural Heritage System within the Official Plan to increase and connect green space to support biodiversity and to protect significant natural features in Oxford. 43. Encourage sustainable agricultural practices. 44. Develop a plan that encourages restoration of abandoned pits, quarries and brownfield sites. 45. Create a region-wide plan for adaptation to climate change. 3iB Move away from fossil fuels and enhance low carbon transportation. Targets: Reduce Oxford greenhouse gas emissions by X% below 2013 levels by 2020 and by Y% by 2030. 100% Renewable Energy by 2050 46. Develop an Oxford Energy Plan and reduction target strategy. 47. Provide incentives for renewable energy, retrofits, zero-energy homes, passive housing, and other advanced low-carbon strategies. 48. Encourage local electric utilities to use renewable electricity through a renewable energy (solar) lease program. 49. Develop a marketing strategy and campaign to educate elementary and secondary students and the public at large about energy conservation initiatives. 50. Develop a plan to ensure Oxford is carbon-positive by 2050. 51. Develop a plan to ensure Oxford achieves 100% Renewable Energy by 2050. 52. Evaluate the impact of new developments on Greenhouse Gas (GHG) emissions. Page 9 of 12 79 As Adopted by Oxford County Council September 9, 2015 OBJECTIVES ACTIONS 3iB (cont.) Transition away from fossil fuels and enhance low carbon transportation. (continued) Target: Increase the percentage of low carbon transportation usage by X% by 2020 and by Y% by 2030. 53. Develop funding initiatives to stimulate energy and demonstration projects, including district energy projects throughout Oxford. 54. Advocate for Building Code revisions to reduce fossil fuel consumptions through green construction and retrofits. 55. Develop an Oxford program to support companies tracking and reducing their GHG emissions (along the lines of Climate Smart). 56. Develop a network of bike lanes throughout Oxford, including physically separated trails where feasible, paved shoulders and bike stands. 57. Develop a transportation demand management strategy that includes programs and incentives for ridesharing (including school buses), active transportation, bike sharing, and workplace mode-shifting with a particular focus on marginalized residents. 3iC Achieve Zero waste in Oxford. Target: Reduce total waste disposed per capita by 40% by 2020 and by 60% by 2030. Achieve the highest total waste diversion rate/capita in Ontario by 2020. 58. Develop a waste reduction and diversion strategy to ensure the Oxford County Waste Management site can meet Oxford’s total landfill disposal needs of residents and businesses to at least 2100. 59. Enhance and incentivize reuse and recycling programs 60. Develop a composting strategy to divert 100% of organics from landfill. 61. Actively investigate the potential for waste to energy projects that support renewable energy principles and targets. 62. Advocate for sustainable packaging reform in Ontario. 63. Prohibit the importation of contaminated excess soils. Page 10 of 12 80 As Adopted by Oxford County Council September 9, 2015 OBJECTIVES ACTIONS 3iD Ensure long-term protection of all source water. Target: Reduce municipal water consumption per capita served by X% by 2020 and by Y% by 2030. 64. Develop a County-wide water management plan to protect all source water, similar to municipal source water protection plans now in development. 65. Enhance water efficiency programs, including conservation awareness, xeriscaping, and incentives for rainwater capture and grey water systems. 66. Develop regulations for sustainable water use for quarrying and gravel extraction. 67. Develop a penalty structure for industries that dump into or pollute water systems. 68. Prevent importation of sewage from outside Oxford. 69. Encourage river and stream bank soil erosion protection and water quality protection from manure and/or chemical products. 70. Develop water metering throughout Oxford. Steps towards implementation The goal of the Future Oxford community engagement process was to connect and engage as much of Oxford as possible to inform and inspire the vision, goals, actions, and targets of Oxford’s Sustainability Plan. Individuals throughout Oxford also took part in workshops, participated on-line and hosted their own round tables to comment, edit, and inform the Community Sustainability Plan. The Community Sustainability Plan Steering Committee considered all community input in developing this “draft final” version of Oxford’s first-ever Community Sustainability Plan (CSP). A Multi-Criteria Assessment Tool has been included in the CSP as a means to inform major decision making and priority setting along with an Implementation and Reporting Strategy designed to foster community action and progress reporting throughout the delivery of the Community Sustainability Plan. County Council and all eight Area Municipal Councils are now being presented the “draft final” Community Sustainability Plan, Multi- Criteria Assessment Tool and the recommended Implementation and Reporting Strategy for final comment. Following the final consultation process, the Steering Committee will ask Oxford County Council and all eight Area Municipal Councils to formally adopt the Community Sustainability Plan, Multi-Criteria Assessment Tool, and the Implementation and Reporting Strategy. Page 11 of 12 81 As Adopted by Oxford County Council September 9, 2015 Endnotes i Note that all targets refer to 2015 as a base year. ii In 1996, countries at the World Food Summit agreed that: “Food security exists when all people, at all times, have physical and economic access to sufficient, safe and nutritious food to meet their dietary needs and food preferences for an active and healthy life.” World Health Organization (WHO). A food security plan is a plan for how this food security will be achieved for the County. iii Public engagement can occur in a variety of forms including but not limited to: • attending Council meetings; • emails to council and council members; • communication via social media; • one-on-one meetings with councilors on specific issues; • voting at elections; • formal and informal referendums; • kitchen table discussions; • delegations and; • public meetings chaired by staff or elected officials. iv Full-cost accounting is a method of cost accounting that traces direct and indirect environmental, social, and economic costs throughout the lifecycle of a product. Page 12 of 12 82 83 STAFF REPORT CAO Report Title: Canada 150 Mosaic Report No.: CAO 15-14 Author: David Calder Meeting Type: COUNCIL MEETING Council Date: OCTOBER 13, 2015 Attachments: SERVICE AGREEMENT CANADA 150 MOSAIC BACKGROUND MATERIAL RECOMMENDATION: THAT CAO be directed to sign the Service Agreement between the Town of Tillsonburg and Mural Mosaic Inc for the design, facilitation and production of an 8x8 foot mosaic mural for the Canada 150 Mosaic; And further that funding in the amount of $10,000 ($2,500 in 2015 - 25% deposit upon agreement and the remainder at the completion of the project) be approved; And that staff look for community fundraising opportunities to off set the $10,000 cost of the project as outlined in the Service Agreement. EXECUTIVE SUMMARY At its meeting of August 10, Council received the correspondence regarding Canada 150 Mosaic as information and referred the matter to the Senior Leadership Team for consideration. The project is led by internationally recognized artist Lewis Lavoie and his Mural Mosaic Team based out of Sturgeon County, Alberta. Over a two year span a mural involving all provinces and territories will be created to include over 80,000 paintings and 150 individual murals. Each community mural is made up of 450, 4x4 inch tiles which will be painted by community volunteers of all ages, stages and skill levels under the mentorship of the Canada 150 Mosaic Team. Mural Mosaic will provide the design, facilitation and production of the 8x8 foot mosaic mural. CONSULTATION/COMMUNICATION The Senior Leadership Team reviewed the program and felt there was merit in making an application to the Canada 150 Mosaic to see if the Town of Tillsonburg could be considered as one of the 150 municipalities across Canada to participate in Canada’s 150th birthday through 84 the Canada 150 Mosaic project. Tillsonburg has been accepted into the program conditional upon funding approval by Council. Staff are to get back to the Canada 150 Mosaic project coordinator after the October 13, 2015 Council meeting to advise if the Town approves signing the Service Agreement. COMMUNITY STRATEGIC PLAN IMPACT Participation in the Canada 150 Mosaic project will help to “promote Tillsonburg as a unique and welcoming community and provide a variety of leisure and cultural opportunities to suit all interests”. FINANCIAL IMPACT/FUNDING SOURCE The financial commitment by the community is $10,000. Any remaining funding comes from corporate sponsors that Canada 150 Mosaic has secured. A 25% deposit of $2500 is required at the time of signing the Service Agreement with the balance to be paid at the completion of the project. Staff are recommending that the Town finance the project with the understanding that community fundraising would take place to reduce the Town’s financial commitment towards the project. Staff would develop a fundraising plan and promote the project as a community event through the arrangement of painting workshops for 450 participants. Page 2 / 2 CAO 85 86 87 88 89 90 91 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: MEMORANDUM OF UNDERSTANDING – MANUFACTURING ACCELERATION PROGRAM Report No.: DCS 15-45 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: OCTOBER 13, 2015 Attachments: MEMORANDUM OF UNDERSTANDING RECOMMENDATION: “THAT Council receive Report DCS 15-45 Memorandum of Understanding – Manufacturing Acceleration Program; AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute the Memorandum of Understanding between the Corporation of the Town of Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval to enter into a Memorandum of Understanding (MOU) to support the Town of Tillsonburg’s manufacturing sector development objectives as identified in the Economic Development Strategy. BACKGROUND INFORMATION The approved Economic Development Strategy identifies the need to support the development of manufacturing clusters in order to create the desired future state for manufacturing in the Town of Tillsonburg. As a basic definition, clusters are networks of interdependent firms involved in buyer/supplier relationships, knowledge-producing agents (universities, research laboratories, scientific consultants) and bridging agents linked in a value added production chain. 