151123 Council=
ATTENDANCE Mayor Stephen Molnar
Deputy Mayor Dave Beres
Councillor Maxwell Adam Councillor Penny Esseltine
Councillor Jim Hayes
Councillor Chris Rosehart Councillor Brian Stephenson
Staff: David Calder, CAO
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:
Donna Wilson, Town Clerk
1. Call to Order
The meeting was called to order at 6:04 p.m.
2. Closed Session
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into Closed Session to consider:
1. Advice that is subject to solicitor-client privilege, including communications necessary for
that purpose (Broadway; Airport Agricultural Lease; Boundary Road Maintenance
Agreement).
Carried
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, November 23, 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 Monday, November 23, 2015, be
adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6. Adoption of Council Minutes of Previous Meeting
6.1. Minutes of the Meeting of November 9, 2015
Minutes, November 9, 2015
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Minutes of the Council Meeting of November 9, 2015, be approved.
Carried
7. Delegations and Presentations
7.1. Volunteer Achievement Award Presentation to Dianne Hodges
Presented By: Mayor Stephen Molnar & Ann Loker
Mayor Stephen Molnar and Ann Loker, Chair of the Special Awards Committee,
presented Dianne Hodges with the Volunteer Achievement Award.
7.2. Designated Parking Space Agreement, 71 Washington Grand Avenue - Len Ladoucer
Correspondence
Delegation, Len Ladoucer
Len Ladoucer appeared before Council to speak to the Designated Parking Space
Agreement for 71 Washington Grand Avenue.
Mr. Ladoucer made a request to Council to reduce the number of designated parking
spaces to one and allow for the second space to be used by the public.
Council Meeting – Minutes - 3 -
7.3. Designated Parking Space Agreement , 71 Washington Grand Avenue - Michelle Jackson
Delegation, Michelle Jackson
Michelle Jackson appeared before Council to speak to the Designated Parking Space
Agreement for 71 Washington Grand Avenue.
She noted that her property does not have a driveway or garage to allow for on-site
parking and the reduction of designated parking spaces from two to one would make
selling her property more difficult.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the delegations by Len Ladoucer and Michelle Jackson
regarding the Designated Parking Space Agreement for 71 Washington Grand Avenue,
as information.
Carried
7.4. Community Transportation Pilot Project Update Presented By: John Preston
Delegation, John Preston
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the Community Transportation Pilot Project Update as
information.
Carried
John Preston appeared before Council to provide an update on the Community
Transportation Pilot Project.
A Special introductory rate of $2/rider each way will be offered to residents of Hickory
Hills during the first month of operation.
Pick up times and locations will be provided once registrations are confirmed.
Two new programs are being introduced including the Taxi Bus for Workers group ride
program and the Regional Rideshare Program.
8. Information Items
8.1. The Ontario Medal for Young Volunteers & Ontario Volunteer Service Awards
The Ontario Medal for Young Volunteers
Council Meeting – Minutes - 4 -
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives item 8.1 as information.
Carried
Council directed staff to circulate the correspondence regarding the Ontario Medal for
Young Volunteers and Ontario Volunteer Service Awards to the Special Awards
Committee for the creation of a Town Volunteer List, and to the Council Advisory
Committees and Glendale High School.
9. Reports from Departments
9.1. Clerk’s Office
9.1.1. CL 15-26, Committee Appointments
CL 15-26, Committee Appointments
By-Law 3966
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives report CL 15-26 Committee Appointments;
AND THAT Wendy Cameron be appointed to the BIA Board of Directors,
replacing Joe McIntyre;
AND THAT By-Law 3965, to amend By-Law 3901, being a By-Law to Appoint
Directors to the Board of Management of the Tillsonburg Business Improvement
Area (BIA), be brought forward for Council consideration;
AND THAT Christine Nagy be appointed as the Tillsonburg Horticultural Society
representative to the Heritage, Beautification & Cemetery Advisory Committee;
AND THAT By-Law 3966, to amend Schedule A of By-Law 3876, be brought
forward for Council consideration.
Carried
9.2. Finance
9.2.1. FIN 15-47 Purchasing Policy
FIN 15-47 Purchasing Policy
By-Law 3967 To Adopt Purchasing Policy
Schedule A By Law 3967 Purchasing Policy
Council Meeting – Minutes - 5 -
The Director of Finance reported to Council that under the new Purchasing
Policy, the Town may reach out to proponents through more than one newspaper
and website.
Staff will be hosting an upcoming session on e-bidding for local and non-local
vendors.
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report FIN 15-47 Purchasing Policy;
AND THAT a By-Law to establish a Purchasing Policy be brought forward for
Council’s consideration.
Carried
9.3. Operations
9.3.1. OPS 15-40 Oak Park Phase 2012 Subdivision Agreement
OPS 15-40 Oak Park Phase 2012 Subdivision Agreement
OPS 15-40 Attachment 1 - Oak Park Phase 2012 Subdivision Agreement
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report OPS 15-40 Oak Park Phase 2012 Subdivision
Agreement;
AND THAT a By-law authorizing the Mayor and Clerk to enter into the
Subdivision Agreement between the Town and Landmark Homes Inc. be brought
forward for Council consideration.
Carried
9.3.2. OPS 15-41 Broadway Street Rehablitation
OPS 15-41 Broadway Street Rehablitation
OPS 15-41 Attachment 1 - Broadway Street Rehabilitation Agreement
Staff will have a follow-up discussion with the Ministry of Transportation
regarding the Ontario’s Connecting Links program and the rehabilitation work
along Broadway Street north of North Street and will report back to Council prior
to the signing of the construction agreement.
Council Meeting – Minutes - 6 -
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report OPS 15-41 Broadway Street Rehabilitation;
AND THAT Council authorizes 2016 Pre-Budget Approval in the amount of
$435,000 for the coordination of rehabilitation work with the MTO along
Broadway Street north of North Street;
AND THAT a By-Law authorizing the Mayor and Clerk to enter into the Broadway
Street Rehabilitation Agreement with the MTO be brought forward for Council
consideration.
Motion to Defer Main Motion:
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT the motion be deferred until all of the 2016 budget requests and
information have been reviewed, which would be at the last budget meeting
scheduled for December 2, 2015.
Defeated
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report OPS 15-41 Broadway Street Rehabilitation;
AND THAT Council authorizes 2016 Pre-Budget Approval in the amount of
$435,000 for the coordination of rehabilitation work with the MTO along
Broadway Street north of North Street;
AND THAT a By-Law authorizing the Mayor and Clerk to enter into the Broadway
Street Rehabilitation Agreement with the MTO be brought forward for Council
consideration.
Carried
9.4. Recreation, Culture & Park Services
9.4.1. RCP 15-49 – CSC Boiler Replacement
RCP 15-49 - CSC Boiler Replacement
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report RCP 15-49 – CSC Boiler Replacement;
Council Meeting – Minutes - 7 -
AND THAT T.A. Thomson Electrical Contractors be awarded the contract to
replace boilers at the Customer Service Centre at their quoted price of
$14,800.00 (plus HST);
AND THAT the replacement costs be funded from the unused portion of the
allocation approved for roof and brick repairs at the Customer Service Centre.
Carried
10. Committee Minutes & Reports
10.1. Development Committee Minutes
Minutes, October 13, 2015
Brian Tree, Vice President of Unifor Local 88, was invited by Council to speak to
the Trans-Pacific Partnership.
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives the Development Committee Minutes of October 13,
2015;
AND THAT Council support in principle the Trans-Pacific Partnership resolution
subject to the Federal Government developing a strategy related to the transition
period for the automotive sector in order to mitigate impacts.
Carried
10.2. Special Awards Committee Minutes
Minutes, September 16, 2015
10.3. Town Hall Steering Committee Minutes
Minutes, October 22, 2015
10.4. Heritage, Beautification & Cemetery Advisory Committee Minutes
HBC Minutes, October 1, 2015
HBC Minutes, September 3, 2015
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives the Special Awards Committee Minutes of September 16,
2015, the Town Hall Steering Committee Minutes of October 22, 2015, and the
Heritage, Beautification & Cemetery Advisory Committee Minutes of September
3, 2015 and October 1, 2015 as information.
Carried
Council Meeting – Minutes - 8 -
10.5. LPRCA Minutes
LPRCA Minutes, October 7, 2015
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives the LPRCA Minutes of October 7, 2015 as information.
Carried
11. Notice of Motions
12. By-Laws
By-Laws from the Meeting of Monday, November 23, 2015
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
12.1. THAT By-Law 3965, To amend By-Law 3901, being a By-Law to Appoint
Directors to the Board of Management of the Tillsonburg Business Improvement
Area (BIA), hereby established by The Corporation of the Town of Tillsonburg;
AND THAT By-Law 3966, To amend Schedule A of By-Law 3876, to Define the
Mandate, Membership, and Meeting Procedures for Committees Established by
The Corporation of the Town of Tillsonburg;
AND THAT By-Law 3967, To adopt the Town of Tillsonburg Purchasing Policy;
AND THAT By-Law 3969, To authorize a Subdivision Agreement with Landmark
Homes Inc. to allow for the development of lands consisting of 18 lots described
as Lots 59-67 & 87-95 of Plan 41M-143 in the Town of Tillsonburg, County of
Oxford;
AND THAT By-Law 3970, To authorize an Agreement between The Corporation
of the Town of Tillsonburg and Her Majesty the Queen in right of the Province of
Ontario, represented by the Minister of Transportation for the Province of Ontario
(the “Ministry”), be read for a first, second and third and final reading and that the
Mayor and Deputy Clerk be and are hereby authorized to sign the same, and
place the corporate seal thereunto.
Carried
Council Meeting – Minutes - 9 -
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
12.2. THAT By-Law 3971, To confirm the proceedings of Council at its meeting held
on the 23rd day of November, 2015, be read for a first, second and third and final
reading and that the Mayor and Deputy Clerk be and are hereby authorized to
sign the same, and place the corporate seal thereunto.
Carried
13. Items of Public Interest
14. Adjournment
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT the Council Meeting of Monday, November 23, 2015 be adjourned at 8:19 p.m.
Carried
Table of Contents
Agenda 3
Minutes, November 9, 2015
Minutes, November 9, 2015 10
Designated Parking Space Agreement - 71 Washington Grand
Avenue Delegation By: Len Ladoucer
Correspondence 18
Delegation, Len Ladoucer 19
Designated Parking Space Agreement - 71 Washington Grand
Avenue - Delegation By: Michelle Jackson
Delegation, Michelle Jackson 21
Community Transportation Pilot Project Update, Presented by
John Preston
Delegation, John Preston 24
The Ontario Medal for Young Volunteers
The Ontario Medal for Young Volunteers 26
CL 15-26, Committee Appointments
CL 15-26 27
By-Law 3966 34
FIN 15-47 Purchasing Policy
FIN 15-47 Purchasing Policy 35
By-Law 3967 To Adopt Purchasing Policy 36
Schedule A By Law 3967 Purchasing Policy 37
OPS 15-40 Oak Park Phase 2012 Subdivision Agreement
OPS 15-40 Oak Park Phase 2012 Subdivision
Agreement 45
OPS 15-40 Attachment 1 - Oak Park Phase 2012
Subdivision Agreement 47
OPS 15-41 Broadway Street Rehablitation
OPS 15-41 Broadway Street Rehablitation 85
OPS 15-41 Attachment 1 - Broadway Street
Rehabilitation Agreement 86
RCP 15-49 – CSC Boiler Replacement
RCP 15-49 - CSC Boiler Replacement 92
Minutes, Development Committee, October 13, 2015
Minutes, October 13, 2015 94
Minutes, Special Awards Committee, September 16, 2015
Minutes, September 16, 2015 99
Minutes, Town Hall Steering Committee, October 22, 2015
Minutes, October 22, 2015 102
Heritage, Beautification & Cemetery Advisory Committee
Minutes
HBC Minutes, October 1, 2015 105
HBC Minutes, September 3, 2015 108
LPRCA Minutes, October 7, 2015
1
LPRCA Minutes, October 7, 2015 110
By-Law 3965, To appoint a member to the BIA
By-Law 3965 118
By-Law 3966, To authorize appointments to the Heritage,
Beautification & Cemetery Advisory Committee and the
Beautification Working Group Sub-Committee
By-Law 3966 119
Schedule A to By-Law 3966 120
By-Law 3967, To adopt the Town of Tillsonburg Purchasing
Policy
By-Law 3967 To Adopt Purchasing Policy 122
Schedule A By Law 3967 Purchasing Policy 123
By-Law 3969, To authorize a Subdivision Agreement with
Landmark Homes Inc.
By-Law 3969 131
By-Law 3970, To authorize an Agreement with the MTO
By-Law 3970 132
By-Law 3971, To confirm the proceedings of Council
By-Law 3971 133
2
=
1. Call to Order
2. Closed Session
Moved By: Seconded By:
Proposed Resolution #1
THAT Council move into Closed Session to consider:
1. Advice that is subject to solicitor-client privilege, including communications necessary for
that purpose (Broadway; Airport Agricultural Lease; Boundary Road Maintenance
Agreement).
3. Adoption of Agenda
Moved By: Seconded By:
Proposed Resolution #2
THAT the Agenda as prepared for the Council meeting of Monday, November 23, 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 November 9, 2015
Minutes, November 9, 2015
Moved By: Seconded By:
Proposed Resolution #3
THAT the Minutes of the Council Meeting of November 9, 2015, be approved.
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, November 23, 2015
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
3
Council Meeting – Agenda - 2 -
7. Delegations and Presentations
7.1. Volunteer Achievement Award Presentation - Dianne Hodges
Presented By: Mayor Stephen Molnar & Ann Loker
7.2. Designated Parking Space Agreement, 71 Washington Grand Avenue - Len Ladoucer
Correspondence
Delegation, Len Ladoucer
7.3. Designated Parking Space Agreement , 71 Washington Grand Avenue - Michelle Jackson
Delegation, Michelle Jackson
Moved By: Seconded By:
Proposed Resolution #4
THAT Council receives the delegations by Len Ladoucer and Michelle Jackson
regarding the Designated Parking Space Agreement for 71 Washington Grand Avenue,
as information.
7.4. Community Transportation Pilot Project Update Presented By: John Preston
Delegation, John Preston
Moved By: Seconded By:
Proposed Resolution #5
THAT Council receives the Community Transportation Pilot Project Update as
information.