92 The cluster initiatives identified in the strategy are:  Developing a list of local companies by sector;  Developing an on-going outreach and visitation program;  Evaluate best practices in cluster networks;  Organizing independent and/or participating in provincial and federal missions (Team Canada, Team Ontario) to countries in which the Town of Tillsonburg’s clusters are represented and which the Town may offer unique advantages for firms wishing to expand internationally; A key aspect of cluster development is that it be led by the private sector with support and collaboration with government. Although a number of smaller initiatives have been undertaken by Economic Development in the past, a full cluster development plan has not been completed to date due to the lack of a suitable partner. In the May of 2015, staff became aware of the Manufacturing Acceleration Program (MAP) through attendance at the Canadian Summit of Urban Manufacturing. Subsequent to this summit, staff have now met with representatives twice in order to discuss the potential to establish Tillsonburg as a pilot area for the MAP program in Canada. MAP’s mission is to facilitate growth by raising the competitiveness and profitability of individual manufacturing companies by defining clear and distinctive business strategies and knowledge transfer, and by focusing on innovation in products, processes and markets. MAPTM works towards continuous development of the knowledge and skills of management and employees, and supports operational processes with modern, industry-specific information management systems. The purpose of the Memorandum of Understanding would be to enter into an arrangement for a three year period with the intention of to develop a Manufacturing Excellence Cluster that engages at least 15-20 local companies committed to local excellence and global competitiveness by implementing the MAP Program in their businesses. This will enable those businesses to become more efficient in their processes and more profitable, thereby enhancing the manufacturing industry as a whole and inevitably creating jobs as business expand to meet the demands of their growing customer. Overall Milestones of this collaboration are:  Year 1 (2015/2016) 10 Companies engaged with MAP and 3 Reference Cases  Year 2 (2017) Trade Mission to the Netherlands/European Union  Year 3 (2018) Established relationships between companies (trade and/or investment) Page 2 / 4 CAO 93 LEGAL REVIEW The Memorandum of Understanding has been reviewed by the Town’s Legal Advisor, Duncan, Linton LLP, who has advised as follows: Determine if MAP Program Canada is an legal entity as the MOU should be betweenlegal entities; That the Town not enter into a partnership nor use the word “partnership”, but instead enter into an agreement or collaboration. The revised MOU uses "a collaboration arrangement". That any tribunal and the lead person for any tribunal be agreed upon by both parties; That the MOU be revised such that the laws of Ontario and Canada apply to any disputes; and, Other minor grammatical changes (these have been included in the revised MOU). The changes recommended by Duncan, Linton LLP have been incorporated into the MOU. Staff is recommending that the Town enter into the MOU with MAP Program Canada for the following reasons: Support for the development of an export oriented, innovation initiative, which willhelp improve the competitiveness of businesses in the Town of Tillsonburg; Potential for increased employment and investment in the future; Support for the cluster development as identified in the Economic DevelopmentStrategy; and, To help raise awareness of this initiative; CONSULTATION/COMMUNICATION There has been no public consultation regarding this report; however, the approved Economic Development Strategy recommends the development of a cluster based approach to Economic Development. Further, the Development Committee and local businesses would be involved in the development of the cluster initiative. Staff has conducted due diligence on the Manufacturing Acceleration Program initiative by contacting their partner in South Africa (SEIFSA), who has provided both strong support for MAP as well as confirmation that a number of South African companies have benefited from participation in this program. The first joint event is scheduled to be held on October 20, 2015 as part of Small Business Week. The event is planned to include representation from the Dutch Consulate with invitations to local manufacturing companies that are export oriented. Page 3 / 4 CAO 94 FINANCIAL IMPACT/FUNDING SOURCE There are no anticipated 2015 budget impacts related to this report although funding to support participation by manufacturers will be added to the 2016 Economic Development budget for consideration through the budget process. Page 4 / 4 CAO 95 MEMORUNDUM OF UNDERSTANDING Between: AND The Corporation of the Town of Tillsonburg 1 96 MEMORANDUM OF UNDERSTANDING Between: MANUFACTURING ACCELERATOR PROGRAM HEREIN REFERRED TO AS MAPTM; REPRESENTED BY Isah International B.V. MAP Program Canada 2680 Matheson Blvd E., Suite #102, Mississauga, Ontario L4W 0A5 Canada And, THE CORPORATION OF THE TOWN OF TILLSONBURG HEREINAFTER REFERRED TO AS TILLSONBURG 2 97 CONTENTS Pages Whereas 4 1. Definitions 5 2. Interpretation 5 3. Duration of the Memorandum of Understanding 6 4.Duties and responsibilities of MAP 6 5.Duties and Responsibilities of Tillsonburg 6 6.Financial Implications 6 7.Termination of the Memorandum of Understanding 6 8.General provisions 7 9.Domicilium Citandi at Executandi 7 3 98 WHEREAS A. The Town of Tillsonburg’s approved Economic Development Strategy identifies the need to support the development of manufacturing clusters in order to create the desired future state for manufacturing in the Town of Tillsonburg; AND WHEREAS a cluster is defined as: a network of interdependent firms involved in buyer/supplier relationships, knowledge- producing agents (universities, research laboratories, scientific consultants) and bridging agents linked in a value added production chain; AND WHEREAS cluster initiatives identified in the strategy include, but are not limited to: Developing an on-going outreach and visitation program; Evaluate best practices in cluster networks; Organizing independent and/or participating in provincial and federal missions (e.g. Team Ontario, Team Canada, etc) to countries in which the Town of Tillsonburg’s clusters are represented and which the Town may offer unique advantages for firms wishing to expand internationally; AND WHEREAS a key aspect of cluster development is that it be led by the private sector with support and collaboration with government; AND WHEREAS the goal of the Town of Tillsonburg is to ensure that local companies are strategically positioned for innovation and growth in the interests of a prospering Canada. B. MAPTM’s intention is to assist with the provision of the practical tools necessary to realise the mutual intents of the Town of Tillsonburg and MAPTM. MAPTM’s mission is to facilitate growth by raising the competitiveness and profitability of individual manufacturing companies by defining clear and distinctive business strategies and knowledge transfer, and by focusing on innovation in products, processes and markets. MAPTM works towards continuous development of the knowledge and skills of management and employees, and supports operational processes with modern, industry-specific information management systems. NOW THEREFORE THE PARTIES AGREE AS FOLLOWS: To enter into a collaboration arrangement from November first 2015 up to and including 31 December 2018, or when duly executed by both parties, with the intention of preparing a cluster of Manufacturing Excellence of at least 15-20 local companies (in batches of 5 companies) within the Town of Tillsonburg and area for local excellence and global competitiveness by implementing the MAPTM Program in their businesses. This will enable those businesses to become more efficient in their processes and more profitable, thereby enhancing the manufacturing industry as a whole and inevitably creating jobs as business expand to meet the demands of their growing customer base. 4 99 Tillsonburg will jointly with MAPTM promote the MAPTM program to its companies in order to provide a practical service with a fast return on investment that will improve productivity and streamline processes in the interest of reviving the manufacturing and engineering sectors in Canada. Promotion will be done with online media, newsletters, and reference stories (testimonials). MAP will facilitate knowledge transfer between organisations and international best practices including regular CEO Update Briefings, reciprocal trade events and visits; MAP will help the Town of Tillsonburg to create a framework for succession planning for their manufacturing companies. MAP and Tillsonburg will facilitate the participating companies to benefit from grants, incentives and funding possibilities as much as possible. Overall Milestones of this collaboration are: - Year 1 (2015/2016) 10 Companies engaged with MAP and 3 Reference Cases - Year 2 (/2017) Trade Mission to the NL/EU - Year 3 (2018) Established relationships between companies (trade and/or investment) 1.DEFINITIONS 1.1 “MAPTM” means Manufacturing Accelerator Program 1.2 “Tillsonburg” means- The Corporation of the Town of Tillsonburg 1.3 “Memorandum of Understanding” means this Memorandum of Understanding as signed by MAPTM’s authorised representatives and Tillsonburg’s authorized representatives. 