8. Information Items
8.1. The Ontario Medal for Young Volunteers
The Ontario Medal for Young Volunteers
Moved By: Seconded By:
Proposed Resolution #6
THAT Council receives item 8.1 as information.
4
Council Meeting – Agenda - 3 -
9. Reports from Departments
9.1. Clerk’s Office
9.1.1. CL 15-26, Committee Appointments
CL 15-26, Committee Appointments
By-Law 3966
Moved By: Seconded By:
Proposed Resolution #7
THAT Council receives report CL 15-26 Committee Appointments;
AND THAT Wendy Cameron be appointed to the BIA Board of Directors,
replacing Joe McIntyre;
AND THAT By-Law 3965, to amend By-Law 3901, being a By-Law to Appoint
Directors to the Board of Management of the Tillsonburg Business Improvement
Area (BIA), be brought forward for Council consideration;
AND THAT Christine Nagy be appointed as the Tillsonburg Horticultural Society
representative to the Heritage, Beautification & Cemetery Advisory Committee;
AND THAT By-Law 3966, to amend Schedule A of By-Law 3876, be brought
forward for Council consideration.
9.2. Finance
9.2.1. FIN 15-47 Purchasing Policy
FIN 15-47 Purchasing Policy
By-Law 3967 To Adopt Purchasing Policy
Schedule A By Law 3967 Purchasing Policy
Moved By: Seconded By:
Proposed Resolution #8
THAT Council receives Report FIN 15-47 Purchasing Policy;
AND THAT a By-Law to establish a Purchasing Policy be brought forward for
Council’s consideration.
5
Council Meeting – Agenda - 4 -
9.3. Operations
9.3.1. OPS 15-40 Oak Park Phase 2012 Subdivision Agreement
OPS 15-40 Oak Park Phase 2012 Subdivision Agreement
OPS 15-40 Attachment 1 - Oak Park Phase 2012 Subdivision Agreement
Moved By: Seconded By:
Proposed Resolution #9
THAT Council receives Report OPS 15-40 Oak Park Phase 2012 Subdivision
Agreement;
AND THAT a By-law authorizing the Mayor and Clerk to enter into the
Subdivision Agreement between the Town and Landmark Homes Inc. be brought
forward for Council consideration.
9.3.2. OPS 15-41 Broadway Street Rehablitation
OPS 15-41 Broadway Street Rehablitation
OPS 15-41 Attachment 1 - Broadway Street Rehabilitation Agreement
Moved By: Seconded By:
Proposed Resolution #10
THAT Council receives Report OPS 15-41 Broadway Street Rehabilitation;
AND THAT Council authorizes 2016 Pre-Budget Approval in the amount of
$435,000 for the coordination of rehabilitation work with the MTO along
Broadway Street north of North Street;
AND THAT a By-Law authorizing the Mayor and Clerk to enter into the Broadway
Street Rehabilitation Agreement with the MTO be brought forward for Council
consideration.
9.4. Recreation, Culture & Park Services
9.4.1. RCP 15-49 – CSC Boiler Replacement
RCP 15-49 - CSC Boiler Replacement
6
Council Meeting – Agenda - 5 -
Moved By: Seconded By:
Proposed Resolution #11
THAT Council receives Report RCP 15-49 – CSC Boiler Replacement;
AND THAT T.A. Thomson Electrical Contractors be awarded the contract to
replace boilers at the Customer Service Centre at their quoted price of
$14,800.00 (plus HST);
AND THAT the replacement costs be funded from the unused portion of the
allocation approved for roof and brick repairs at the Customer Service Centre.
10. Committee Minutes & Reports
10.1. Development Committee Minutes
Minutes, October 13, 2015
Moved By: Seconded By:
Proposed Resolution #12
THAT Council receives the Development Committee Minutes of October 13,
2015;
AND THAT Council support in principle the Trans-Pacific Partnership resolution
subject to the Federal Government developing a strategy related to the transition
period for the automotive sector in order to mitigate impacts.
10.2. Special Awards Committee Minutes
Minutes, September 16, 2015
10.3. Town Hall Steering Committee Minutes
Minutes, October 22, 2015
10.4. Heritage, Beautification & Cemetery Advisory Committee Minutes
HBC Minutes, October 1, 2015
HBC Minutes, September 3, 2015
Moved By: Seconded By:
Proposed Resolution #13
THAT Council receives the Special Awards Committee Minutes of September 16,
2015, the Town Hall Steering Committee Minutes of October 22, 2015, and the
7
Council Meeting – Agenda - 6 -
Heritage, Beautification & Cemetery Advisory Committee Minutes of September
3, 2015 and October 1, 2015 as information.
10.5. LPRCA Minutes
LPRCA Minutes, October 7, 2015
Moved By: Seconded By:
Proposed Resolution #14
THAT Council receives the LPRCA Minutes of October 7, 2015 as information.
11. By-Laws
By-Laws from the Meeting of Monday, November 23, 2015
Moved By: Seconded By:
Proposed Resolution #15
11.1. THAT By-Law 3965, To amend By-Law 3901, being a By-Law to Appoint
Directors to the Board of Management of the Tillsonburg Business Improvement
Area (BIA), hereby established by The Corporation of the Town of Tillsonburg;
AND THAT By-Law 3966, To amend Schedule A of By-Law 3876, to Define the
Mandate, Membership, and Meeting Procedures for Committees Established by
The Corporation of the Town of Tillsonburg, Schedule A to By-Law 3966;
AND THAT By-Law 3967, To adopt the Town of Tillsonburg Purchasing Policy,
Schedule A By Law 3967 Purchasing Policy;
AND THAT By-Law 3969, To authorize a Subdivision Agreement with Landmark
Homes Inc. to allow for the development of lands consisting of 18 lots described
as Lots 59-67 & 87-95 of Plan 41M-143 in the Town of Tillsonburg, County of
Oxford;
AND THAT By-Law 3970, To authorize an Agreement between The Corporation
of the Town of Tillsonburg and Her Majesty the Queen in right of the Province of
Ontario, represented by the Minister of Transportation for the Province of Ontario
(the “Ministry”), be read for a first, second and third and final reading and that the
Mayor and Deputy Clerk be and are hereby authorized to sign the same, and
place the corporate seal thereunto.
8
Council Meeting – Agenda - 7 -
Moved By: Seconded By:
Proposed Resolution #16
11.2. THAT By-Law 3971, To confirm the proceedings of Council at its meeting held
on the 23rd day of November, 2015, be read for a first, second and third and final
reading and that the Mayor and Deputy Clerk be and are hereby authorized to
sign the same, and place the corporate seal thereunto.
12. Items of Public Interest
13. Adjournment
Moved By: Seconded By:
Proposed Resolution #17
THAT the Council Meeting of Monday, November 23, 2015 be adjourned at _____ p.m.
9
=
ATTENDANCE
Mayor Stephen Molnar
Deputy Mayor Dave Beres Councillor Maxwell Adam
Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart
Councillor Brian Stephenson
Staff:
David Calder, CAO Donna Wilson, Town Clerk 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.A matter in respect of which a council, board, committee or other body may hold a
closed meeting under another Act (THI);
2.A proposed or pending acquisition or disposition of land by the municipality or local
board (Hardy Avenue).
Carried
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, November 09, 2015
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
10
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 Monday, November 09, 2015, be
adopted.
Carried
4.Moment of Silence
The Mayor asked for a moment of silence in honour of Remembrance Day and to give
thanks.
5.Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6.Adoption of Council Minutes of Previous Meeting
6.1. Minutes of the Meeting of October 26, 2015
Minutes, October 26, 2015
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Minutes of the Council Meeting of October 26, 2015, be approved.
Carried
7.Delegations and Presentations
7.1. SCOR EDC Partner Update Presented By: Art Lawson
SCOR EDC Presentation
Delegation - SCOR
Mr. Lawson appeared before Council to provide an update in regards to the SCOR EDC
Partnership.
A number of benefits of the partnership were identified, including recognition and bargaining power.
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the SCOR EDC delegation as information.
Carried
11
Council Meeting – Minutes - 3 -
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council hear the delegation by Ewart McLaughlin.
Carried
7.2 TransCanada Trail Delegation By: Ewart McLaughlin
Mr. McLaughlin appeared before Council and spoke to a number of concerns regarding
the implementation of the TransCanada Trail.
He provided concerns on the steering group process, the cost of future fencing along the
trail, possible contamination and cleanup of soil along the rail line and a possible
requirement for an environmental study.
He is concerned about the cost of the up keep of the trail and the offset of revenues from
other budgets to pay for it.
Council assured Mr. McLaughlin that they will be cognizant of the budget.
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives the delegation by Ewart McLaughlin.
Carried
8.Planning Applications
8.1. Application for Site Plan Approval- TSPC 7-167- Dale Springer, 138 Broadway
CASPO 2015-217
Proposed Site Plan
Central Area Design Study Excerpts
Mr. Eric Gilbert, Development Planner, County of Oxford appeared before Council to
review Report CASPO 2015-217 in regards to an Application for Site Plan Approval.
Council was given the opportunity to ask questions.
The Applicant, Mr. Dale Springer and Mr. Coppins, agent for applicant were present and
spoke in support of the application before Council.
The Applicant was opposed to staff’s requirement for awnings on the building.
12
Council Meeting – Minutes - 4 -
Discussion took place regarding the height of the building in relation to the Central
Design Study which recommended future development should be three stories with a
residential component.
The applicant indicated that they were not interested in being a landlord.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT the Council of the Town of Tillsonburg directs staff to approve Site Plan
Application TSPC 7-167, submitted by Dale Springer, on lands legally described as Part
Lot 1070, Plan 500, Tillsonburg, known municipally as 136-138 Broadway Street.
Carried
9.Information Items
9.1. David C. Onley Award for Leadership in Accessibility
David C. Onley Award
9.2. 2016 Premier's Awards of Excellence in the Arts
2016 Premier Awards for Excellence in the Arts
2016 Premier Award FAQ (PDF)
Council directed staff to forward the information regarding the 2016 Premier Award to the
Culture Committee and that both programs be posted for public notification.
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives the correspondence regarding the David C. Onley Award for
Leadership in Accessibility and the Premier’s Awards of Excellence in the Arts as
information.
Carried
10. Reports from Departments
10.1. Chief Administrative Officer
10.1.1. CAO 15-16, The Future Oxford Community Sustainability Plan
The Future Oxford Community Sustainability Plan
Appendix 1 - Town of Tillsonburg Report CAO 15-12
Appendix 2 Oxford County Report CAO 2015-06
Appendix 3 - Action Plan Chart
13
Council Meeting – Minutes - 5 -
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report CAO 15-16 – The Future Oxford Community
Sustainability Plan for information;
AND THAT the Council of the Town of Tillsonburg supports The Future Oxford
Community Sustainability Plan and receives the information as contained in
Oxford County Report CAO 2015-06 as attached to Town of Tillsonburg report
CAO 15-16 as information;
AND THAT the support as provided in report CAO 15-16 does not anticipate any
additional financial support from the Town of Tillsonburg;
AND FURTHER THAT Report CAO 15-16 be provided to the County of Oxford in
response to their request for support.
Carried
Council recommends that the various items referred to in the plan be noted in the
2016 Business Plans.
10.1.2. CAO-HR-15-05 Benefit Plan Refund
CAO-HR-15-05 - Benefit Plan Refund
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives report CAO-HR-15-05 Benefit Plan Refund;
AND THAT the $38,127.47 refund be contributed to general reserves.
Carried
10.2. Clerk’s Office
10.2.1. CL 15-25 Records Management
CL 15-25 Records Management
Records Management Policy - November 2015
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report CL 15-25, Records Management;
AND THAT Council adopts the Records & Information Management Policy for the
Town of Tillsonburg.
Carried
14
Council Meeting – Minutes - 6 -
10.3. Development and Communication Services
10.3.1. DCS 15-51, Surplus Land Options
DCS 15-51
Staff to provide a public engagement and consultation process.
Following the public process the matter will be brought back to council.
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT Council receives Report DCS 15-51 Surplus Land Options;
AND THAT staff be directed to conduct an investigation of various Town owned
lands in the downtown core to be considered for declaring surplus to enable
development;
AND THAT a comprehensive Public Engagement process be developed with a
final report being brought back to Council for consideration.
Carried
10.4. Finance
10.4.1. FIN 15 - 44 Purchasing Policy
FIN 15-44 Purchasing Policy
Purchasing Policy 091113
Purchasing Policy v2 102815
Purchasing Policy 102815
Staff to take the policy back to the consultants to include an objective to reach a
wider audience and better communication practices.
Staff will provide a session at one of the budget meetings on the explanation for
scoring matrices.
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives report FIN 15 - 44 Purchasing Policy;
AND THAT Staff be directed to bring forward a By-Law for adoption at a future
Council meeting.
Carried
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Council Meeting – Minutes - 7 -
10.4.2. FIN 15 - 43 IT Work Plan Update
FIN 15-43 IT Work Plan Update
Town of Tillsonburg - IT Strategy - Council Presentation_FINAL 2014
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives report FIN 15 - 43 IT Work Plan Update as information.
Carried
10.5. Operations
10.5.1. OPS 15-36 Baldwin Place Phase 9B Pre-Servicing Agreement
OPS 15-36 Baldwin Place Phase 9B Pre-Servicing Agreement
Baldwin Place Phase 9B Pre-Servicing Agreement
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives Report OPS 15-36 Baldwin Place Phase 9B Subdivision
Pre-Servicing Agreement;
AND THAT a By-law authorizing the Mayor and Clerk to enter into the Pre-
Servicing Agreement between the Town and Tillsonburg Developments Inc. be
brought forward for Council consideration.
Carried
10.6. Recreation, Culture & Park Services
10.6.1. RCP 14-34 - Bridges at Tillsonburg Tobogganing Agreement Renewal
2015-2016
RCP 14-34 - Bridges at Tillsonburg Tobogganing Agreement Renewal 2015-
2016
RCP 15-47 - ATT 01 - Tobogganing Agreement
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report RCP 14-34 - Bridges at Tillsonburg Tobogganing
Agreement Renewal 2015-2016;
AND THAT the source of funds for the $4,000 cost is considered during the 2016
budget process;
AND THAT Council authorizes staff to operate the facility for the 2015-2016
season.