1.4 “Parties” means MAPTM and the Corporation of the Town of Tillsonburg. 2.INTERPRETATION 2.1 In this Memorandum of Understanding, except where the context otherwise requires: •The masculine includes the feminine; •The singular includes the plural; •References to a natural person include a body corporate, firm or association. •The head notes to the clauses of the Memorandum of Understanding are included for reference purposes only and shall not affect the interpretation of the provisions to which they relate. •Words and phrases defined in any clause shall bear the meanings assigned thereto. •The various parts of the memorandum of understanding are severable and may be interpreted as such. 5 100 3.DURATION OF THE MEMORANDUM OF UNDERSTANDING 3.1. This Memorandum of Understanding will come into effect on November 1st 2015, or when duly executed by both parties, up to and including 31 December 2018 (3 years). 4.DUTIES AND RESPONSIBILITIES OF TILLSONBURG 4.1 Refer relevant companies to MAPTM for consultation. 4.2 Tillsonburg will consolidate the reports provided by member companies and MAPTM in order to report effectively to the relevant stakeholders. These reports will be used to conduct impact assessments. 4.3 Maintain an updated database of manufacturing and engineering companies and to provide MAPTM with contact details thereof. 4.4 Jointly with MAPTM host events which inform members of international trends and relevant information. 5.DUTIES AND RESPONSIBILITIES OF MAPTM 5.1 Conduct maturity level assessments of manufacturing companies in the Town of Tillsonburg. 5.2 Collaborate with the Town of Tillsonburg in facilitating financial assistance for those who may require it. 5.3 MAPTM will provide Tillsonburg with standardised reports at regular intervals (to be agreed upon) regarding the status and progress of the implementations. 6.FINANCIAL IMPLICATIONS The parties agree hereto that this agreement does not create any financial obligations for any of the parties and that any future financial contributions or cost-sharing are at the sole and absolute discretion of either party as agreed to at that time. 7.TERMINATION OF THE MEMORANDUM OF UNDERSTANDING 7.1 Notwithstanding anything to the contrary contained in clause 3 of the Memorandum of Understanding and subject to the “non - performance” provision as set out in clause 7.2 below, either Party to the Memorandum of Understanding may at any time during the term thereof; terminate the Memorandum of Understanding for convenience or in the event of any force majeure interrupting the daily operations of any of the parties hereto for a sustained period exceeding 60 days, by giving 1 month written notice to the other party. 7.2 In the event of an alleged breach by any of the contracting parties, a fourteen day written notice period shall be granted to the alleged offending party by the aggrieved party for correction after breach of the agreement. If the alleged breach has not been resolved, any of the parties may declare a dispute and the matter referred and resolved as contemplated in clause 7.3 below. 7.3 Should any dispute arise regarding the interpretation or otherwise arising from this agreement then any of the parties may refer the matter to a mutually and legally binding arbitration tribunal, to be agreed upon by both parties, and headed by a person agreed to by both parties. 6 101 8.GENERAL PROVISIONS 8.1 This Memorandum of Understanding constitutes the entire agreement between the parties and no amendment, variation or alteration to any of the terms and conditions of the Memorandum of Understanding shall be of any force or effect unless reduced to writing and signing by both parties. 8.2 The interpretation of this Memorandum of Understanding shall be governed by the laws and legal principles of the Province of Ontario and Canada. 8.3 In the event of any legal proceedings arising from the provisions of this Memorandum of Understanding, the jurisdiction of Ontario shall govern. 9.DOMICILIUM CITANDI ET EXECUTANDI (NOTICE) Written notice required by this MOU shall be given as follows. In respect to MAPTM represented by Isah International B.V. Isah International B.V. MAP Program Canada 2680 Matheson Blvd E., Suite #102, Mississauga, Ontario L4W 0A5 Canada In respect to Tillsonburg: 200 Broadway, 2nd Floor, Suite 204 Tillsonburg Ontario N4G 5A7 7 102 In witness whereof the parties have executed this Memorandum of Understanding dated at Tillsonburg this day of October, 2015 SIGNED, SEALED AND ) DELIVERED in the ) Presence of ) THE CORPORATION OF THE ) TOWN OF TILLSONBURG ) ) ) Stephen Molnar MAYOR DATE ) I have the authority to bind the corporation ) ) Donna Wilson CLERK DATE I have the authority to bind the corporation MAP Program Canada (MAPTM) represented by Isah International B.V. DATE Peter Van Harten I have the authority to bind the corporation 8 103 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: SOMA ASIA MISSION Report No.: DCS 15-44 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: OCTOBER 13, 2015 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 15-44 SOMA Asia Mission; AND THAT the Mayor and Development Commissioner be authorized to participate in SOMA’s Mission to Asia taking place in November 2015; AND THAT the Treasury Board Secretariat of Canada’s Meal Per Diem Rate of $169.32 per day for travel in Japan be approved for use instead of the Town’s standard $75 per day rate; AND THAT the trip be funded out of reserves, and specifically, the funds earmarked from Tillsonburg’s remaining 2013 SOMA Membership fee.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval for the Town of Tillsonburg’s participation in the mission to Asia being planned by the Southwestern Ontario Marketing Alliance (SOMA) for November 2015. As Tillsonburg only rejoined SOMA this year, staff did not contemplate joining this mission in the preparation of the 2015 budget and no funds were allocated in this regard. BACKGROUND INFORMATION The Southwestern Ontario Marketing Alliance (SOMA) has been planning a trade and investment mission to Asia since the beginning of 2015. As Tillsonburg only rejoined SOMA this year, staff did not contemplate joining this mission and no funds were included in the 2015 budget for an event of this size. 104 Notwithstanding Tillsonburg’s initial decision to not participate in the SOMA Mission to Asia, a number of factors have come to light that require a reconsideration of that decision. These factors are: 1. The recent purchase of TRW’s Linkage and Suspension division, including one of TRW’s Tillsonburg facilities, by THK Co., Ltd of Japan. By including a visit to THK in the schedule, Tillsonburg will be moving proactively to show community support for this new company to our community. 2. SOMA’s Retention of a Lead Generation Consultant – This mission is the first time that SOMA has retained a consultant to set up a full schedule of meetings during a visit to Asia. This means that SOMA requires enough representatives to meet with potential investors at a variety of locations across Japan. This also means that there is a significant opportunity to meet directly with companies that have expressed interest in investing in North America. By attending Tillsonburg will create relationships that could result in foreign direct investment. 3. SOMA’s PLATINUM Sponsorship of the Canadian Chamber of Commerce’s (in Japan) Annual Maple Leaf dinner in which both His Excellency Ambassador of Canada to Japan Mackenzie Clugston and Her Imperial Highness Princess Takamodo will be in attendance. This is a prestigious event that will be sure to draw significant attendance from Japanese companies that either have a Canadian presence or are contemplating an investment here. To give a sense of the significance of this sponsorship, SOMA replaced Air Canada as the Platinum sponsor for the event. 4. Meetings with other stakeholders in addition to standard meetings with the Canadian Embassy in Tokyo and the Canadian Consulate in Nagoya. In fact, SOMA has scheduled meetings with two key law firms that are involved in many Japan/Canada investments as well as with JETRO (Japanese External Trade Relations Organization) and JAMA (Japanese Automobile Manufacturer’s Association). 5. Finally, Tillsonburg has received a direct request from SOMA to support the Trade Mission to Asia (see Appendix A). In Asian cultures, it is important to have the appropriate political representation when meeting with senior government and business leaders and this is true in Japan as well. Often, the quality of attendees to a meeting or even the ability to obtain a meeting is based on having the right political representative at the meeting. In addition to staff representatives from Ingersoll, Stratford, St Thomas and Woodstock, the mayors of each of these communities is also attending on behalf of their communities. In order to ensure that Tillsonburg is properly represented, staff is recommending that the Mayor of Tillsonburg attend the trade mission as well. If approved, both the Mayor and Development Commissioner would attend a portion of the mission. Page 2 / 7 CAO 105 Itinerary – SOMA Mission to Asia Date Itinerary Tillsonburg Participation November 6 Depart from Canada No (but SOMA Partners) November 7 Arrive in Seoul, Korea No (but SOMA Partners) November 8 Recovery/Preparation (Sunday) No (but SOMA Partners) November 9 Meeting with MABS and Korean Embassy No (but SOMA Partners) November 10 Meetings with Korean-Canadian Chamber of Commerce and KOTRA No (but SOMA Partners) November 11 Travel from Korea to Japan No, but Tillsonburg travel from Toronto to Tokyo November 12 Meetings with legal firms Meeting with consultant re investment Tillsonburg participation to be confirmed November 13 Meeting with the Japan Automotive Manufacturers Association Canadian Chamber of Commerce’s (in Japan) Annual Maple Leaf dinner Yes November 14 Preparation/Free Time Yes November 15 Preparation/Free Time Yes November 16 Meeting with Canadian Embassy Meetings with potential investors Yes November 17 Meetings with potential investors Yes November 18 Meeting with Canadian Consulate including Japanese clients Meetings with potential investors Yes November 19 Meeting with Canadian Consulate Meetings with potential investors Yes, partial. Planned departure from Japan in evening November 20 Individual community visits to existing companies Likely not, but Tillsonburg itinerary to be confirmed November 21 Individual community visits to existing companies Likely not, but Tillsonburg itinerary to be confirmed November 22 Individual community visits to existing companies Likely not, but Tillsonburg itinerary to be confirmed November 23 Individual community visits to existing companies Likely not, but Tillsonburg itinerary to be confirmed November 24 Individual community visits to existing companies No (but SOMA Partners) November 25 Other communities departure from Japan No (but SOMA Partners) Page 3 / 7 CAO 106 Tillsonburg’s participation in the mission is planned to be for a total of eight days and seven nights. Although Tillsonburg would not be participating in the entire mission, Town representatives would be present for the main portion of the mission and for the majority of the meetings with potential investors. The itinerary could be extended if circumstances required an extension, i.e. additional investment/visitation opportunity. The schedule proposed for this mission is one of the most comprehensive seen for events of this type and this alone would necessitate consideration for Tillsonburg to participate. The addition of signature events like the Platinum sponsorship of the Maple Leaf Gala along with joint private investor/consulate events make joining the mission even more compelling. The further potential to support Tillsonburg’s specific investment attraction objectives by visiting with a local company now owned by a Japanese company makes, in staff’s opinion, participation important. Based on the potential benefits of participation in the mission, staff is recommending that the Town join the SOMA Mission to Asia. CONSULTATION/COMMUNICATION The Development Committee will be reviewing this information at their October 13, 2015 meeting. FINANCIAL IMPACT/FUNDING SOURCE The 2015 Economic Development & Marketing Budget did not contain any allocation for SOMA’s Mission to Asia. As shown below, the cost of the Town of Tillsonburg’s participation in this mission is estimated at $10,861. Item Cost Estimate Flight from Toronto to Tokyo = 2 people x $1,200/ticket = $2,400 Hotels = 7 nights x $300/night x 2 people = $4,200 Travel (within Japan) & Incidentals = 8 days x $100/day x 2 people = $1,600 Food = 8 days x $166.32/day x 2 people = $2,661.12 TOTAL COST = $10,861.12 Participation in SOMA’s international events also provides one per diem rebate of $400 per day of attendance to help offset costs to member communities. Hence, participation for seven days will result in a per diem rebate amount of $2,800. Staff is proposing that the Canadian Government per diem rate of $166.32 per day for meal expenses be used instead of the Town’s standard rate of $75 per day as meal costs in Tokyo are very high. In fact, Tokyo has some of the highest costs for food in the world. If the Town’s standard per diem rate was used for the trip, it is possible that Town representatives would be responsible to pay a significant portion of the trip costs out of their own pocket. Page 4 / 7 CAO 107 The rates being proposed are developed by the National Joint Council of the Public Service of Canada, which is the Forum of Choice for co-development, consultation and information sharing between the government as employer and public service bargaining agents, and are based on actual costs in different cities around the world. Due to savings associated with not paying a membership fee in 2013 when Tillsonburg took a hiatus from SOMA, there was $14,960.45 in funding that was placed into reserve and earmarked as SOMA Savings. Staff are proposing that a portion of these funds be used to offset the cost of the unplanned mission expenses. This will ensure that there is no impact to taxation in the current year while leaving an estimated $6,899.33 in that reserve for future use and to be approved by Council at that time. Funding Source Amount Trip Cost $10,861.12 Per Diem Rebate from SOMA = 7 nights x $400/night = $2,800 Shortfall =$8,061.12 Reserve Funds (SOMA 2013 Savings) = $14,960.45 Remaining Reserve Funds (After Expenses) $6,899.33 Page 5 / 7 CAO 108 Appendix A – SOMA Request to Tillsonburg Page 6 / 7 CAO 109 Appendix B – Treasury Board Secretariat of Canada’s Travel Directive (Per Diem Rates) Japan - Currency: Yen (JPY) Type of City Meal Rate Incidental Grand Total Accom- modation Breakfast Lunch Dinner Meal Total Amount (Taxes Included) C Tokyo 3,190.00 4,695.00 7,410.00 15,295.00 4,894.40 20,189.40 Rates in Canadian Currency Type of City Meal Rate Incidental Grand Total Accom-modation Breakfast Lunch Dinner Meal Total Amount (Taxes Included) C Tokyo $35.31 $51.98 $82.03 $169.32 $54.18 $223.51 Sources: www.njc-cnm.gc.ca Bank of Canada Exchange of 90.33 Yen/dollar as of Oct 1, 2015 Note: The National Joint Council of the Public Service of Canada is the Forum of Choice for co-development, consultation and information sharing between the government as employer and public service bargaining agents. Page 7 / 7 CAO 110 STAFF REPORT RECREATION, CULTURE & PARKS Title: Soccer Park Wayward Ball Fence Procurement Update Report No.: RCP 15-44 Author: RICK COX Meeting Type: COUNCIL Council/Committee Date: OCTOBER 13, 2015 Attachments: • Email From Performance Communities Realty Inc. RECOMMENDATION THAT Council receives report RCP 15-44 – Soccer Park Wayward Ball Fence Procurement Update for information; AND THAT Council awards the supply and installation of a galvanized fence and seasonal mesh system at the Soccer Park to Simpson’s Fence (London) at their tendered price of $51,093.87 net of applicable taxes; AND THAT Council awards the contract to bury the overhead hydro line on the Soccer Park property to Tillsonburg Hydro Inc. at their tendered price of $30,278.69 net of applicable taxes; AND THAT Council authorizes THI to install a load break switch as required by the Electrical Safety Authority at a cost not to exceed $15,000; AND THAT the $101,372.56 combined cost for the wayward ball barrier and associated expenses is funded using the $16,189 from Performance Communities Realty Inc, $50,000 from reserves committed in the 2015 budget, and a further $35,184.56 from reserves that will be replenished from taxation in the 2016 capital budget. EXECUTIVE SUMMARY At their meeting of September 28, 2015, Council directed that the hydro work required for the wayward ball barrier be done in 2015 and the fence be installed in 2016. The resolution did not award the contracts to the recommended vendors. Performance Communities Realty Inc. (PCRI) has requested that both the hydro work and fence installation be done in 2015. This report requests authorization to award the work and to accommodate the timing requested by PCRI. BACKGROUND The direction of Council to implement the ‘Made in Tillsonburg’ solution for addressing the wayward balls from the Soccer Club included direction to bury the hydro in 2015 and to defer the installation of the galvanized fence and seasonal RCP 15-44 - Soccer Park Wayward Ball Fen 1/3 111 mesh until 2016. This timing is of concern to PCRI management, which has requested that the galvanized fence portion of the work also be completed in 2015. Chain Link and Mesh In July, staff issued RFP 15-12 to secure competitive pricing on the chain link and mesh. Eight vendors attended the mandatory site meeting. The RFP closed on August 20, 2015 and two bids were received. Vendor Bid Status Bid Price (net tax incl.) CSL Group Ltd Fully compliant $92,601.60 Simpson’s Fence Fully compliant $51,093.87 Both vendors submitted compliant bids to supply and install the chain link and mesh. Staff recommends awarding the contract to Simpson’s Fence as the lowest compliant bid. Staff will work with the chosen vendor to install the chain link and masts for the mesh this fall. The soccer season will be over by the time the work is done, so the seasonal mesh will be installed for the first time in the spring of 2016. Burying the Hydro Service Working with an outside consultant, RCP staff developed and issued a Tender to secure competitive pricing on the hydro service work. 1 vendor attended the optional site meeting. The Tender closed on September 3, 2015 and 3 bids were received. Vendor Bid Status Bid Price (net tax incl.) Ascent Complete $60,496.32 Pachecos Agreement to Bond not provided $66,123.65 Tillsonburg Hydro Inc. Agreement to Bond not provided $30,278.69 The recommendation from the consultant is “to award the work to Tillsonburg Hydro Inc. (THI) based on the stipulated cost and schedule.” In addition to this cost, an additional $20,000 is required to pay for the consultant, to pay for the Electrical Safety Authority (ESA) approvals, and to pay for a load break switch that the ESA has deemed necessary to meet code requirements. CONSULTATION/COMMUNICATION Extensive consultation with representatives from PRCI and TMSC was required to arrive at a solution that all were