Carried
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Council Meeting – Minutes - 8 -
11. By-Laws
By-Laws from the Meeting of Monday, November 09, 2015
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
11.1. THAT By-Law 3959, To Establish and Appoint Members to the Property
Standards Committee;
AND THAT By-law 3961, To Authorize a Pre-Servicing Agreement between the
Corporation of the Town of Tillsonburg and Tillsonburg Developments Inc.,
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 Esseltine Seconded By: Councillor Stephenson
11.2. THAT By-Law 3962, To confirm the proceedings of Council at its meeting held
on the 9th day of November, 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
12. Items of Public Interest
13. Adjournment
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
THAT the Council Meeting of Monday, November 09, 2015 be adjourned at 8:50 p.m.
Carried
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STAFF REPORT
DEPARTMENT
Report Title: Committee Appointments
Report No.: CL 15-26
Author: Tricia Smith, Deputy Clerk
Meeting Type: COUNCIL MEETING
Council Date: NOVEMBER 23, 2015
Attachments:
BIA BOARD OF MANAGEMENT CORRESPONDENCE HORTICULTURAL SOCIETY CORRESPONDENCE
AMENDED SCHEDULE OF BY-LAW 3876
RECOMMENDATION:
THAT Council receives report CL 15-26 Committee Appointments;
AND THAT Wendy Cameron be appointed to the BIA Board of Directors, replacing Joe McIntyre;
AND THAT By-Law 3965, to amend By-Law 3901, being a by-law to Appoint Directors to the
Board of Management of the Tillsonburg Business Improvement Area (BIA), be brought forward
for Council consideration;
AND THAT Christine Nagy be appointed as the Tillsonburg Horticultural Society representative to the Heritage, Beautification & Cemetery Advisory Committee;
AND THAT By-Law 3966, to amend Schedule A of By-Law 3876, be brought forward for Council
consideration.
EXECUTIVE SUMMARY
The BIA Board of Directors has requested that Wendy Cameron be appointed as Director
replacing Joe McIntyre. The correspondence from the BIA is attached to this report for your
review.
At the October 1, 2015 meeting of the Heritage, Beautification and Cemetery Advisory Committee a resolution was passed to request a revision of their Terms of Reference to allow an
increase in the number of members on the committee to include a representative from the
Tillsonburg Horticultural Society.
The Tillsonburg Horticultural Society officially approved Christine Nagy as the committee’s
representative for the Heritage, Beautification and Cemetery Advisory Committee at their
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November 10, 2015 meeting. The correspondence from the Horticultural Society is attached to this report for your review.
The attached Schedule A of By-Law 3876 has been amended to include the additional
appointment to the Heritage, Beautification and Cemetery Advisory Committee.
COMMUNITY STRATEGIC PLAN IMPACT
Committees demonstrate culture & community by making Tillsonburg an attractive place to live.
FINANCIAL IMPACT/FUNDING SOURCE
Financial impacts are contained in the 2015 budget.
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Attachment A
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Attachment B
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Attachment C
By-Law 3966 to Schedule “A” to Amend By-Law 3876
Town of Tillsonburg
2014-2018 Committee Structure
Board/Committees Citizen Appointments Council Representatives Terms
Statutory
Requirements
/Discretionary
Staff Liaison
Accessibility
Advisory Committee
Mike Cerna
Helen Lamos
Michael Kadey
Councillor Stephenson 4 years Mandatory Deputy Clerk
Airport Advisory
Committee
Rick Lee
Richard Van Maele
Geoffrey Lee
Donna Scanlan
Euclid Benoit
Andre Brisson
Henry Atkinson
Jeremy Stockmans
Mel Getty
Councillor Rosehart 4 years Discretionary Development Commissioner
Cultural Advisory
Committee
Erin Getty
Josiane DeCloet
Deb Beard
Ann Loker
Councillor Stephenson 4 years Discretionary Director of Recreation, Culture and Parks
AND/OR Designate
Development
Committee
Lisa Gilvesy
Steve Spanjers
Randy Thornton
Councillor Hayes 4 years Discretionary CAO
Development Commissioner
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Michael Bossy
John Veldman
Andrew Burns
Scott McLean
Mel Getty
Paul DeCloet
Ashton Nembhard
Real Estate Board Rep - Lindsay Morgan
BIA Rep – Cedric Tomico
Chamber Rep - Jesse Goossens
Heritage, Beautification and
Cemetery
Committee
Paul DeCloet
Sue Saelens Marion Smith
Janet Wilkinson
Robert Marsden
Christine Nagy
Councillor Esseltine 4 years Discretionary Director of Recreation, Culture and Parks
AND/OR Designate
Museum Advisory
Committee
Dianne MacKeigan
Robert Marsden
Mary Lou Sergeant Helen Lamos
Councillor Rosehart 4 years Discretionary
Director of Recreation, Culture and
Parks
AND/OR Designate
Parks and
Recreation Advisory
Committee
Donna Scanlan
Bob McCormick Donald Baxter
Dace Zvanitajs
Mike Cerna
Mel Getty
James Payne Susan Labanich
Paul DeCloet
Councillor Esseltine 4 years Discretionary
Director of Recreation, Culture and
Parks
AND/OR Designate
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Special Awards
Committee
Ann Loker
Mary Anne Vangeertruyde
Sam Lanb Councillor Stephenson 4 Years Discretionary Clerk
AND/OR Designate
Tillsonburg Non
Profit Housing
Robert Hurley Evenly Fritz Ron Gasparetto
Joyce Hanson
Geraldine Brisebois
John Stanbridge Terry Pierce
Carolyn Hicks
Roderick Van Riesen
Councillor Adam n/a n/a n/a
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3966
A BY-LAW to amend Schedule A of By-Law 3876, to Define the Mandate,
Membership, and Meeting Procedures for Committees Established by The
Corporation of the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend Schedule A – of By-Law
3876;
BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of
Tillsonburg as follows:
1. THAT Schedule A of By-Law 3876 Committee Structure be amended as attached
hereto;
2. THAT these amendments to By-Law 3876 are hereby declared to be part of that
By-Law as if written therein;
3. THAT this By-Law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 23rd DAY OF NOVEMBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF NOVEMBER, 2015.
_______________________________
Mayor – Stephen Molnar
________________________________
Deputy Clerk – Tricia Smith
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1
CAO
STAFF REPORT
Title: Purchasing Policy
Report No.: FIN 15-47
Author: Darrell Eddington
Meeting Type: COUNCIL MEETING
Council/Committee Date: November 23, 2015
Attachments: SCHEDULE A BY-LAW 3967 PURCHASING POLICY
RECOMMENDATION
THAT Council receive Report FIN 15-47 Purchasing Policy;
AND THAT a By-Law to establish a Purchasing Policy be brought forward for Council’s consideration.
EXECUTIVE SUMMARY
Staff reviewed the revised purchasing policy with Council at the November 9, 2015 Council
meeting. Subsequent to that meeting, the Director met with legal counsel and added objective 2.1 (d) that addresses the Town’s methods of encouraging bids. The By-Law to approve the Purchasing Policy is being brought forward for Council’s consideration for three readings.
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3967
A BY-LAW to adopt the Town of Tillsonburg Purchasing Policy.
WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt and
maintain policies with respect to its procurement of goods and services and such policies will be
adopted to ensure that it is accountable to the public for its actions, and shall be the manner in which
the municipality will try to ensure that its actions are transparent to the public.
AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it expedient
and necessary to repeal By-Law 3765 Purchasing Policy, enacted November 11, 2013;
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting
the Tillsonburg Purchasing Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Town of Tillsonburg Purchasing Policy attached hereto as "Schedule A" is
hereby adopted and forms part of this by-law.
2. AND THAT By-Law 3765, Purchasing Policy, be and is hereby repealed in its entirety.
3. AND THAT this by-law comes into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 23rd DAY OF November, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF November, 2015.
Mayor – Stephen Molnar
Deputy Clerk – Tricia Smith
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Schedule A
THE CORPORATION OF THE TOWN OF TILLSONBURG
PURCHASING POLICY
APPOVAL DATE:
REVISION DATE:
11/23/15 Page 1 of 8
APPENDICES:
TABLE OF CONTENTS
1.0 DEFINITIONS.................................................................................................................2
2.0 POLICY STATEMENT....................................................................................................4
3.0 ESTABLISHING PRICE RANGE....................................................................................4
4.0 ACCOUNTABILITY.........................................................................................................5
5.0 PRESCRIBED COUNCIL APPROVAL...........................................................................6
6.0 EXCEPTIONS.................................................................................................................6
7.0 NO LOBBYING…………………………………………………...………………...………...7
8.0 HEALTH AND SAFETY………………………………………….........................................7
9.0 CO-OPERATIVE PURCHASING…..…………………………………………..…..…….…7
10.0 DISPOSAL OF SURPLUS……………………………………………….……..……..….....7
11.0 TIE BIDS…………………….…………………….……………............................................7
12.0 DELEGATON OF AUTHORITY TO PURCHASE............................................................7
13.0 OTHER..............................................................................................................................7
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BY-LAW No. 3967
OF THE
CORPORATION OF THE TOWN OF TILLSONBURG
A BY-LAW TO PROVIDE FOR THE PURCHASE OF GOODS AND SERVICES
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG HEREBY ENACTS AS FOLLOWS:
1.0 DEFINITIONS
In this By-Law:
a) “Agent” shall mean the Treasurer or designate who has the sole authority to authorize,
save and except the Mayor and Clerk, to execute contract documents on behalf of the Town;
b) "Bid" shall mean (i) a specific price for specific works or (ii) where appropriate, a proposal;
c) “Buyer” shall mean the employee responsible for the procurement of goods and services for the Town; individual responsible for ensuring that the purchasing by-law,
policies and procedures are consistently applied in the departments, and who serves as a resource to Departments in support of the purchasing function;
d) “CAO” shall mean the Chief Administrative Officer of the Town of Tillsonburg; and
e) “Clerk” shall mean the Clerk of the Town appointed pursuant to the Municipal Act 2001, as amended, or in her absence, the Deputy-Clerk or such other person
designated by the Council by resolution for the purposes of this By-Law;
f) “Department Manager” shall mean the individual or designate who is accountable for
the budget and responsible for the operations of any single department or division within the Town;
g) “Director” shall mean the individual accountable for the operation of overall departments within the Town;
h) "Emergency" shall mean a situation, or the threat of an impending situation, where serious delay may affect the life, safety, health or welfare of the general public, cause
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damage to the environment or to the property of the residents of the Town, or to prevent serious damage, disruption of work, or to restore or to maintain essential
service to a minimum level;
i) "Goods and Services" shall include all supplies, materials, equipment, furniture,
fixtures, general maintenance and service construction contracts, construction maintenance, contractors, and or subcontractors, food, drugs and professional services, but does not include real property;
j) “His” shall in all cases mean his or her and "he" shall in all cases mean he or she;
k) "Prescribed Forms or Forms" shall mean the standard documents as provided as part
of the purchasing procedure guidelines as approved by the CAO;
l) “Professional Services” shall mean the services of architects, engineers, designers,
surveyors, management and financial consultants, brokers, lawyers, planning consultants, project managers and any other professional and consulting services
required by the Town;
m) “Purchase” shall mean the acquisition of Goods and Services or any interest therein
by purchase, lease, rental or otherwise;
n) "Quotation" shall mean a written request for vendor bids for the supply of goods or
services, from selected sources of supply, not opened in public;
o) "Request for Proposal" shall mean a formal request for details on the supply of goods
or the provision of services, which cannot be fully defined or specified at the time of the request;
p) “Supplier” shall mean any company or organization that provides, or has the capacity to provide, certain Goods or Services to the Town in accordance with the terms of this
By-Law;
q) "Tender" shall mean a formal request for sealed Bids for the supply of Goods and
Services in response to an advertised solicitation;
r) “Town” shall mean The Corporation of the Town of Tillsonburg;
s) "Vendor of Record" shall mean an approved vendor.
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2.0 POLICY STATEMENT
2.1 Objectives
The objective of the policy is to ensure:
a) best value is achieved consistent with the required quality and service; b) integrity in the purchasing process; c) openness, accountability and transparency and fair treatment of all bidders; d) encouraging bids through e-bidding, newspapers and websites.
2.2 Guidelines
a) No Purchase shall be made except as provided in this By-Law.
b) No Purchase shall be split so as to avoid the purchasing process as outlined within this By-Law.
c) Council has the ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution.
d) Prior to the approval of the current year’s business plan and budget, a department may incur normal operating expenditures that are required to maintain services. This
shall include the payment of expenditures on previously approved capital items and projects.
e) No contract shall be entered into and no expenditure shall be authorized unless Council has provided funds for such purpose in the annual budget or agreed to the
provision of such funds.
f) The Department Managers, Directors, Fire Chief or the CAO shall ensure that all provisions of this By-Law are complied with in respect of the purchase of Goods and
Services for or on behalf of his department and are responsible for the approval of accounts within the approved budget for the department.
g) This purchasing policy may be overridden by Council if Council, in its own discretion determines it to be appropriate and in the best interest of the Town.
h) The Director of Finance shall maintain written procurement procedures and procurement shall adhere to those procedures.
3.0 ESTABLISHING PRICE RANGE
Purchase prices shall be obtained as follows:
• Up to $2,500 – For purchases up to $2,500, comparison pricing must be completed by
the assigned Buyer.
• $2,500 to $10,000 - For any purchases, other than those covered by a vendor of record, when the amount is between $2,500 to $10,000, the assigned Buyer making
the purchase shall obtain quotations from more than one source using catalogues, suppliers' lists, online pricing or through negotiations, upon assuring themselves that
all prices offered are fair and equitable.
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• $10,000 to $35,000 - For all purchases between $10,000 and $35,000, a minimum of
3 written quotations must be obtained by the assigned Buyer.
• Over $35,000 – By Tender or Request for Proposal.
The above prices shall be on a before-tax basis. Adherence to the above does not apply to
circumstances addressed in section 6.
QUICK GUIDE TO PURCHASING GUIDELINES
Purchasing Mechanism Dollar Value of Purchase Approval Authority & Authority to Award
Small Order Purchase Up to $2,500 Department Manager
Price Quotes $2,500 – $10,000
Department Manager or
Director approves;
purchaser made through
Departmental Buyer
Written Quotation
$10,000 –
$35,000
Department Manager
Director or CAO
Tender, Request for Proposals or Sole Source Purchases
$35,000 + Council
4.0 ACCOUNTABILITY
a) The CAO shall maintain accountability to Council during the procurement process.
b) No purchase of Goods and Services shall be made by the Town for the personal use of elected or appointed officials or employees of the Town.
c) No Goods and Services shall be purchased from an employee of the Town, or from any associate of such employee, unless the extent of the interest of such employee has been fully disclosed and the purchase has been approved by the CAO.
d) The Agent oversees the Town’s purchasing process and compliance thereof. Only the Agent, Mayor or Clerk has the authority to execute contract documents on behalf of
the Town.
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5.0 PRESCRIBED COUNCIL APPROVAL
The following Purchases shall be subject to Council approval:
a) any contract prescribed by statute to be made by Council;
b) any contract that requires debt financing;
c) any contract where this By-Law is being waived;
d) any contract where Council has expressly directed staff to report prior to an award;
e) any contract where a submission in response to a call for Bid contains an irregularity that cannot be resolved by terms of the Bid; or,
f) any contract for a Purchase made in accordance with section 6.0 (b);
g) any contract for a tender or request for proposal as required under this policy.
Council may waive, by resolution, the application of any part of this By-Law in respect of any given procurement.
6.0 EXCEPTIONS
a) When an emergency occurs that, at the discretion of the CAO, Director, Fire Chief, or Department Manager, constitutes immediate danger to health, safety, life or property,
or requires the immediate procurement of goods and services, the Department Manager or his/her designate may purchase through sole sources, such required
Goods or Services upon consultation with the Director or CAO. A follow-up report to
Council is required for all Emergency Purchases over $5,000.
b) The Tendering, RFP or purchasing process may not be required where the Goods or
Services are proprietary to one vendor, where there is only one supplier that can meet the Town’s needs within a reasonable distance or where the cost of changing
suppliers for a product or service already in place is deemed to be exorbitant by the CAO. Upon written staff recommendations, Council shall, in its’ sole discretion
determine whether a Bid, RFP or purchasing process may be forgone for these reasons. Such exemption must be granted by resolution.
c) Notwithstanding the provisions of this policy, the following expenditures must be made subject to budget constraints and may be made without following the formal
purchasing procedures detailed herein;
i) Petty cash items
ii) Training and education including conferences, courses and seminars
iii) Mileage, travel and accommodations
iv) Payroll related expenses
v) Utilities, postage, bank charges
vi) Licensing, maintenance and software support for prior purchases;
vii) Professional Services.
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7.0 NO LOBBYING
No bidder shall contact any member of Council or any Town staff in an attempt to influence
the award of a contract.
If a bidder contacts any member of Council or any Town staff in an attempt to influence the
award of a contract, the bidder may be disqualified at the discretion of the CAO.
8.0 HEALTH AND SAFETY
The Town is committed to the health and safety of their employees, contractors, visitors and
the general public. This includes a commitment to Health and Safety in the procurement process.
9.0 CO-OPERATIVE PURCHASING
The Town may participate with other government agencies or public authorities in co-
operative purchasing. The policies of the government agencies or public authorities calling the Co-operative Bid are to be the accepted policy of that particular Bid.
10.0 DISPOSAL OF SURPLUS
Where any goods or personal property of the Town are declared surplus, cannot be used by another Town department, and have a residual value greater than $1,000, the goods shall be
disposed of by public Bid or public auction. If no Bids are received, the Departmental Manager or Buyer may dispose of the goods or personal property as deemed to be in the best interest
of the Town. This section shall not apply to goods or equipment traded in on new equipment or returned for credit to original sources of supply.
11.0 TIE BIDS
In the event that two (2) or more compliant, equal bids are submitted during a competitive Bid process, the Town shall determine the successful bidder by drawing a bidder’s name, as determined by the CAO.
12.0 DELEGATION OF AUTHORITY TO PURCHASE
The authority to purchase Goods and Services may be delegated or assigned to a local Board following the dollar thresholds as set out in this Policy.
13.0 OTHER
Where any other By-Law exists which is in conflict with a provision of this Policy, the provision of this Policy shall be deemed to apply.
This Policy shall be reviewed and updated, as appropriate, every five (5) years, following the date of its enactment.
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READ A FIRST AND SECOND TIME THIS 23rd DAY OF November, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF November, 2015.
_______________________________ MAYOR – Stephen Molnar
_______________________________
DEPUTY CLERK – Tricia Smith
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STAFF REPORT
OPERATION SERVICES
Report Title: OAK PARK PHASE 2012 SUBDIVISION AGREEMENT
Report No.: OPS 15-40
Author: Jeff Molenhuis, P.Eng, Manager of Engineering
Meeting Type: COUNCIL MEETING
Council Date: NOVEMBER 23, 2015
Attachments: OAK PARK PHASE 2012 SUBDIVISION AGREEMENT WITH LANDMARK HOMES INC.
RECOMMENDATION:
THAT Council receive Report OPS 15-40 Oak Park Phase 2012 Subdivision Agreement;
AND THAT a By-law authorizing Mayor and Clerk to enter into the Subdivision
Agreement between the Town and Landmark Homes Inc. be brought forward for Council
consideration. SUMMARY
The Oak Park subdivision was originally planned to occur in a phased manner, with a total of
five (5) phases, the first of which was undertaken in 1994 for 33 lots. At that time the entire
development was subdivided and the original agreement registered on title for all 212 lots of the development. Since the original agreement contemplated a phased development
securities were only collected for the first phase, however development of subsequent phases
2A, 2B and phase 2007 continued to occur for a total of 85 lots without a properly executed
agreement or deposit of additional securities.
Executing this agreement will clearly outline the obligations and responsibilities of the
Developer and the Town for the construction of roads, sewers, watermains, and other
municipal infrastructure to current standards. The agreement also outlines milestones in the
development process for the Developer to obtain release of Building Permits.
To ensure the Developer complies with the terms of the Subdivision Agreement throughout the
life of the 2012 Phase, updated securities are required for the infrastructure works of not only
the 2012 Phase, but also for the remaining outstanding works of the prior phases 2A, 2B and
phase 2007. By entering into this Agreement, the Developer also commits to de-register and
replace the original subdivision agreement for all 18 lots within the 2012 Phase with the new Subdivision Agreement. Future development in the Oak Park subdivision will also require the
execution and registration of new subdivision agreements and subsequent de-registration of
the original subdivision agreement relative to the lots of each future phase.
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The installation of municipal services and all activity related thereto is entirely at the risk,
expense, and cost of the Developer without any claim or recourse against the Town or County.
The following has been provided to the Town as required by the Developer prior to entering
into the Subdivision Agreement:
• Deposit of the Securities (including outstanding securities); and
• Certificate of Insurance.
The Developer has previously obtained all required Ministry and Conservation Authority approvals, however in the event that the status of such external agency approvals change, the Subdivision Agreement outlines the Developer’s responsibility to rectify such changes in order
to retain the appropriate permits necessary to construct the works.
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact to the Town.
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STAFF REPORT
OPERATION SERVICES
Report Title: BROADWAY STREET REHABILITATION
Report No.: OPS 15-41
Author: Jeff Molenhuis, P.Eng., Manager of Engineering
Meeting Type: COUNCIL MEETING
Council Date: NOVEMBER 23, 2015
Attachments: BROADWAY STREET REHABILITATION AGREEMENT WITH THE MINISTRY OF TRANSPORTATION
RECOMMENDATION:
THAT Council receive Report OPS 15-41 Broadway Street Rehabilitation;
AND THAT Council authorize 2016 Pre-Budget Approval in the amount of $435,000 for
the coordination of rehabilitation work with the MTO along Broadway Street north of
North Street;
AND THAT a By-law authorizing Mayor and Clerk to enter into the Broadway Street
Rehabilitation Agreement with the MTO be brought forward for Council consideration.
SUMMARY
The MTO is planning to rehabilitate Highway 19 from Mount Elgin to the north limit of the Town in the spring of 2016. Considering the current condition of Broadway Street north of North Street, the Town identified an opportunity to leverage economies of scale to extend the
rehabilitation work beyond the Ministry’s original project limits. The purpose of the Agreement
is to clearly outline the additional scope of work identified by the Town, the obligations and
responsibilities of the Ministry and Town with respect to the design and construction of the additional scope, and to determine estimated costs and schedule for payment. The Agreement includes a milestone that after the detailed design is completed to review and refine
construction estimates. The Town could then consider continuing or cancelling the construction
without any penalty to the Town other than the design costs. The terms of the Agreement also
stipulate that the Ministry will oversee the design and construction of the rehabilitation work in consultation with the Town including incidentals during construction.
FINANCIAL IMPACT/FUNDING SOURCE
The Agreement outlines a total estimated cost of $375,000 comprised of $45,000 for design
and $330,000 for construction with the commitment from the Town to provide payment
according to the actual cost when constructed. The 2016 draft budget considers a project
estimate of $435,000 that provides for a 15% contingency allowance for incidentals that may
occur during construction.
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THIS AGREEMENT is made this day of , 201 .
BETWEEN: THE CORPORATION OF THE TOWN OF TILLSONBURG
(the “Town”)
and
HER MAJESTY THE QUEEN IN RIGHT OF THE PROVINCE OF
ONTARIO, REPRESENTED BY THE MINISTER OF
TRANSPORTATION FOR THE PROVINCE OF ONTARIO
(the “Ministry”)
WHEREAS:
A. The Ministry is the owner and road authority of Highway 19, as illustrated in
Schedule “A” in the County of Oxford.
B. The Ministry intends the rehabilitate the section of Highway 19 from the North limits
of Tillsonburg to the North limits of Mount Elgin under GWP 3021-13-00.
C. The Town is the owner and road authority of Broadway Street, which extends south
of Highway 19 as illustrated in Schedule “A” in the Town of Tillsonburg.
D. The Town has requested the Ministry extend the limits of asphalt paving south by 765
meters on the Ministry work project reference GWP 3021-13-00 from Highway 19
onto Broadway Street.
E. The Town agrees, and acknowledges, by way of Council resolution number
________ dated _______, that the Town is authorized to enter into this Agreement
and pay all costs associated with the Works (as defined in section 1.6) as per article 6.
F. The Town requests, and the Ministry agrees, to have the Ministry undertake the
detailed design, construction, construction administration and inspection for the
requested extended limits of paving upon the terms and conditions of this Agreement.
G. It is deemed expedient to enter into this Agreement for the detailed design,
construction and incidentals of the Works by the Ministry.
NOW THEREFORE in consideration for the terms of this Agreement and the sum of Ten
Dollars ($10.00) of lawful money of Canada paid by each of the parties of this Agreement to
the other, the receipt whereof is hereby acknowledged, and other good and valuable
consideration, the Town and the Ministry agree as follows:
1. Definitions
In this Agreement:
1.1. “Broadway” shall mean the section of roadway identified from STA 12+650 to STA
11+885, described as the north Town limit to the property municipally known as 612
Broadway Street.
1.2. “cost” shall mean all the items of cost all howsoever styled inclusive of interest,
inclusive of a cost sum or sums, and inclusive, but not limited to, out of pocket
expenses, consultants, contractors, environmental remediation, surveyors, solicitor
and his client costs. And includes the concept of expense and all the items of expense
all howsoever styled, inclusive of an expense sum or sums, unless specified
otherwise. The staff time of neither the Town nor Ministry shall be included as a cost
and each party shall be responsible for the cost of their own staff time related to the
Works.
1.3. “costs” shall mean the same as "cost", but in plural.
1.4. “cost of Design” shall mean those costs payable for the environmental assessment
and detailed design of the Works, being all related hard costs, including without
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limitation costs for geotechnical investigation, pavement design, surveys, traffic
analysis and development of construction contract documents.
1.5. “cost of construction” shall mean those costs payable for the construction of the
Works, being all related hard costs, including without limitation costs for
environmental remediation, surveys, utility relocations, placement of fill, granular
lifts, asphalt, diesel fuel index, Performance Grade Cement (PGAC) index, material
testing, material bonuses, signals, illumination, pavement marking, signing, and
contract administration.
1.6. “Design” shall mean the environmental assessment and detailed engineering design
of the Works, and also means that Design is pursuant to the criteria and standards of
Ministry and is approved by the Ministry in consultation with the Town.
1.7. “Highway 19” shall mean the section of roadway from STA 21+900 to STA 12+650
1.8. “Works” shall mean with respect to Highway 19, Ministry work project reference
GWP 3021-13-00:
(a) the Design of the extended limits of paving for an additional seven hundred
and sixty five (765) meters south of the existing limits of paving (From Sta
12+650 to Sta 11+885);
(b) the geotechnical investigation and pavement design of the extended limits of
paving in accordance with the Ontario Provincial Pavement Engineering
Guidelines;
(c) the engineering survey required to complete the Design and develop base
plans suitable for inclusion in a Ministry construction contract;
(d) the traffic analysis required to develop a traffic management plan in order to
construct the extended limits of paving;
(e) the development and completion of contract documents to be included with
GWP 3021-13-00;
(f) the construction of the extended limits of paving as requested by the Town as
part of GWP 3021-13-00;
(g) In consultation with the Town all incidentals all howsoever styled to all the
above; and
all above Works according to the warrants, criteria, standards, and incidentals of the
Ministry pursuant to the Design.
2. Ministry Responsibilities and Contract Works
2.1. The Ministry will, at the cost and expense of the parties as set out in article 6 below:
(a) undertake an environmental assessment in accordance with the Ministry Class
Environmental Assessment for Provincial Transportation Facilities, obtain the
necessary environmental approvals, undertake utility relocations as necessary,
and complete the Design; and
(b) effect and administer the Works including all required tendering, contract
administration and inspection in accordance with Ministry of Transportation
standard specifications, Design and construction criteria.
2.2. The Ministry shall consult with the Town regarding the pavement construction
strategy for the requested extended limits of paving under the Works based on the
results of a Geotechnical Investigation and Pavement Design meeting the
requirements of the Ontario Provincial Pavement Engineering Guidelines.
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3. Future Work
3.1. The Ministry, by administering the Works under this Agreement for which the Town
takes responsibility of the cost, shall not be construed as being responsible for any
aspects of future works to that portion of Broadway Street under the Town’s
jurisdiction.
4. Commencement of Work
4.1. Subject to the availability of funding from the Ontario Legislature, the Ministry shall
arrange for the commencement of the Ministry work under GWP 3021-13-00 in an
expeditious manner.