agreeable to, pending confirmation of cost. An outside consultant was engaged to develop the specification for the hydro work and to evaluate the bids. FINANCIAL IMPACT The combined cost of the fence, mesh and hydro work is 101,372.56. The approved budget for 2015 includes a contribution to reserves of $50,000 for the soccer fence, funded from taxation. PCRI has contributed $16,188 to the cost of the barrier fence as part of the Subdivision Agreement. This leaves a shortfall of Chain link & mesh 51,093.87$ Burying the hydro 30,278.69$ Load break switch 15,000.00$ Consulting fees 3,750.00$ ESA fees 1,250.00$ 101,372.56$ RCP 15-44 - Soccer Park Wayward Ball Fen 2/3 112 $35,184.56 which Council has directed be included in the 2016 Capital budget. In order to fund the work in 2015, the $35,184,56 will need to be drawn from reserves in 2015 and replenished from taxation in the 2016 Capital budget. There will be an annual cost to hang the mesh in the spring and retract it in the fall. This cost is estimated at $3,000 per year. COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A RCP 15-44 - Soccer Park Wayward Ball Fen 3/3 113 Good morning Rick, Thanks for providing the resolution passed by Council on September 28, 2015. This has been a long process. I am concerned that the resolution may defer installation of the chain link component of the fence until early 2016. I respectfully request that the chain link component of the fence be installed in 2015. Kindly review and advise timing of the installation of the chain link fence. Further, we respectfully request confirmation that the Town of Tillsonburg will ensure that the mesh component of the fence is installed no later than April 29, 2016. Regards, Will Hayhoe President ­Hayhoe Homes (Performance Communities Inc.) 1 Barrie Boulevard, St. Thomas, ON N5P 4B9 Phone (519) 633­2050 Ext. 224 Fax (519) 633­2037 Cell. (519) 671­4628 will.hayhoe@hayhoehomes.com www.hayhoehomes.com From: Rick Cox/Tillsonburg [mailto:RCox@Tillsonburg.ca] Sent: September 29, 2015 10:30 AM To: Will Hayhoe; Sebastian Fardella Cc: David Calder/Tillsonburg; Donna Wilson/Tillsonburg Subject: Soccer Park wayward ball barrier update Good morning: After some debate, Council passed the following resolution at the council meeting of Sept 28, 2015. THAT Council receives report RCP 15-38 – Soccer Park Wayward Ball Fence Procurement; AND THAT Council approve the budgeted $50,000 to be used in burying the Hydro cable and related expenses in 2015; AND THAT Council retain the $16,188 contribution towards the fence received from Performance Communities Realty Incorporated for the fencing budget in 2016. While there are some procedural and technical details still to work out, the essence of Council's decision is that they have decided to fund the 'Made in Tillsonburg" solution and make up the shortfall in funding during the 2016 RE: Soccer Park wayward ball barrier update Will Hayhoe to: Rick Cox/Tillsonburg, Sebastian Fardella 09/29/2015 10:42 AM Cc: David Calder/Tillsonburg, "Donna Wilson/Tillsonburg", Tom Looby, Joe Hayhoe, "Andrew Gilvesy" Hide Details From: Will Hayhoe <will.hayhoe@hayhoehomes.com> Sort List... To: Rick Cox/Tillsonburg <RCox@Tillsonburg.ca>, Sebastian Fardella <fardella4@gmail.com>, Cc: David Calder/Tillsonburg <DCalder@Tillsonburg.ca>, "Donna Wilson/Tillsonburg" <DEWilson@tillsonburg.ca>, Tom Looby <tom.looby@hayhoehomes.com>, Joe Hayhoe <joe.hayhoe@hayhoehomes.com>, "Andrew Gilvesy" <agilvesy@cjdleng.com> Page 1 of 2 9/29/2015file:///C:/Users/rcox/AppData/Local/Temp/notes48DFC4/~web4218.htm 114 budget process. From a timing perspective, their direction is to make arrangements to bury the hydro line now using 2015 budget dollars and install the chain link and mesh barrier prior to the start of soccer in the spring using the residual 2015 dollars (if any), the contribution from PCRI and an additional allocation from the 2016 budget. Thank you for your continued patience through this process. Please let me know if you have any questions or concerns with the above. Rick Cox Director of Recreation, Culture & Parks Town of Tillsonburg 200 Broadway Street Tillsonburg, ON N4G 5A7 Phone: 519-688-3009 Ext. 4228 www.Tillsonburg.ca www.DiscoverTillsonburg.ca www.Facebook.com/TillsonburgON DISCLAIMER: This E-mail contains legally privileged information intended only for the individual or entity named in the message. 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Page 2 of 2 9/29/2015file:///C:/Users/rcox/AppData/Local/Temp/notes48DFC4/~web4218.htm 115 STAFF REPORT RECREATION, CULTURE & PARKS Title: Jul-Sep 2015 RCP Departmental Activity Reports Report No: RCP 15-43 Author: Rick Cox, Director of Recreation, Culture & Parks Meeting Type: COUNCIL MEETING Council/ Committee Date: APRIL 13, 2015 Attachments: • Jul-Sep 2015 Activity - Recreation Programs & Services • Jul-Sep 2015 Activity – Culture & Heritage • Jul-Sep 2015 Activity – Parks & Facilities RECOMMENDATION THAT Council receive Report RCP 15-43 – Jul-Sep 2015 RCP Departmental Activity Reports for information. EXECUTIVE SUMMARY Attached are activity reports from the Recreation Programs & Services Division, the Culture & Heritage Division and from the Parks & Facilities Division. These updates are provided for Council’s information. CONSULTATION/COMMUNICATION N/A FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT Goal 1.2 of the CSP speaks of the need for Communication & Collaboration. By providing regular activity updates to Council, the Department is contributing to achieving this Goal. RCP 15-43 - Jul-Sep 2015 RCP Departmenta 1/1 116 STAFF REPORT RECREATION, CULTURE & PARKS Title: Jul-Sep 2015 Activity - Recreation Programs and Services Report No: RCP 15-43 Author: Janet McCurdy, Recreation Programs & Services Manager Meeting Type: COUNCIL MEETING Council/ Committee Date: OCTOBER 13, 2015 Attachments: BUSINESS SERVICES TEAM The Business Services Team is responsible for: • administration; • customer service & reception; • advertising, merchandise & vending sales; • marketing; • program registration; and • facilities bookings & rentals. F.A.R.E. 2015 (Fee Assisted Recreational Experiences) There were 49 families approved which accounted for 150 individuals. United Way provided $20,000 to be allocated and there was a carry-over of unused funding totaling $2,629.98 from 2014. Four families were ineligible due to one exceeding the LICO limit and three living outside Oxford County. Included in the F.A.R.E. program, as the town’s contribution, is admission to all indoor community swims, public skating and Lake Lisgar waterpark. Courtesy calls have been made to the families alerting them to the new Fall Brochure outlining a variety of activities, programs and bus trip. The Oxford County Human Services Department partnered with the Recreation, Culture & Parks Dept, providing eligible individuals with summer camp programs. With many organizations offering summer programs, only one participant took advantage the Community Centre Youth Camp using this subsidy The Department is also a partner with the JumpStart program to provide further assistance to eligible individuals with obtaining equipment needed to participate in sport programming. Facility Rentals Ball Diamonds - One additional tournament was booked for the 2015 season from the Thames Valley Senior Ball league. The Ingersoll Blue Jays, members of this senior league, hosted the tournament at Kiwanis and Annandale Diamonds. There were 7 tournaments in Tillsonburg this season compared to 6 last year. Two additional seasonal users were scheduled; London Bulldogs and Don Martin Winter Ball School. Arena – Summer Ice - Community Arena was busy this summer with a full schedule that included two additional hockey clinics and schools. Fall and Winter schedules are completed and issued to all seasonal user groups for the 2015/2016 season. Arena- Fall 2016 - Discussions started this summer with Greater Metro Hockey League for possible Tillsonburg Junior A franchise in September 2016. Sales & Services There is steady interest in advertising in the Recreation Guide. The advertising revenue for fall issue was $4,229.00 vs cost of $6,179.52 to publish. The increased font (used for second time) is well received. There have never been as many signs placed on both rinks as there are currently. Projected 2015 revenue for arena advertising is $33,090.00. The Kiwanis fence and Annandale fence space continue to generate interest. Projected 2015 revenue is $4,628.00. Special Events • Ribfest has reserved the park for the next 2 years based on the success of their 2015 event. Families Approved Individuals Approved Total Allocated 49 150 $22,500.00 (Balance $129.98) Jul-Sep 2015 Activity - Recreation Progr 1/3 117 • Canada Day Music & Fireworks in Memorial Park was well attended. Historical Society arranged the music entertainment. • The Tillsonburg Fair made some last minute changes to their use of Memorial arena which resulted in additional operations staff needed for the Sunday of the fair. The midway crews and vendors arrived a few days earlier than scheduled and started setting up, which in turn required the road closures to be installed ahead of schedule. • Friesian Horse Show event needed to be moved on the day of event to the opposite end of the Memorial Park due to interference with a ball tournament. Future horse shows will be held either at the South end by pavilion or must book off ball diamonds. • Roller Skating was scheduled this summer on Tuesday and Friday 7-9pm and Wednesday 9-11am and very well received. All sessions were well attended with an overall five week attendance of 260. Program will return in spring /summer 2016. Looking ahead to the Next Quarter • Oct 3 – Station Arts Art Auction, High Valley Outdoor Concert in Memorial Park • Oct 18 – Sports Hall of Fame • Oct 23-25 – TMHI Rep Tournament • Nov 6-8 – TMHI A/E Tournament • Nov 27 – Big Brothers