4.2. Following the completion of the matters identified in section 2.1 (a) and prior to
commencing the matters identified in section 2.1 (b), the Ministry shall confirm the
construction scope and cost estimate of the Works. Subject to section 4.5, the Town
shall provide final approval to the Ministry to proceed with the Works identified in
section 2.1 (b).
4.3. The Ministry shall not include the Works in the tender package for construction of
GWP 3021-13-00 without the timely and irrevocable approval from the Town to
proceed with the Works.
4.4. Should the final approval from the Town to proceed with the Works not provide
sufficient time for the Ministry to include the Works in the tender package for
construction of GWP 3021-13-00, the Ministry shall pursue a change order request
with the contractor and provide the construction scope and cost estimate to the Town
for review and approval to proceed with the Works or the Town’s election not to
proceed with the Works. In either case, the Town shall respond in a timely manner,
failing which the Ministry will proceed without the Works.
4.5. Should the Town elect not to proceed with the Works identified in section 2.1 (b), the
Ministry shall provide the Town with the detailed engineering design, including
geotechnical investigation, pavement design, surveys, traffic analysis and design
drawings.
4.6. Subject to receiving the approval of the Town to proceed with the Works, the
Ministry shall use all reasonable efforts to bring the Work to completion in an
expeditious manner within one (1) year from the commencement of the Works.
5. Maintenance and Repair
5.1. The Town, under the terms of this Agreement, is hereby deemed to be under an
obligation to effect, and shall effect at no cost to the Ministry, all required
maintenance and repair to the extended limits of paving according to the standards of
the Town upon completion of the Works.
5.2. Upon the completion of the Works, the Ministry will provide a standard one (1) year
warranty period applicable to Ministry construction projects for the extended limits of
paving under the Works.
6. Financial Contributions and Conditions for Payment
6.1. It is agreed that the costs associated with the Works are one hundred percent (100%)
the responsibility of the Town.
6.2. The Ministry, upon completion of the Design will at that time invoice the Town at the
paragraph 7.1 address for the costs associated with the Design of the Works. The
Town shall pay by cheque submitted to the Ministry, made payable to the order of
“Minister of Finance” within 30 calendar days after receipt of said invoice, the sum
set forth as payable in that invoice.
6.3. It is agreed that the estimated cost of Design of the Works is forty-five thousand
dollars ($45,000.00).
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6.4. It is agreed that the estimated cost of construction of the Works is three hundred and
thirty thousand dollars ($330,000.00).
6.5. Despite sections 6.3 and 6.4 estimated costs, the Town is responsible for 100% of the
actual cost of the Design and subject to section 4.5, the construction and all
incidentals all howsoever styled of the Works.
6.6. The Ministry, upon completion of construction of the Works will at that time invoice
the Town at the section 7.1 address for the remaining costs associated with the
Works. The Town shall pay by cheque submitted to the Ministry, made payable to the
order of “Minister of Finance” within 30 calendar days after receipt of said invoice,
the sum set forth as payable in that invoice.
6.7. Should the Town elect not to proceed with the Works identified in section 2.1 (b), the
Town shall pay by cheque the actual cost for Design of the Works only, as identified
in section 6.5.
6.8. Costs and responsibility for costs associated with any additional works identified or
requested, during the detail design or construction of the Works, beyond those
illustrated in Schedule A and defined as the Works, will be agreed upon between the
Ministry and the Town prior to initiation of those additional works.
7. Addresses
7.1. The address of The Town for the purposes of this Agreement, unless The Town
otherwise advises in writing, is:
The Corporation of the Town of Tillsonburg
10 Lisgar Avenue
Tillsonburg ON
N4G 5A5
Attention: Director of Operations
7.2. The address for the Ministry for the purposes of this Agreement, unless the Ministry
otherwise advises in writing, is:
Regional Director, West Region
Ministry of Transportation
659 Exeter Road
London, ON
N6E 1L3
Tel. (519)-873-4333
Fax: (519)-873-4236
7.3. Notices under this Agreement shall be in writing and sent by personal delivery,
facsimile transmission ("Fax") or by registered mail. Notices by registered mail shall
be deemed to have been received on the fourth business date after the date of mailing.
Notices by personal delivery or by Fax shall be deemed to have been received at the
time of the delivery or transmission unless delivered or transmitted on a weekend or
holiday, in which case such notice shall be deemed to have been received on the next
business day. In the event of an interruption in postal service, notice shall be given by
personal delivery or Fax.
8. Dispute Resolution
8.1. In the event of any dispute between the Town and the Ministry as to any matter under
this Agreement, the dispute shall be dealt with in the following manner and sequence:
(a) the parties will meet to discuss the dispute in good faith and use all reasonable
efforts to resolve the matter by negotiation;
(b) if the dispute cannot be resolved by negotiation within a reasonable period of
time, then the parties shall submit the matter to non-binding arbitration and
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5
the provisions of the Arbitrations Act, 1991, S.O. 1991, c.17 as amended, shall
apply; and
(c) if the dispute is not resolved through non-binding arbitration, then the parties
may pursue their strict legal rights available at law.
9. Warranty
9.1. The Town warrants that it has taken all necessary steps, done all acts, passed all by-
laws, and obtained all approvals required to give it the authority to enter into this
Agreement.
10. Entire Agreement
10.1. This Agreement, including any schedules attached hereto, constitutes the entire
understanding and agreement between the parties with respect to the subject matter
hereof and there are no representations, understandings or agreements, oral or written,
with respect to the subject matter hereof which are not included herein.
11. Binding Agreement
11.1. This Agreement shall enure to the benefit of and be binding upon the parties hereto
and their respective successors, and permitted assigns. The Town shall not assign this
Agreement without the prior written consent of the Ministry.
IN WITNESS OF ALL contained in this Agreement:
DATED this day of , 201
THE CORPORATION OF THE TOWN OF TILLSONBURG
c.s.
Mayor
Clerk
DATED this day of , 201
HER MAJESTY THE QUEEN IN RIGHT OF THE PROVINCE OF ONTARIO,
REPRESENTED BY THE MINISTER OF TRANSPORTATION FOR THE
PROVINCE OF ONTARIO
___
Minister of Transportation
90
SCHEDULE "A" TO THE AGREEMENT BETWEEN THE TOWN OF
TILLSONBURG AND THE MINISTRY OF TRANSPORTATION
91
STAFF REPORT
RECREATION, CULTURE & PARKS
Title: CSC Boiler Replacement
Report No.: RCP 15-49
Author: COREY HILL
Meeting Type: COUNCIL MEETING
Council/Committee Date: NOVEMBER 23, 2015
Attachments:
RECOMMENDATION
THAT Council receive Report RCP 15-49 – CSC Boiler Replacement for information;
AND THAT T.A. Thomson Electrical Contractors be awarded the contract to replace
boilers at the Customer Service Centre at their quoted price of $14,800.00 (plus HST);
AND THAT the replacement costs be funded from the unused portion of the
allocation approved for roof and brick repairs at the Customer Service Centre.
EXECUTIVE SUMMARY
The system providing heat to the north end of the Customer Service Centre building
has failed and must be replaced before the winter. Staff secured multiple quotes
for the work and recommend awarding the work to T.A. Thomson Electrical Contractors at their quoted price of $14,800.00 (plus HST).
BACKGROUND
The Customer Service Centre uses hard water to supply its boilers. The use of hard water has caused a build-up/blockage of lime resulting in the early failure of the
heating system in the Metering Shop. The hard water has caused a permanent
build-up/blockage of lime in the primary boiler, and the redundant boiler has a
small hole in heat exchanger and has shorted out the ignition and blown the circuit
board. Subsequently, the 2 boiler system is currently not functional.
As such, it is necessary to replace the boilers with a new high efficiency boiler
system that has a larger water side chamber in the heat exchanger and should not result in lime build-up. Even if build-up does occur, the new system can more
easily be cleaned without permanent blockage.
In the 2014 budget there was an approved capital project to replace the CSC roof
with a budget of $120,000. On-site analysis determined that the roof could be
rehabilitated at a lower cost (rather than replaced), with the remaining budget
available to address the discoloured brick at the Customer Service Centre. The roof
RCP 15-49 - CSC Boiler Replacement 1/2
92
repairs were completed in 2014 at a cost of $72,236.67. Attempts to find a
solution for discoloured brick issue that is affordable within the remaining
$47,763.33 have not been successful. As the issue is aesthetic one, the need to
spend significant dollars to address it has been deferred until a decision about the long-term use of the building has been made through the Town Hall Committee.
CONSULTATION/COMMUNICATION
N/A
FINANCIAL IMPACT
Staff recommends that the $14,800.00 (plus HST) required to fund the boiler
replacement be funded from the $47,763.33 remaining in the roof brick repair project. This will reduce the projected 2015 year-end reserve balance.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
No impact.
RCP 15-49 - CSC Boiler Replacement 2/2
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TOWN OF TILLSONBURG DEVELOPMENT
COMMITTEE
MINUTES
DATE: Tuesday, October 13, 2015 TIME: 7:30 AM
LOCATION: 10 Lisgar Ave – Board Room, Customer Service Centre
Committee Members in Attendance: Andrew Burns, Mike Bossy, Lisa Gilvesy, Jesse Goossens, Councillor Jim Hayes, Mayor Stephen Molnar, Randy Thornton, Cedric
Tomico, John Veldman, Steve Spanjers
Staff Present: David Calder, Cephas Panschow
Regrets: Kirby Heckford, Lindsay Morgan, Scott McLean, Ashton Nembhard
1) Call to Order
Meeting was called to order at 7:32 AM.
2) Adoption of Agenda
Addition of Proposed Trail System Expansion added as item 8 (a)
R. Thornton – 1st
L. Gilvesy – 2nd
“Carried”
3) Disclosure of Pecuniary Interest
None
CORPORATE OFFICE
200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone # (519) 842-6428, Fax # (519) 842-9431 Web: www.tillsonburg.ca
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4) Adoption of Minutes of September 9, 2015
J. Hayes – 1st
C. Tomico – 2nd
“That the Minutes of September 9, 2015 be approved.”
“Carried”
a) Business Arising from the Minutes:
None.
5) Standing Items
a) Community Strategic Plan
A report to Council is in the process of being prepared and will be circulated to Committee prior to going to Council. Request update presentation from Deputy Clerk at future
meeting.
b) Post-Secondary Education
Staff advised that survey has been completed and updated to reflect additional responses.
Unfortunately, only one additional respondent from agricultural sector. Based on results, there does appear to be support for businesses to work together on training needs.
c) Tillsonburg Hydro Inc
None.
6) New Business
a) SOMA Asia Mission
Further to draft and final reports circulated, staff believe that this mission is worth
attending due to the investments meetings that are being scheduled as well as signature
events. The turning point in considering this mission was the potential to welcome THK’s
investment in Tillsonburg.
Mayor commented that these types of mission are a lot of work as evidenced by the draft
schedule and especially because of the shorter duration of Tillsonburg’s participation
compared to other communities. However, it is important to take advantage of the potential investment opportunities for Tillsonburg’s benefit.
J. Goossens – 1st
A. Burns – 2nd
“That the Town of Tillsonburg’s participation in the SOMA Asia Mission be supported as detailed in Report DCS 15-44 – SOMA Asia Mission due to the potential investment
opportunities as well as support for an organization of which Tillsonburg is a member
(SOMA).”
“Carried”
CORPORATE OFFICE
200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone # (519) 842-6428, Fax # (519) 842-9431 Web: www.tillsonburg.ca
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b) Report – Securing the future of Canada’s Automotive Industry
Committee discussed the information referred to it by Council and release of the general
details since the UNIFOR motion was brought forward to Council (Sep 28). The reduction
in North American content for automotive is an area of potential concern as this means
increased competition for small and medium sized (SME) automotive parts manufacturers.
In general, the agreement will benefit the large corporations who are moving products
around the world.
What is the transition period over which these barriers will be reduced?
L. Gilvesy – 1st J. Veldman – 2nd
“That the Development Committee support in principle the Trans-Pacific Partnership
resolution subject to the Federal Government developing a strategy related to the transition period for the automotive sector in order to mitigate impacts.”
“Carried”
c) Town Hall Task Force – Multi-use Opportunity
J. Veldman advised that the opportunity to consider options for a new Town Hall
could be a once in a 75 – 100 year opportunity. This means that it is important to
consider what other uses could be accommodated within a multi-use Town Hall.
These could include space for education/training, entrepreneur support space (e.g.
business incubator) or even social uses (market, etc).
Staff advised that the Town has released a Request for Quotation for a space
needs study and this will be important in terms of determining how the Town could
consolidate space and what the future needs of the Town are.
At a preliminary stage in the process and there will be significant public
engagement as plan is developed.
Discussion was to make this a standing item for the committee.
7) Economic Development Update
a) 253 Broadway
Staff provided an overview of the Public Meeting held at Council on Sep 28, 2015.
There were a significant number of concerns raised by neighbouring property
owners although none by the property owner to the south. Concerns relate to the
request for reduced parking, the already permitted 0 foot setback from the
property line and the request for the reduced greenspace.
Although parking proposed to be provided is approximately 50% of required
amount, this is still more parking than other project in the downtown and the
Developer will be required to pay cash in lieu of parking, which will enable the
Town to create more parking elsewhere in the downtown. The amount of
greenspace was not clear at the meeting.
CORPORATE OFFICE
200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone # (519) 842-6428, Fax # (519) 842-9431 Web: www.tillsonburg.ca
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Applicant has provided a simplified drawing that shows the building footprint on
the property, the new parking spaces being created and the green space around
and on the property.
The BIA is fine with their sign that is being relocated and are supportive of the
project although no written correspondence has been provided in that regard.
They would consider providing if needed.
The primary commercial tenant is already located in the downtown and this will
support their relocation and growth. They have zero parking where they are
currently located.
Development Committee confirmed that their original motion in support of the
project still stands as they believe this will be a good project for the
downtown/community.
b) Employment Analysis
Staff provided an overview of employment growth by sector for the years 2001,
2006, 2009, 2011, 2014 and projected to 2020. 2001 was the peak for
employment in Tillsonburg as well as in the manufacturing sector at 9,063 and
4,003 jobs (in Tillsonburg – Place of Work data), respectively. 2009 was the low
with 7,272 jobs but this rebounded to 8,230 jobs in 2014 (an increase of 958 jobs
with 571 of the job growth being in the manufacturing sector).
Questions are how can we use this information and how do we get better data if
the data is faulty.
c) Airport Development
Staff provided an update on the three new hangars approved including two private and
one commercial hangar. The commercial hangar is exciting as it includes the relocation of two businesses to the Tillsonburg Regional Airport including an Approved Maintenance
Organization and an agricultural spraying business. The addition of an AMO business will
result in the airport becoming a one-stop shop for aircraft maintenance. Very few other
airports have maintenance organizations and a paint shop.
9) Liaison Updates
d) Departmental Reports
None.
e) Tillsonburg District Chamber of Commerce
Trip to Italy just took place and report will be forthcoming. Chamber continues to be open to advocacy on any issues that local businesses may have.
As the recent past was the first time that the MP had an office, are all candidates
committed to maintaining an office in Tillsonburg?
CORPORATE OFFICE
200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone # (519) 842-6428, Fax # (519) 842-9431 Web: www.tillsonburg.ca
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f) Downtown Business Improvement Association
Turtlefest budget was revenue neutral this year. BIA’s Friday event came in under
budget. 2016 budget will include funds for Signage maintenance, trees and grate
replacement.
Pedlar’s Quay and Sunnyside Kitchens façade projects are both underway.
Christmas Crawl is the next promotion planned for Friday, December 4. Santa
Claus parade is planned for November 21, 2015.
g) Tillsonburg District Real Estate Board
None.
h) Physician Recruitment/Oxford Physician Recruitment
Committee reviewed the draft website and provided comments on clarity of “More
Opportunities” button, links to community profiles – e.g., demographics, education,
etc. and possibly the local municipal websites, possibility of providing a newsletter
option, use of local photos, and a prominent “local practices” section.
8) Roundtable
Request to host an intern placement for a contact from the Harrison International Peace
Hospital. The intern is already working at the Harrison Hospital in Tillsonburg’s Sister City
(Heng Shui), but would like to expand knowledge and language skills with a placement here. Tillsonburg hospital has agreed to provide the internship but the contact would like
to be billeted with a local family as that will help with her language skills and defray some
costs. Need is for approximately one month from November 10 to December 10?
Mayor raised issue of being underserviced with respect to family physicians. Ontario
Ministry of Health has now provided for Local Health Integration Networks (LHINs) to have
input on underserviced designation. This could be good for Tillsonburg as we service the
tri-county area.
Chair raised issue on Syrian refugees. A few local churches are involved in this initiative.
9) Date of Next meeting
10) Adjournment
R. Thornton moved that the meeting be adjourned at 9:40 AM.
CORPORATE OFFICE
200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone # (519) 842-6428, Fax # (519) 842-9431 Web: www.tillsonburg.ca
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Attendance
Present: Chair Ann Loker, Mayor Stephen Molnar, Councillor Brian Stephenson, Mary Anne
VanGeertruyde, Sam Lamb
Staff: Lana Lund
1. Call to Order 3:02
2. Adoption of Agenda
Moved By: S. Lamb Seconded By: M. VanGeertruyde
Resolution
THAT the Agenda as prepared for the Committee meeting of September 16, 2015, be
adopted.
‘Carried’
3. Disclosure of Pecuniary Interest
None
4. Approval of Previous Minutes
Moved By: B. Stephenson Seconded By: M. VanGeertruyde
Resolution
THAT the Committee Minutes for the August 5, 2015 meeting be approved, as amended to
reflect that Mayor Molnar nominated Ann Loker for the position of Chair.
‘Carried’
5. General Business and Reports
i) Discussion Regarding Purpose and Process of the Committee, requested by Chair
Chair Loker distributed a handout “Spontaneous Survey While Recruiting for Award
Nominees and Feedback from the Community at Large”. She summarized comments
after talking to service organizations, groups, and local citizens regarding volunteers,
potential nominees, and their views on prior volunteer award initiatives by the Town.
The Corporation of the Town of Tillsonburg
Special Awards Committee
September 16, 2015
3:00pm
Annex Board Room, Corporate Office
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
99
Special Awards Committee Minutes – September 16, 2015 - 2 -
The Committee discussed the feedback to ensure we are taking the best approach to
launch the volunteer program back into the community, and working with groups to
assure them we are trying to recognize deserving individuals.
With respect to the Favourite Sons/Daughters program, Mayor Molnar confirmed this
program remains alive, and perhaps this Committee could look at a way to publicly
recognize those individuals that have been, and will be, recognized. Perhaps the
Committee could identify a public location to display these plaques.
ii) Redesign of Certificate (see Item iii)
iii) Redesign of Brochure and Application/Nomination Form
To further support the direction from the August 5th meeting, the following resolution was
passed.
Resolution
THAT communication be extended to the Town requesting redesign of a new Certificate
to recognize volunteers, as well as a draft Brochure and redesigned Nomination Form,
by October 13, 2015, in advance of the October 21st Special Awards Committee
meeting.
‘Carried’
iv) Clerk’s Comments regarding Sign-Offs from Nominees and Nominators
L. Lund reported that the Clerk recommends signature lines for both the Nominator and
the Nominee on the Nomination Form. Going forward Nominations will require sign-off
from both parties.
v) Previous Nominations/Recognitions (attached)
L. Lund provided a list of previous Volunteer Recognitions, 1992 – 2010. There have
been no recognitions since May 25, 2010.
vi) Review of Suggested Nominations
Discussion was held regarding potential nominations. The new Nomination Form is
expected to be available for the next meeting, at which time those suggestions and
others can be pursued.
Each Committee Member was asked to bring forward 2 nominations at the next meeting.
6. Other Business
100
Special Awards Committee Minutes – September 16, 2015 - 3 -
Volunteer of the Month Link – Mayor Molnar suggested an icon on the website, with a link
to the current Volunteer of the Month, previous recognitions, as well as other relevant
information. This suggestion was supported by all members of the Committee.
Volunteer of the Year – Chair Loker is encouraged that we will get to a point where we can
have a Volunteer of the Year Award, celebrated at an annual event.
Rosie Award – Mayor Molnar to discuss this idea with administration.
Gift Certificates – B. Stephenson to connect with the Director of Finance and report back at
the next meeting. The Chair also suggested the work of local artisans be considered for use
in recognitions.
Service Clubs List – L. Lund provided an up-dated list. Copies to be available at the next
meeting for Committee members.
Agencies and Organizations List – Mayor Molnar provided a list. Copies to be available
at the next meeting for Committee members.
7. Next meeting – October 21, 2015 @ 3:00pm in the Corporate Office
8. Adjournment
Moved By: M. VanGeertruyde
Resolution
THAT the September 16, 2015 meeting be adjourned at 3:41pm.
101
=
Attendance
Present: Marty Klein, Mayor Stephen Molnar, Councillor Penny Esseltine, Andrew Gilvesy,
John Veldman
Staff: David Calder, Lana Lund
Regrets: Rick Strouth
1. Call to Order - 4:02pm
2. Adoption of Agenda
Moved By: P.Esseltine Seconded By: A.Gilvesy
Resolution
THAT the Agenda as prepared for the Committee meeting of October 22, 2015, be
adopted.
‘Carried’
3. Disclosure of Pecuniary Interest
None
4. Approval of Previous Minutes
Moved By: S.Molnar Seconded By: P.Esseltine
Resolution
THAT the Minutes for the September 16, 2015 meeting be approved.
‘Carried’
The Corporation of the Town of Tillsonburg
Town Hall Project Steering Committee
October 22, 2015
4:00pm
Annex Board Room, Corporate Office
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
102
Council Meeting – Agenda - 2 -
5. General Business and Reports
i) Discussion regarding Central Area Design Study (previously provided)
The CAO spoke to this item, noting it had been provided as information.
J. Veldman suggested engaging the same consultant. Discussion was held and this
can be reviewed at a later time.
ii) Inventory/Map of Town Owned Land (to be provided at meeting)
The CAO reviewed the current inventory/map.
We will be getting County GIS to refine this a little more and make it more useful.
Perhaps the Town owns property that would make sense to use, however, if we take
parking out of the equation, that has to be considered as well.
Also for consideration is the development of the south end of Broadway. Perhaps
this could be added as a different colour to the map, for consideration purposes.
Committee will need to formalize its discussion and recommendation(s) through
resolution, once determined.
iii) Hemson Growth Study (previously provided)
Provided as information.
iv) Update regarding RFP - Space Needs Study
The CAO provided an update to the Committee. The RFP closes a week today –
October 29, 2015. To date, 33 RFPs have been taken, with questions from 3. An
Addendum went out today. Proposals will be brought to this Committee, to
determine a successful vendor. We are hoping for a February 1, 2016 completion.
Mayor Molnar spoke of material from late 2010, including redevelopment of this
location, and presentation by owners. The material to be brought back for this
Committee’s information.
J. Veldman further commented on his suggestion to also engage the consultant that
prepared the Central Area Design Study. Discussion was held, and it was suggested
we proceed as we currently are, get a basic idea of size and needs, and perhaps
after that we do a very broad RFP, at which time John’s suggestion would be
addressed.
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Council Meeting – Agenda - 3 -
Mayor Molnar suggested we prepare internally a map/documentation illustrating
where we currently are and the number of full-time employees. The CAO confirmed
that can be provided.
Further to the close of the current RFP, 15-013 – Consulting Services to Conduct a
Space Needs Analysis, this Committee to schedule a meeting within the next couple
weeks to review submissions. A revised map with the location of current assets, and
also vacant spaces and who owns what in the core, to be provided as well.
6. Round Table
2016 Budget - D. Calder to discuss with the Town Treasurer about putting a line item in, for
consultant dollars, etc.
Updates to the Development Committee - Mayor Molnar noted that the Development
Committee is in support of this Committee’s work and has requested regular updates.
J. Veldman asked the question, what are we, as members of this Committee, able to
discuss. Clarification was provided.
7. Next Meeting – Tuesday, November 10, 2105 @ 4:00pm
8. Adjournment
Moved By: Mayor Molnar
Resolution
THAT the October 22, 2015 meeting be adjourned at 5:04pm.
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Attendance: Charles Baldwin, Rick Cox, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Sue
Saelens, Marian Smith, Janet Wilkinson and guest Christine Nagy
Regrets and Absent: Ken Butcher, Paul Wareing, Trisha Smith, Maurice Verhoeve
1. Call to Order: The meeting was called to order at 9:00 a.m. by Robert Marsden.
2. Adoption of Agenda
Moved By: J. Wilkinson Seconded By: P. Esseltine
Proposed Resolution
THAT the Agenda as prepared for the Committee meeting of October 1, 2015 be adopted with additions
and changes. Carried
3. Disclosure of Pecuniary Interest: None
4. Approval of previous minutes
Moved By: P. Esseltine Seconded By: P. DeCloet
Proposed Resolution
THAT the minutes for the September 3, 2015 meeting be approved with the amendment that P. Esseltine
was absent. Carried
5. Presentations and Deputations: a) Rick Cox advised the committee that the Town had been selected to receive 750 Dutch tulip bulbs from Holland. This is in recognition of the anniversary of WWII and the relationship between Holland and
Canada. A condition of the gift is that a Dutch-Canadian Friendship Garden must be created and involve veterans, school children and anyone else in the community who wants to take part. After
discussion several potential locations, the committee chose the north east corner of the cemetery.
This was deemed to be a site visible to all on a main road and an appropriate welcome to the town. The site needs to be prepared for the bulbs to be planted by early November.
Moved By: M. Smith Seconded By: S. Saelens
Proposed Resolution
THAT the north east corner of the cemetery be recommended for the location of the Dutch-Canadian
Friendship Garden. Carried
The Corporation of the Town of Tillsonburg
Heritage, Beautification &
Cemetery Advisory Committee
October 1, 2015
9:00 a.m.
Marwood Lounge
Tillsonburg Community Centre
Minutes
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Heritage, Beautification & Cemetery Advisory Meeting – Minutes - 2 -
b) Christine Nagy informed the committee of her background and association with Tillsonburg Horticultural
Society. She explained how the Society has partnered with Tillsonburg BIA over the last three years in
an attempt to beautify the downtown area. This has been unsuccessful for a number of reasons. Christine requested a partnership of Tillsonburg Horticultural Society, Tillsonburg BIA, Garden Gate
and the Town of Tillsonburg to bring some beauty to Tillsonburg. She suggested permanent large pots placed mid-block rather than hanging baskets. These would be planted with flowers for the spring to fall period and replaced with winter greenery for the winter months.
Moved By: S. Saelens Seconded By: J. Wilkinson
Proposed Resolution
THAT a working group partnership of Tillsonburg Horticultural Society, Tillsonburg BIA, Garden Gate and
the Town of Tillsonburg be formed to plan, design and implement a Town wide beautification project. Carried.
In addition, it was felt that an official representative from Tillsonburg Horticultural Society would be an asset to this committee.
Moved By: P. Esseltine Seconded By: R. Cox
Proposed Resolution
THAT this Committee request a revision to our Terms of Reference to allow an increase in the number of
members to include a Tillsonburg Horticultural Society representative to be a part of this Committee.
Carried.
Moved By: P. Esseltine Seconded By: M. Smith
Proposed Resolution
THAT a sub-committee be formed to implement the beautification project. Members will be P. Esseltine, S.
Saelens, P. DeCloet and M. Smith. Christine Nagy will be the representative from Tillsonburg Horticultural
Society. Carried.
6. General Business and Reports: a) Tree By-law: A new appendix was handed out to members. The amended bylaw and the appendix
were reviewed by members. Corrections were noted
Moved By: P. Esseltine Seconded By: S. Saelens
Proposed Resolution
THAT the Draft Tree By-law (replacing By-law 3135) and attached Appendix with corrections be
recommended to Council for approval. Carried.
b) Terms of Reference – referred to next meeting.
7. Correspondence: None
8. Other Business:
a) P. Esseltine handed out Volunteer Service Recognition Awards to M. Smith and S. Saelens who were
unable to attend the Town’s event. b) C. Hill noted that the report on the Trottier woodlot handed out at the last meeting was for information
only. Corey made available two other comprehensive risk assessment reports on other trees in the
town from Cambrian Forestry. These detail the health, condition and hazardousness of specific trees. c) Littering – referred to next meeting.