Big Sister Tillsonburg/Ingersoll Fundraiser • Nov 27-29 – John McKay Skating Competition • Dec 11-12 – TMHI Midget LL Tournament • Dec 19 - Figure Skating Club Holiday Showcase • Dec 31 – Family New Year’s Eve AQUATICS TEAM The Aquatics Team is responsible for: • swimming instruction; • indoor pool lifeguards; • waterpark lifeguards; • aquafit programming; • drowning prevention outreach programming; and • lifeguard competition and synchronized swimming teams. Lake Lisgar Waterpark The waterpark was able to exceed the budget in several areas. Admissions, Rentals and Concessions were all areas that exceeded budget expectations by over $11,000.00. This was mostly due to the wonderful weather we finally received this summer. For admissions children 6 – 14 and adults experienced the most increase. Concessions were very popular with the crowds this summer. Sold 3,368 orders of French Fries!! That’s $11,215.44 for French Fries with an increase of over $2,500.00 from last year. Almost all areas of the concession were up but the highest percentages seemed to be with our hot food. Next to Tillsonburg residents, London, Brantford, Ingersoll, St. Thomas and Woodstock were rated the highest in twenty two day sampling of admissions. Swimming Lessons Given the 3 week pool closure over August and September for maintenance, budgeted still exceeded for the third quarter. This is partially due to a concentrated effort to obtain additional qualified staff through our Advanced Leadership Programming. Large courses in July and August. The other area that has been growing in popularity is Home School Swimming lessons. Staff Supervision and Training Thanks to the exemplary skills of Coordinators and Summer Students the Part Time Students were supervised in a manner that proved to be extremely successful during a very busy season. Staff training was a huge component of this quarter. Staff attended Aqua Fit Training, Joint Health and Safety Member certification, Pool Operator Instructors Course, Budget Software Training, Day Force Software Training and Customer Conflict Training. The Aquatic Staff Procedure Manual was updated. Looking ahead to the Next Quarter • Preparing for Winter Brochure - Emphasis will be put on historically successful programs and the addition of new Masters programming for our targeted adult users. • Program evaluation - A comparison with area aquatic programs will be completed this quarter to ensure we are meeting the needs of the community. • Community Events - An information table will be displayed at three fall events, Seniors Health and Wellness Fair, Work in Local Government Expo, and Celebrate Tillsonburg. PROGRAMS TEAM The Programs Team is responsible for: • dry-land fitness instruction; • health club operations; • adult co-ed sport league programming; • youth sport programming; • summer camp programming; and • other recreation programming. Summer Youth camp. In 2015, overall camper attendance was 2,095 campers compared to 1,689 in 2014. Summer Camp ran for 8 weeks, and averaged 52 campers per day. In addition to increasing the number of youth in the Youth Camp, a new camp was Jul-Sep 2015 Activity - Recreation Progr 2/3 118 developed called `Shooting Stars Racquet Camp.’ Those registered participated in Tennis, Badminton and Squash in the morning as directed by the Tennis Pro, with the afternoon spent at the waterpark with the Youth Camp. Both weeks of ‘Shooting Stars’ achieved 90% fill-rate in addition to rave reviews from campers who attended. Camp revenue also increased this year. Summer Camp 2015 achieved a combined total of $54,397.22 from Youth Camp and Shooting Stars Camp. Health Club Attendance for 2015’s third quarter experienced an increase in all three months. Overall 2015’s third quarter had 822 more visits than the same quarter in 2014. On average the Health Club had 68.5 more visits per week than in 2014, thereby making the Health Club significantly busier than it had been the year prior. In addition to Health Club attendance, the Summer Fitness for Youth program had the highest registration to date in 2015. This is also the first summer Fitness Classes were ran through the summer session and successfully maintained profitable attendance with the 4 of 7 classes ran. Special Events Two Day Trips were successfully programmed for Tillsonburg residents. The Canada’s Wonderland coach bus trip achieved a 95% fill rate (49 residents attended). This bus trip had a mix of teen, young adult and families and was a highlight of the summer for many! Secondly, the Sound of Music at the Stratford Festival coach bus trip was so popular a larger bus was rented to accommodate those on the wait-list (50 residents attended). Looking ahead to the Next Quarter: • Two day trips have been planned for the 4th quarter. On October 28th registered families will be taken to London for dinner out and to experience Peter Pan on Ice at the Budweiser Gardens Events Centre. On December 16th registered residents will travel to Cambridge for lunch out and to see Irving Berlin’s White Christmas LIVE at the Drayton Theater. • For the 2015/2016 School Year the Community Centre will be providing PA Day Camp on October 2nd and November 20th from 7:00am-5:00pm. The day will be filled with swimming, skating, crafts and games for youth 4-12 years of age. • New for Fall 2015 the Community Centre will be offering Youth Boys Volleyball on Wednesday evenings at Glendale HS and Youth Co-Ed Basketball and on Thursday evenings at Southridge PS. • In November, 16 new pieces of Cardio Equipment will arrive in the Health Club to replace the older fleet of cardio equipment. This state of art lineup will include: 1 Stair Mill, 5 treadmills, 4 elliptical trainers, 3 reclined stationary bikes, 2 upright stationary bikes and 1 Flex Strider. The Town of Tillsonburg is the first municipality in Ontario to purchase the new Flex Strider which allows the user to run, climb or stride without gravitational impact on joints or knees. SUMMARY Budget Focused: All Teams in the Recreation Programs and Services will be tracking budget dollars closely over the next three months and striving to meet the goals that have been set for the department. Jul-Sep 2015 Activity - Recreation Progr 3/3 119 STAFF REPORT RECREATION, CULTURE & PARKS Title: Jul-Sep 2015 Activity – Culture and Heritage Report No: RCP 15-43 Author: Patricia Phelps, Culture & Heritage Manager/Curator Meeting Type: COUNCIL MEETING Council/ Committee Date: OCTOBER 13, 2015 Attachments: ACTIVITY REPORT JUL-SEP 2015 The third quarter of 2015 was a productive one for the museum. A successful Canada Day Open House was followed by a busy summer of general visitors and booked group tours. Many of the tourists that visited were from the United States. This is a marked change over previous years and can be attributed to the exchange rate between the Canadian and American dollar. The American tourist traffic continued throughout September. Two new exhibits were installed during this period; Long May She Reign, a look at the reigns of Queen Victoria and Queen Elizabeth II and Reaction & Recruitment, the W.W. I travelling exhibit from the Woodstock Museum. Also during this Quarter new volunteers were trained on the Museum’s collection software: Past Perfect. The training focused on data entry and resulted in 136 photographs and 89 objects being added to the database. Thirteen donations were accessioned into the museum’s permanent collection. These donations resulted in the cataloguing of 60 objects. The Tartan Tea program originally scheduled for August was rescheduled to October due to lack of registration. Registrations for this new date have already been processed and it is anticipated that the event will be sold out. Although feedback forms gave the museum’s summer camp high marks, the camp did not reach full capacity. A detailed evaluation of the camp program will need to be conducted so staff can decide how to proceed with this program in the future. It should be noted that the changes to the elementary school system in Tillsonburg, which occurred in September, will have a direct result on the Museum’s fourth quarter. Traditionally the museum saw class visits in November and December from each class in Rolph St and Maple Lane Public Schools. Due to the locations of these schools the classes were able to walk, thus eliminating the need for expensive bussing. The construction of the new school beyond walking distance and the subsequent closing of both Rolph St. and Maple Lane will dramatically impact the number of class visits the museum can anticipate during the fourth quarter. Jul-Sep 2015 Activity - Culture and Heri 1/3 120 ATTENDANCE UPDATE . Q1 Q2 YTD Q1 Q2 YTD Q1 Q2 YTD Admissions 554 356 910 264 554 818 362 408 770 Programs 23 100 123 38 0 38 27 0 27 Events 53 131 184 133 1469 1602 218 2,874 3,092 Tourism & Historical Information Services 237 446 683 264 431 695 383 418 801 Members & Volunteers 340 343 683 299 360 659 401 547 948 Room Rental Visitors 108 335 443 324 246 570 592 444 1,036 QUARTERLY TOTAL 1315 2,946 4261 1322 3,114 4436 1,983 4,691 6,674 2013 2014 2015 Jul-Sep 2015 Activity - Culture and Heri 2/3 121 2015 BUSINESS PLAN Planned exhibits, programs and events for the second quarter were completed. The latest exhibit in the Pratt Gallery – Celebrate Our Flags - opened in May and will run throughout the summer months. This exhibit, created in honor of the 50th Anniversary of the official Canadian Flag, highlights flags from the Museum‘s permanent collection and the stories they tell. The exhibit has been well received by the visiting public, with particular interest being generated by the Museum’s Olympic flag. This year marked the fifth Anniversary for Turtlefest and the Museum once again experienced a very active day that was enjoyed by the public. The live turtles from Turtle Haven Rescue Centre were again part of the activities on the Museum lawn and continued to be popular. New this year, the Museum added the construction of a 7 ton sand sculpture to the day’s events. Created throughout the day in the Museum parking lot, the sculpture was marveled at by all attending and became the centre of many Instagram photos, Facebook postings and tweets. The Museum’s Collection and Exhibit Specialist with the assistance of Museum volunteers catalogued 32 objects and 240 photographs in the quarter. The records for these donations were added to the new collection management database PastPerfect. The flag exhibit and a special display highlighting the Tillsonburg Livvies Basketball team were created and installed by the Collection and Exhibit Specialist during the period. Ms. Gibson also worked on the storage areas in the basement, organizing and cleaning these spaces, a job that has been past due. The Museum’s Culture & Heritage Program Coordinator organized a Culinary event during the quarter under the Culture Tillsonburg title. Partnering with Indigo Lounge which hosted the event, participants were treated to a demonstration and talk about how to make tasty & healthy alternatives to sugary smoothies, salads using non-GMO products and other health food tips. Following the demonstration and talk lunch was served. This marks the second Culture Tillsonburg event hosted this year. A wine tasting trip to the Niagara area is being planned for the fall. The Oxford Remembers – Oxford’s Own World War I project continues with the Culture & Heritage Manager/Curator chairing meetings hosted throughout the County. The major event for this quarter was the performance by Jason Wilson and the Soldiers of Song at the Otter Valley Playhouse for two evenings in May. Unfortunately, ticket sales were not fully realized with slightly over 50 % being sold. In hindsight, if the performance had been booked for only one evening, we would have sold out with people on a waiting list. The loss of ticket revenue will be noticed in the Museum’s second quarter financials. The unexpected loss of Robin Barker-James will affect the over-all Oxford project, as Robin had planned to host several activities at his history farm. These events may have to be replaced by events the Museum in order to honor our area’s commitment to the project. Jul-Sep 2015 Activity - Culture and Heri 3/3 122 STAFF REPORT RECREATION, CULTURE & PARKS Title: Jul-Sep 2015 Activity – Parks and Facilities Report No: RCP 15-43 Author: Corey Hill, Parks & Facilities Manager Meeting Type: COUNCIL MEETING Council/ Committee Date: OCTOBER 13, 2015 Attachments: ACTIVITY REPORT JUL-SEP 2015 The third quarter proved to be very busy for the Parks, Cemetery & Facilities teams. The quarter saw summer events such as the Dog Show, Ribfest, the Shriners BBQ and the Tillsonburg Fair. In addition, the Parks & Cemetery side of the Dept. had 2 summer students complete their terms. Special Events Dog Show - The Dog show took place in July on the Memorial Arena floor. To prepare for this event numerous tables and chairs were supplied. There was also cleanup after the event. Ribfest - Ribfest took place in July and was located in Memorial Park. This event was supported by the Parks by distributing garbage receptacles throughout the park and relocating picnic tables. Facilities assisted in the Park’s clean-up following the event. Tillsonburg Fair - The fair took place in August in Memorial Park. Facilities set-up 400 chairs and oversaw the installation of the stage for the concert in the Memorial Arena. There were 23 sheets of glass removed for the concert and they were re-installed following the event. Shriners BBQ - The Shriners BBQ took place Sept 9 and required the set-up of 400 chairs and 60 tables in the Memorial Arena. Lake Lisgar Water Park Facilities staff shutdown the water park following Labour Day. This included draining the pool and winterizing the facility. Memorial Arena Ice Commencing on Sept 10, Facilities staff prepped the Memorial arena to make ice for the upcoming hockey season. The ice making process takes approximately 2 weeks. Staff also painted the ice this year for the first time in 7 years (versus a contractor)….this was done as a cost savings initiative. Pool Closure The pool was closed from Aug 22 – Sept 13 for maintenance and repairs. During the closure the pool was drained, acid washed and the grout was touched up in the basin. In addition, new tile in the showers, LED lighting and anti- slip matting were installed. The pool was then refilled and levels balanced for public use. New Walkway/Columbaria Foundation In preparation for a new 96 niche Columbarium, a cement pad was poured in the cemetery that creates a base for the unit was well as a walkway to Columbarium #4 & #5. Jul-Sep 2015 Activity - Parks and Facili 1/2 123 New Columbarium In July, a new 96 niche Columbarium (#5) was installed at the Cemetery. Coronation Park Drainage Catch basins and big “O” was installed in Coronation Park in an attempt to help drain excess water in the front and rear of the park. This will also aid the disc golf course as it makes it more playable following rainstorms etc. Trees Multiple trees that were posing a safety hazard to Town residents were removed. In Sept a Tree Risk Assessment Report was completed for the 2 poplars by the Gibson House and multiple trees at the Museum. Disc Golf In July cement pads were installed for the golf course tee blocks. In addition, signage was posted recognizing donors and the Ontario Trillium Foundation. Kiwanis Shed & Bleachers The shed at the Kiwanis Baseball Field has its roof replaced and the bleachers/players benches were resurfaced with new boards. Cemetery Renovations The tender for the Cemetery renovations was awarded to Bronz Construction. Work is to commence in October. Skatepark The engraving of the skatepark as the “Kolin Smith Memorial Skatepark” was completed. Asphalt The Cemetery and Participark received new asphalt driveways/walkways. Looking ahead to Next Quarter • Cemetery Renovation completion • Soccer Park Fence installation • Seasonal Ice use including multiple hockey tournaments • John McKay Invitational Figure Skating Competition • New Year’s Eve events • Irrigation system for Columbarium #3 & #5 completion • Hosting a Chainsaw Safety training course • Winterizing baseball facilities & irrigation systems • Roof replacement at OPP Headquarters • Roof repairs at Elliott Fairbairn and Tillsonburg Community Centre • Removal of Gyulveszi playground equipment • Installation of new playground equipment at Gyulveszy Park • Fall cleanup at Cemetery • Complete numerous memorial tree plantings • Donor sign installation at Kolin Smith Memorial Skatepark • Removal of BIA benches • Set-up of toboggan hill ropes, signs and straw bales • Receive new fleet vehicles Jul-Sep 2015 Activity - Parks and Facili 2/2 124 STAFF REPORT RECREATION, CULTURE & PARKS Title: Rotary Club Outdoor Fitness Equipment Update Report No.: RCP 15-45 Author: RICK COX Meeting Type: COUNCIL Council/Committee Date: OCTOBER 13, 2015 Attachments: • Equipment location sketch RECOMMENDATION THAT Council receives report RCP 15-45 – Rotary Club Outdoor Fitness Equipment Update for information; AND THAT Council approve the request from the Rotary Club to sole source purchase a selection of outdoor fitness equipment from Paris Equipment Manufacturing Ltd., at the Rotary Club’s cost; AND THAT Council approves the installation of 2 groups of outdoor equipment at locations along Veterans’ Memorial Walkway as per the attached sketch. EXECUTIVE SUMMARY At their meeting of September 28, 2015, Council approved in principle to accept the donation of outdoor fitness equipment from the Rotary Club. Council requested the Club to reconsider some of the proposed locations. This report seeks approval to sole-source purchase the equipment from the vendor selected by the Rotary Club and approval to install the equipment at the locations chosen by the Club. BACKGROUND The Tillsonburg Rotary Club has reviewed the feedback provided by Council at the September 28 meeting and proposes two groupings of equipment. One group near the Hickory Hills Community Centre would involve 3 pieces. The other group of four pieces would be placed where the Veterans’ Memorial Parkway enters Baldwin Place. Please see the attached sketch for approximate placement of equipment. Based on feedback from other municipalities and the manufacturer, maintenance requirements are minimal. However, by accepting this donation the Town is assuming the cost for maintenance of the equipment into the future. This is normal practice and has been done with a variety of other similar equipment purchases including pool starting blocks, arena PA systems and ball-diamond irrigation systems. RCP 15-45 - Rotary Club Outdoor Fitness 1/2 125 CONSULTATION/COMMUNICATION Town staff consulted with the Rotary Club Executive on prospective locations and the equipment selection. The Rotary Club has already or will consult with the Hickory Hills and Baldwin Place residents associations about the planned locations. FINANCIAL IMPACT The net cost of the purchase and delivery of the outdoor equipment is $12,458.48. The Rotary Club is providing 100% of this cost and is securing donated concrete for the installation. Staff time to install the equipment will be covered by the approved 2015 Parks budget. COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A RCP 15-45 - Rotary Club Outdoor Fitness 2/2 126 Tillsonburg Rotary Club - Outdoor Fitness Equipment Locations 2015 127 STAFF REPORT CLERK Report Title: Local Government Week Update Report No.: CL 15-25 Author: Tricia Smith, Deputy Clerk Meeting Type: COUNCIL MEETING Council Date: OCTOBER 13, 2015 Attachments: RECOMMENDATION: THAT Council receives report CL 15-25 regarding Local Government Week update as information. EXECUTIVE SUMMARY Planning has been underway for a full-day event for local grade five students in