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Heritage, Beautification & Cemetery Advisory Meeting – Minutes - 3 -
d) R. Marsden mentioned an issue at the cemetery of the gates to the storage yard/work area are often
left open. This is unsightly and he requested that the gates be closed when this area is not in use.
9. Next meeting: November 5, 2015 at 9:00 a.m. in the Marwood Lounge.
10. Adjournment
Moved By: P. DeCloet
Proposed Resolution
THAT the October 1, 2015 meeting be adjourned at 10.40 a.m. Carried
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Attendance: Charles Baldwin, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Sue Saelens, Marian Smith, Trisha Smith, Paul Wareing, Maurice Verhoeve, Regrets: Ken Butcher, Rick Cox, Janet Wilkinson
1. Call to Order: The meeting was called to order at 9:04 a.m. by Robert Marsden.
2. Adoption of Agenda
Moved By: P. Wareing Seconded By: P. Esseltine
Proposed Resolution
THAT the Agenda as prepared for the Committee meeting of September 3, 2015 be adopted. Carried
3. Disclosure of Pecuniary Interest: None
4. Approval of previous minutes
Moved By: S. Saelens Seconded By: P. DeCloet
Proposed Resolution
THAT the minutes for the June 11, 2015 meeting be approved with the amendment that P. Esseltine was
absent. Carried
5. Presentations and Deputations: None
6. General Business and Reports: a) Draft cemetery bylaw
Moved By: P. DeCloet Seconded By: S. Saelens
Proposed Resolution
THAT the draft cemetery decorating bylaw be presented to Council for approval, after due processes
are completed. Carried
b) Tree By-law: The appendix was handed out to members. The amended bylaw and the appendix are
to be reviewed by members for discussion and finalization at the October meeting. C. Hill will forward
the amended by-law to the secretary to be sent out to the members.
c) Columbarium – the new columbarium has been successfully installed at the cemetery.
7. Correspondence: None
The Corporation of the Town of Tillsonburg
Heritage, Beautification &
Cemetery Advisory Committee
September 3, 2015
9:00 a.m.
Marwood Lounge
Tillsonburg Community Centre
Minutes
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Heritage, Beautification & Cemetery Advisory Meeting – Minutes - 2 -
8. Other Business:
a) Cenotaph - Marble plaque has been ordered with the names of Tillsonburg soldiers who were killed in
action in WWI and WWII.
b) Considerable work has been done on the Pioneer cemetery by volunteers. Does the Pioneer cemetery fall under the mandate of this advisory committee?
c) Set committee’s goals and objectives for year. T. Smith will investigate what is required to be a part of the Terms of Reference. P. Esseltine recommended that all members think of the three areas of this committee (heritage, beautification and cemetery) when considering goals.
d) C. Hill distributed a report on the Trottier woodlot recommending the removal of high risk trees to increase the future health of the woodlot. Neighbours will be notified of public meetings to take place to
keep them informed. Actual work will begin next year.
e) Littering – despite by-law requiring covering of loads going to transfer station, there are still offenders. There is a large amount of litter in the town – how to deal with this to be discussed at the next meeting.
f) M. Verhoeve asked that the next committee meeting consider discussing future land use at the
cemetery.
9. Next meeting: October 1, 2015 at 9:00 a.m. in the Marwood Lounge. 10. Adjournment
Moved By: P. DeCloet
Proposed Resolution
THAT the June 11, 2015 meeting be adjourned at 9:51 a.m. Carried
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FULL AUTHORITY COMMITTEE MEMBERS
Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus,
Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
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LONG POINT REGION CONSERVATION AUTHORITY
BOARD OF DIRECTORS MINUTES - October 7, 2015
(as approved at the Board of Directors Meeting held November 4, 2015)
Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers,
Michael Columbus, Roger Geysens, John Scholten,
Staff in attendance: C. Evanitski, D. Holmes, J. Robertson, J. Maxwell, L. Minshall, J.
Miller, P. Gagnon and D. McLachlan
Hearing attendees – Mr. J. Notarianni
Regrets: Craig Grice, Noel Haydt and David Hayes
The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, October 7th, 2015 in
the Tillsonburg Administration Office Boardroom.
ADDITIONAL AGENDA ITEMS
None
DISCLOSURES OF INTEREST
None
DEPUTATIONS
None
MINUTES OF PREVIOUS MEETINGS
MOTION A-114/15 moved: J. Scholten seconded: D. Beres
THAT the minutes of the LPRCA Board of Directors regular meeting held September
2nd, 2015 be adopted as circulated.
CARRIED
BUSINESS ARISING
None
REVIEW OF COMMITTEE MINUTES
None
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
- 2 -
CORRESPONDENCE
The GM presented the Conservation Authorities Act Review at Haldimand County
Council on August 31, 2015.
MOTION A-115/15 moved: L. Bartlett seconded: J. Scholten
THAT the correspondence outlined in the Board of Directors’ Agenda of October 7th,
2015 be received as information.
CARRIED
DEVELOPMENT APPLICATIONS
MOTION A-116/15 moved: L. Bartlett seconded: J. Scholten
THAT the LPRCA Board of Directors does now sit as a Hearing Board.
CARRIED
a) Hearing re: John Notarianni
The roll was called.
The Chair gave his opening remarks and reviewed the guidelines and process to be
followed for the hearing.
Staff introduced the applicant and gave an overview of the Ontario Regulation (O. Reg)
178/06 under Section 28 of the Conservation Authorities Act. Staff then reviewed the
subject property in relation to the regulation and noted the reasons for refusal. Of note,
conservation authorities did not have the authority to regulate shoreline activities until
2006. All units in the development except two had been completed prior to the change
of the Regulation in 2006. The second last unit was completed and complied with the
new regulations.
Staff responded to questions from the Board regarding the retaining wall construction,
ownership and most recent inspection.
The applicant presented his position on the basis that the original plan was approved
prior to the 2006 regulation change and all of the units except one are in line with the
15m setback rather than the 18m setback.
The Board asked questions of both the applicant and staff. If the applicant agreed to
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
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the 18m setback, staff would be able to approve the permit application.
MOTION A-117/15 moved by: R. Geysens seconded: D. Beres
That the LPRCA Board of Directors does now enter into an “In Camera” session to
discuss:
• a matter in respect of which a Conservation Authority may hold a closed
meeting under another Act.
CARRIED
MOTION A-118/15 moved by: J. Scholten seconded: R. Geysens
That the LPRCA Board of Directors does now adjourn from the “In Camera” session.
CARRIED
MOTION A-119/15 moved by: R. Chambers seconded: R. Geysens
That the LPRCA Board of Directors adjourn from sitting as a Hearing Board.
CARRIED
Mr. Notarianni was advised that his appeal was successful to construct a dwelling with a
15 metre setback. He then left the meeting.
b) Staff Approved applications
Staff approved 18 applications since the last meeting in September: LPRCA-110/15,
LPRCA-112/15, LPRCA-113/15, LPRCA-114/15, LPRCA-115/15, LPRCA-116/15,
LPRCA-118/15, LPRCA-119/15, LPRCA-120/15, LPRCA-121/15, LPRCA-122/15,
LPRCA-123/15, LPRCA-124/15, LPRCA-125/15, LPRCA-126/15, LPRCA-127/15,
LPRCA-128/15 and LPRCA-129/15. No comments or questions.
MOTION A-120/15 moved: R. Geysens seconded: T. Southwick
That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation
Applications report as information.
CARRIED
c) New Applications
The Planning Department sought approval for two applications. No further questions or
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
- 4 -
comments.
MOTION A-121/15 moved: L. Bartlett seconded: J. Scholten
THAT the LPRCA Board of Directors approves the following Development Applications
contained within the background section of the report:
A. For Work under Section 28 Regulations, Development, Interference with
Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O.
1990 Reg. 178/06),
LPRCA-130/15
LPRCA-131/15
B. That the designated officers of LPRCA be authorized to complete the approval
process for this Development Application, as far as it relates to LPRCA’s
mandate and related Regulations.
CARRIED
NEW BUSINESS
a) CALENDAR REVIEW
The remaining parks, Backus Heritage, Haldimand, Norfolk and Waterford, close
October 15th. The Biennial Tour was a success with a lot of positive comments. The
Chair reviewed the highlights of the Tour.
MOTION A-122/15 moved: R. Chambers seconded: J. Scholten
THAT the LPRCA board of Directors receives the October Calendar Review Report as
information.
CARRIED
b) GENERAL MANAGER’S REPORT
The GM reported on his activities regarding the Conservation Authorities Act Review.
After meetings with the Ministry of Environment and Climate Change (MOECC) and
Ministry of Natural Resources and Forestry (MNRF), it was made clear that there would
be no further funding for the Source Water Protection Program beyond the current
funding.
MOTION A-123/15 moved: R. Chambers seconded: J. Scholten
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
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THAT the LPRCA Board of Directors receives the General Manager’s Report for
September 2015 as information.
CARRIED
c) CONSERVATION AUTHORITIES ACT REPORT
The GM has made presentations at eight municipalities and will be visiting Tillsonburg
in the next week. He GM noted in his presentations that there is little likelihood of
funding coming from the province, and that the hope is that conservation authorities
will be allowed to approach all ministries to request funding.
MOTION A-124/15 moved: D. Beres seconded: L. Bartlett
That the LPRCA Board of Directors receives the Conservation Authorities Act Review
update as information;
AND THAT a letter endorsing Conservation Ontario’s comments on the CA Act Review
be forwarded to the Ministry of Natural Resources and Forestry (EBR 012-4509) from
the Chair on behalf of LPRCA.
CARRIED
d) BLACK CREEK CA REPORT
Staff noted that prior to the funding cutbacks in the 1990s, there was a crew of six to
eight people who would maintain the little parkettes within the watershed. Since the
cuts, most of the parkettes have had limited or no maintenance as there is now only
one seasonal staff person to complete the duties.
Black Creek Conservation Area is a well-used area with parking and a boat launch
but sees a large amount of illegal dumping. Staff maintains the area biweekly and a
volunteer group cleans the area in the spring but dumping still occurs on a regular
basis. Staff offered a number of options with a preference for Option 2: Seasonal
Closure – Gate the area annually starting October 15th and ending April 15th. This
would allow for pedestrian access only in the closed season but would allow access
to the boat launch during the boating season. Discussion ensued.
MOTION A-125/15 moved: D. Beres seconded: L. Bartlett
THAT the LPRCA Board of Directors approves Option #2 for the operation and
maintenance of Black Creek Conservation Area as outlined in the staff report dated
September 29th, 2015.
CARRIED
e) TIMBER TENDER – DEAN/POWELL TRACT
The prescription for the Dean/Powell Tract was presented at an earlier board meeting
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FULL AUTHORITY COMMITTEE MEMBERS
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
- 6 -
and has since been implemented and tendered as Contract LP-283-15. Staff
recommended accepting the highest bid received from L. Pilkey who has completed
LPRCA timber operations in the past. The bid was above the reserve.
MOTION A-126/15 moved: D. Brunton seconded: N. Haydt
THAT the LPRCA Board of Directors accepts the tender submitted by Leonard Pilkey
for marked standing timber at the Dean/Powell Tract for a total tendered price of
$85,600.00.
CARRIED
f) SECTION 28 REGULATION REPORT
The draft policy document was originally brought to the Board for review in June. Staff
was directed to review the policy with an ad hoc committee which has since met three
times and has completed the review. The Committee recommended that the updated
policies now be submitted to watershed municipal planning departments for comment
prior to public consultation. Staff reviewed the proposed timeline with the hope that the
process will be completed by May 2016.
MOTION A-127/15 moved: D. Brunton seconded: T. Southwick
THAT LPRCA staff be directed to consult with member municipalities and other non-
government organizations on the draft LPRCA Policies for the Administration of the
Development, Interference with Wetlands and Alterations to Shorelines and
Watercourses Regulation.
CARRIED
g) LAKE LEVELS REPORT
Staff presented that Lake Erie is currently approximately .4m above average for this
time of year meaning the shoreline is more vulnerable to flooding and erosion from
wind/storm events. November and December is the most vulnerable time if the lake is
not frozen due to the frequency and severity of storms. One metre above average can
lead to potential minor nuisance flooding and 1.4m above average could lead to
potential severe flooding resulting in road closures.
MOTION A-128/15 moved: D. Brunton seconded: T. Southwick
THAT the LPRCA Board of Directors receives the Lake Erie water levels update report
as information.
CARRIED
h) ELGIN COUNTY SHORELINE MANAGEMENT PLAN UPDATE
The Elgin County Shoreline Management Plan is in the final draft phase. The public
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Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick
- 7 -
consultation process was completed in August and the Steering Committee was to
meet on September 29th to consider the plan and discuss the next steps. Further
information is to follow.
MOTION A-129/15 moved: D. Brunton seconded: T. Southwick
THAT the LPRCA Board of Directors receives the Elgin County Shoreline Management
Plan Update as information.
CARRIED
MOTION A-130/15 moved: J. Scholten seconded: R. Chambers
That the LPRCA Board of Directors does now enter into an “In Camera” session to
discuss:
personal matters about an identifiable individual, including Conservation
Authority employees;
a proposed or pending acquisition or disposition of land by the Conservation
Authority;
litigation or potential litigation, including matters affecting the Conservation
Authority.
CARRIED
MOTION A-131/15 moved: D. Brunton seconded: T. Southwick
That the LPRCA Board of Directors does now adjourn from the “In Camera” session.
CARRIED
MOTION A-132/15 moved: L. Bartlett seconded: T. Southwick
THAT the LPRCA Board of Directors awards the tender for the Dereham Wetland
Restoration Project to Allan’s Excavating Inc. at a price of $1.70/cubic metre to a
maximum of $55,400.
CARRIED
MOTION A-133/15 moved: R. Geysens seconded: J. Scholten
THAT the LPRCA Board of Directors receives the GM’s verbal updates regarding two
personnel matters as information.
CARRIED
MOTION A-134/15 moved: D. Brunton seconded: T. Southwick
THAT the LPRCA Board of Directors approves the modification of the Healthy
Watershed specialist position to that of Water Resources Specialist at a Salary Grade
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- 8 -
5;
AND THAT said position be advertised on the LPRCA website.