celebration of Local Government Week, which is scheduled for Friday, October 23, 2015. Representation from each of the Town departments, along with that of partnering organizations was confirmed to provide students with an opportunity to engage in various educational activity stations. During the initial planning stage for the event, a total of 150- 200 students were anticipated to attend the event. However, the Clerk’s Office recently received notice that the local public school classes are unable to attend due to the current work-to-rule strike action faced by Ontario Public School teachers. As (34) students from the local Catholic School are still able to attend the Local Government Week festivities, Town staff have scaled back and redesigned the event. The group will be provided with a tour of and educational activities at four municipal facilities, including the Community Centre, Fire Hall, Customer Service Centre and Town Hall, as well as a visit to Annandale National Historic Site. Students will be able to engage with staff and members of Town Council and learn about the various programs and services provided for by the town, see various operational and fire service vehicles up close, participate in a mock mayoral election in Council Chambers and learn about Tillsonburg’s unique cultural heritage. IMPACT ON COMMUNITY STRATEGIC PLAN The event shall provide an opportunity for the Town to meet a public need, as outlined in Section 1 – Excellence of Local Government for proactive and effective communication 128 Page 2 / 2 CAO between residents, Town staff and political leaders and promoting greater collaboration between various agencies and levels of government. FINANCIAL IMPACT/FUNDING SOURCE Funding for the Municipal Day event has been allocated in the 2015 annual operating budget. 129 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3950 A BY-LAW to authorize a Memorandum of Understanding between the Corporation of the Town of Tillsonburg and the Elgin Middlesex Oxford Workforce Planning and Development Board WHEREAS pursuant to Section 9 of the Municipal Act, 2001, S.O. 2001, C.25, a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; WHEREAS the Town of Tillsonburg has been involved in a joint initiative with the Elgin Middlesex Oxford Workforce Planning and Development Board (EMOWPDB) and associated partners in the development of an EmployerOne survey as an annual survey of employers across the Elgin, Middlesex and Oxford Regions; WHEREAS the EmployerOne survery shall provide information to the Town of Tillsonburg on the local workforce and allow for the development of strategies and initiatives to meet the short and long-term needs of businesses within the municipality; AND WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into a Memorandum of Understanding with the Elgin Middlesex Oxford Workforce Planning and Development Board (EMOWPDB) for the purpose of outlining responsibilities and expectations in the joint effort to promote the EmployerOne Survey. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Memorandum of Understanding attached hereto as Schedule "A" forms part of this By-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached Memorandum of Understanding marked as Schedule "A" on behalf of the Corporation of the Town of Tillsonburg. This By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 13th day of October, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of October, 2015. ______________________ Mayor – Stephen Molnar _____________________ Town Clerk – Donna Wilson 130 Schedule A Memorandum of Understanding Between Elgin Middlesex Oxford Workforce Planning and Development Board And The Corporation of the Town of Tillsonburg Partnering Organization This Memorandum of Understanding (MOU) outlines the responsibilities and expectations between Elgin Middlesex Oxford Workforce Planning and Development Board (EMOWPDB) and partnering organization in the joint effort to promote the EmployerOne Survey which has been designed to help provide meaningful demand-side labour market information (LMI) for communities throughout the Elgin Middlesex Oxford economic region (ER 3560). Accordingly, EMOWPDB and Partnering Organization agree to the following: I. Purpose and Scope i. Research and experience has revealed several important realities:  the ER 3560 forms a common labour market;  stakeholders in the region have a need for quality demand-side labour market information of this common labour market. ii. It has been determined that the most workable and cost-effective way to promote the EmployerOne Survey is create partnerships with key stakeholder organizations. iii. It is understood that EmployerOne Survey will be a central source in providing data necessary to produce quality local demand-side LMI for ER 3560. II. Responsibilities i. Each party will appoint a person to serve as the official contact and to coordinate the activities of each organization in carrying out this MOU. The appointees of each organization are: EMOWPDB: Partnering Organization: Contact: Martin Withenshaw Cephas Panschow, Development Commissioner Address: 647 Wilton Grove Road, Unit 3 200 Broadway, Siute 204 London, ON, N6N 1N7 Tillsonburg, ON N4G 5A7 Phone: Tel: 519-672-3499 519-688-3009 ext. 3250 Email: martin@workforcedevelopment.ca cpanschow@tillsonburg.ca ii. EMOWPDB’s responsibilities: • Connect with the partners needed to successfully promote the EmployerOne Survey for the Elgin Middlesex Oxford economic region (ER 3560). • Establish a steering committee to provide general oversight. • Share the EmployerOne Survey with partners for distribution, manage the data collection and provide rolled up data to the partners. 131 • Ensure, in particular, that this labour market intelligence is useful to local employers and that it is delivered to them in a timely and accessible fashion. • Each partner is responsible for its own expenses related to this MOU. iii. Partner’s responsibilities: • Assist in promoting the EmployerOne Survey in ER 3560. • Coordinate and deliver the survey to employers in their jurisdiction, industry sector, or area of mandate. • Make a reasonable effort after initial delivery to follow up and ensure that employers in their jurisdiction, industry sector, or area of mandate have received the survey and completed it. • Ensure, in particular, that this labour market intelligence is useful to local employers and that it is delivered to them in a timely and accessible fashion. • If partnering organization volunteers representation on the Marketing Committee, its representative will:  Attend meetings and participate in the decision-making process to the best of his or her abilities.  Adhere in good faith to all decisions and plans of action agreed to by the committee. • Each partner is responsible for its own expenses related to this MOU. III. Terms of Understanding The term of this MOU is for a period of 3 years from the effective date of this agreement and may be extended upon written mutual agreement. Both parties will review annually to ensure that it is fulfilling its purpose and to make any revisions both parties judge necessary. Either party may terminate this MOU upon thirty (30) days written notice without penalties and liabilities. Authorization The signing of this MOU is not a formal undertaking. It implies that the signatories will strive to reach, to the best of their ability, the responsibilities and expectations stated within. On behalf of the Elgin Middlesex Oxford Workforce Planning and Development Board Signed Name Debra Mountenay Date Title Executive Director On behalf of Partnering Organization Signed Name Stephen Molnar Date Title Mayor Signed Name_____Donna Wilson_____________________ Date Title Town Clerk _ 132 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3956 A BY-LAW to authorize a Memorandum of Understanding between the Corporation of the Town of Tillsonburg and MAP (Manufacturing Acceleration Program) Program Canada represented by Isah International B.V. WHEREAS pursuant to Section 9 of the Municipal Act, 2001, S.O. 2001, C.25, a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; WHEREAS the Town of Tillsonburg is interested in entering into collaboration with the MAP (Manufacturing Acceleration Program) Program Canada for the development of an export oriented, manufacturing cluster of excellence in Tillsonburg and area; WHEREAS the collaboration proposes to support the improved competitiveness of local businesses, thereby supporting the long term job creation and investment attraction initiatives of the municipality; AND WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into a Memorandum of Understanding with MAP (Manufacturing Acceleration Program) Program Canada represented by Isah International B.V. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1.THAT the Memorandum of Understanding attached hereto as Schedule "A" forms part of this By-law; 2.THAT the Mayor and Clerk be hereby authorized to execute the attached Memorandum of Understanding marked as Schedule "A" on behalf of the Corporation of the Town ofTillsonburg. This By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 13th day of October, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 13th day of October, 2015. ______________________ Mayor – Stephen Molnar _____________________ Town Clerk – Donna Wilson 133 Schedule A 134 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3957 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 13th day of October, 2015 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its special meeting and regular meeting held on October 13, 2015, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 13TH DAY OF OCTOBER, 2015. READ A THIRD AND FINAL TIME AND PASSED THIS 13TH DAY OF OCTOBER, 2015. ________________________________ Mayor – Stephen Molnar ________________________________ Town Clerk – Donna Wilson 135