CARRIED
MOTION A-135/15 moved: L. Bartlett seconded: R. Geysens
THAT the LPRCA Board of Directors approves the acquisition of Part Lot 20,
Concession 2, STR, Middleton, designated as Part 1, Plan 37R-3187 (Norfolk County)
from William and Michele Goldie for a tax receipt of $7,600.00;
AND THAT the Chair and General Manager be directed to sign the (attached)
Acknowledgement and Direction.
CARRIED
The Chair adjourned the meeting at 9:05pm.
_____________________________ ________________________________
Michael Columbus Dana McLachlan
Chair Administrative Assistant
117
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3965
A BY-LAW to amend By-Law 3901, being a by-law to Appoint Directors to the Board of
Management of the Tillsonburg Business Improvement Area (BIA), hereby established by
The Corporation of the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend By-Law 3901;
BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of Tillsonburg as
follows:
1. THAT Section 2 of By-Law 3901, be and is hereby amended by deleting the name “Joe
McIntyre”;
2. THAT “Wendy Cameron” be hereby appointed as a member of the Board of
Management until the 1st day of January, 2019, or until her successor is appointed;
3. THAT the amendment to By-Law 3901 is hereby declared to be part of that By-Law as if
written therein;
4. THAT this By-Law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 23rd DAY OF NOVEMBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF NOVEMBER, 2015.
________________________________
Mayor – Stephen Molnar
________________________________ Deputy Clerk – Tricia Smith
118
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3966
A BY-LAW to amend Schedule A of By-Law 3876, to Define the Mandate,
Membership, and Meeting Procedures for Committees Established by The
Corporation of the Town of Tillsonburg.
WHEREAS it is deemed necessary and expedient to amend Schedule A – of By-Law
3876;
BE IT THEREFORE ENACTED by the Council of The Corporation of the Town of
Tillsonburg as follows:
1. THAT Schedule A of By-Law 3876 Committee Structure be amended as attached
hereto;
2. THAT these amendments to By-Law 3876 are hereby declared to be part of that
By-Law as if written therein;
3. THAT this By-Law shall come into full force and effect upon passing.
READ A FIRST AND SECOND TIME THIS 23rd DAY OF NOVEMBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF NOVEMBER, 2015.
_______________________________
Mayor – Stephen Molnar
________________________________
Deputy Clerk – Tricia Smith
119
By-Law 3966 Schedule “A” to Amend By-Law 3876
Town of Tillsonburg
2014-2018 Committee Structure
Board/Committees Citizen Appointments Council Representatives Terms Statutory Requirements
/Discretionary
Staff Liaison
Accessibility
Advisory Committee
Mike Cerna
Helen Lamos
Michael Kadey
Councillor Stephenson 4 years Mandatory Deputy Clerk
Airport Advisory
Committee
Rick Lee
Richard Van Maele
Geoffrey Lee
Donna Scanlan
Euclid Benoit
Andre Brisson
Henry Atkinson
Jeremy Stockmans
Mel Getty
Councillor Rosehart 4 years Discretionary Development Commissioner
Cultural Advisory
Committee
Erin Getty
Josiane DeCloet
Deb Beard
Ann Loker
Councillor Stephenson 4 years Discretionary
Director of Recreation, Culture and
Parks AND/OR Designate
Development
Committee
Lisa Gilvesy
Steve Spanjers
Randy Thornton
Michael Bossy
John Veldman
Andrew Burns
Scott McLean
Mel Getty
Paul DeCloet
Ashton Nembhard
Real Estate Board Rep - Lindsay Morgan
Councillor Hayes 4 years Discretionary CAO
Development Commissioner
120
BIA Rep – Cedric Tomico
Chamber Rep - Jesse Goossens
Heritage,
Beautification and
Cemetery
Committee
Paul DeCloet Sue Saelens
Marion Smith
Janet Wilkinson
Robert Marsden
Christine Nagy
Councillor Esseltine 4 years Discretionary
Director of Recreation, Culture and
Parks
AND/OR Designate
Museum Advisory Committee
Dianne MacKeigan
Robert Marsden Mary Lou Sergeant Helen Lamos
Councillor Rosehart 4 years Discretionary
Director of Recreation, Culture and
Parks AND/OR Designate
Parks and
Recreation Advisory
Committee
Donna Scanlan Bob McCormick
Donald Baxter
Dace Zvanitajs
Mike Cerna
Mel Getty James Payne
Susan Labanich
Paul DeCloet
Councillor Esseltine 4 years Discretionary
Director of Recreation, Culture and
Parks
AND/OR Designate
Special Awards
Committee
Ann Loker
Mary Anne Vangeertruyde
Sam Lanb Councillor Stephenson 4 Years Discretionary Clerk
AND/OR Designate
Tillsonburg Non Profit Housing
Robert Hurley
Evenly Fritz
Ron Gasparetto
Joyce Hanson Geraldine Brisebois John Stanbridge
Terry Pierce
Carolyn Hicks
Roderick Van Riesen
Councillor Adam n/a n/a n/a
121
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3967
A BY-LAW to adopt the Town of Tillsonburg Purchasing Policy.
WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt and
maintain policies with respect to its procurement of goods and services and such policies will be
adopted to ensure that it is accountable to the public for its actions, and shall be the manner in which
the municipality will try to ensure that its actions are transparent to the public.
AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it expedient
and necessary to repeal By-Law 3765 Purchasing Policy, enacted November 11, 2013;
AND WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting
the Tillsonburg Purchasing Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Town of Tillsonburg Purchasing Policy attached hereto as "Schedule A" is
hereby adopted and forms part of this by-law.
2. AND THAT By-Law 3765, Purchasing Policy, be and is hereby repealed in its entirety.
3. AND THAT this by-law comes into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 23rd DAY OF November, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF November, 2015.
Mayor – Stephen Molnar
Deputy Clerk – Tricia Smith
122
Schedule A
THE CORPORATION OF THE TOWN OF TILLSONBURG
PURCHASING POLICY
APPOVAL DATE:
REVISION DATE:
11/23/15 Page 1 of 8
APPENDICES:
TABLE OF CONTENTS
1.0 DEFINITIONS.................................................................................................................2
2.0 POLICY STATEMENT....................................................................................................4
3.0 ESTABLISHING PRICE RANGE....................................................................................4
4.0 ACCOUNTABILITY.........................................................................................................5
5.0 PRESCRIBED COUNCIL APPROVAL...........................................................................6
6.0 EXCEPTIONS.................................................................................................................6
7.0 NO LOBBYING…………………………………………………...………………...………...7
8.0 HEALTH AND SAFETY………………………………………….........................................7
9.0 CO-OPERATIVE PURCHASING…..…………………………………………..…..…….…7
10.0 DISPOSAL OF SURPLUS……………………………………………….……..……..….....7
11.0 TIE BIDS…………………….…………………….……………............................................7
12.0 DELEGATON OF AUTHORITY TO PURCHASE............................................................7
13.0 OTHER..............................................................................................................................7
123
BY-LAW No. 3967
OF THE
CORPORATION OF THE TOWN OF TILLSONBURG
A BY-LAW TO PROVIDE FOR THE PURCHASE OF GOODS AND SERVICES
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG HEREBY ENACTS AS FOLLOWS:
1.0 DEFINITIONS
In this By-Law:
a) “Agent” shall mean the Treasurer or designate who has the sole authority to authorize,
save and except the Mayor and Clerk, to execute contract documents on behalf of the Town;
b) "Bid" shall mean (i) a specific price for specific works or (ii) where appropriate, a proposal;
c) “Buyer” shall mean the employee responsible for the procurement of goods and services for the Town; individual responsible for ensuring that the purchasing by-law,
policies and procedures are consistently applied in the departments, and who serves as a resource to Departments in support of the purchasing function;
d) “CAO” shall mean the Chief Administrative Officer of the Town of Tillsonburg; and
e) “Clerk” shall mean the Clerk of the Town appointed pursuant to the Municipal Act 2001, as amended, or in her absence, the Deputy-Clerk or such other person
designated by the Council by resolution for the purposes of this By-Law;
f) “Department Manager” shall mean the individual or designate who is accountable for
the budget and responsible for the operations of any single department or division within the Town;
g) “Director” shall mean the individual accountable for the operation of overall departments within the Town;
h) "Emergency" shall mean a situation, or the threat of an impending situation, where serious delay may affect the life, safety, health or welfare of the general public, cause
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damage to the environment or to the property of the residents of the Town, or to prevent serious damage, disruption of work, or to restore or to maintain essential
service to a minimum level;
i) "Goods and Services" shall include all supplies, materials, equipment, furniture,
fixtures, general maintenance and service construction contracts, construction maintenance, contractors, and or subcontractors, food, drugs and professional services, but does not include real property;
j) “His” shall in all cases mean his or her and "he" shall in all cases mean he or she;
k) "Prescribed Forms or Forms" shall mean the standard documents as provided as part
of the purchasing procedure guidelines as approved by the CAO;
l) “Professional Services” shall mean the services of architects, engineers, designers,
surveyors, management and financial consultants, brokers, lawyers, planning consultants, project managers and any other professional and consulting services
required by the Town;
m) “Purchase” shall mean the acquisition of Goods and Services or any interest therein
by purchase, lease, rental or otherwise;
n) "Quotation" shall mean a written request for vendor bids for the supply of goods or
services, from selected sources of supply, not opened in public;
o) "Request for Proposal" shall mean a formal request for details on the supply of goods
or the provision of services, which cannot be fully defined or specified at the time of the request;
p) “Supplier” shall mean any company or organization that provides, or has the capacity to provide, certain Goods or Services to the Town in accordance with the terms of this
By-Law;
q) "Tender" shall mean a formal request for sealed Bids for the supply of Goods and
Services in response to an advertised solicitation;
r) “Town” shall mean The Corporation of the Town of Tillsonburg;
s) "Vendor of Record" shall mean an approved vendor.
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2.0 POLICY STATEMENT
2.1 Objectives
The objective of the policy is to ensure:
a) best value is achieved consistent with the required quality and service; b) integrity in the purchasing process; c) openness, accountability and transparency and fair treatment of all bidders; d) encouraging bids through e-bidding, newspapers and websites.
2.2 Guidelines
a) No Purchase shall be made except as provided in this By-Law.
b) No Purchase shall be split so as to avoid the purchasing process as outlined within this By-Law.
c) Council has the ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution.
d) Prior to the approval of the current year’s business plan and budget, a department may incur normal operating expenditures that are required to maintain services. This
shall include the payment of expenditures on previously approved capital items and projects.
e) No contract shall be entered into and no expenditure shall be authorized unless Council has provided funds for such purpose in the annual budget or agreed to the
provision of such funds.
f) The Department Managers, Directors, Fire Chief or the CAO shall ensure that all provisions of this By-Law are complied with in respect of the purchase of Goods and
Services for or on behalf of his department and are responsible for the approval of accounts within the approved budget for the department.
g) This purchasing policy may be overridden by Council if Council, in its own discretion determines it to be appropriate and in the best interest of the Town.
h) The Director of Finance shall maintain written procurement procedures and procurement shall adhere to those procedures.
3.0 ESTABLISHING PRICE RANGE
Purchase prices shall be obtained as follows:
• Up to $2,500 – For purchases up to $2,500, comparison pricing must be completed by
the assigned Buyer.
• $2,500 to $10,000 - For any purchases, other than those covered by a vendor of record, when the amount is between $2,500 to $10,000, the assigned Buyer making
the purchase shall obtain quotations from more than one source using catalogues, suppliers' lists, online pricing or through negotiations, upon assuring themselves that
all prices offered are fair and equitable.
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• $10,000 to $35,000 - For all purchases between $10,000 and $35,000, a minimum of
3 written quotations must be obtained by the assigned Buyer.
• Over $35,000 – By Tender or Request for Proposal.
The above prices shall be on a before-tax basis. Adherence to the above does not apply to
circumstances addressed in section 6.
QUICK GUIDE TO PURCHASING GUIDELINES
Purchasing Mechanism Dollar Value of Purchase Approval Authority & Authority to Award
Small Order Purchase Up to $2,500 Department Manager
Price Quotes $2,500 – $10,000
Department Manager or
Director approves;
purchaser made through
Departmental Buyer
Written Quotation
$10,000 –
$35,000
Department Manager
Director or CAO
Tender, Request for Proposals or Sole Source Purchases
$35,000 + Council
4.0 ACCOUNTABILITY
a) The CAO shall maintain accountability to Council during the procurement process.
b) No purchase of Goods and Services shall be made by the Town for the personal use of elected or appointed officials or employees of the Town.
c) No Goods and Services shall be purchased from an employee of the Town, or from any associate of such employee, unless the extent of the interest of such employee has been fully disclosed and the purchase has been approved by the CAO.
d) The Agent oversees the Town’s purchasing process and compliance thereof. Only the Agent, Mayor or Clerk has the authority to execute contract documents on behalf of
the Town.
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5.0 PRESCRIBED COUNCIL APPROVAL
The following Purchases shall be subject to Council approval:
a) any contract prescribed by statute to be made by Council;
b) any contract that requires debt financing;
c) any contract where this By-Law is being waived;
d) any contract where Council has expressly directed staff to report prior to an award;
e) any contract where a submission in response to a call for Bid contains an irregularity that cannot be resolved by terms of the Bid; or,
f) any contract for a Purchase made in accordance with section 6.0 (b);
g) any contract for a tender or request for proposal as required under this policy.
Council may waive, by resolution, the application of any part of this By-Law in respect of any given procurement.
6.0 EXCEPTIONS
a) When an emergency occurs that, at the discretion of the CAO, Director, Fire Chief, or Department Manager, constitutes immediate danger to health, safety, life or property,
or requires the immediate procurement of goods and services, the Department Manager or his/her designate may purchase through sole sources, such required
Goods or Services upon consultation with the Director or CAO. A follow-up report to
Council is required for all Emergency Purchases over $5,000.
b) The Tendering, RFP or purchasing process may not be required where the Goods or
Services are proprietary to one vendor, where there is only one supplier that can meet the Town’s needs within a reasonable distance or where the cost of changing
suppliers for a product or service already in place is deemed to be exorbitant by the CAO. Upon written staff recommendations, Council shall, in its’ sole discretion
determine whether a Bid, RFP or purchasing process may be forgone for these reasons. Such exemption must be granted by resolution.
c) Notwithstanding the provisions of this policy, the following expenditures must be made subject to budget constraints and may be made without following the formal
purchasing procedures detailed herein;
i) Petty cash items
ii) Training and education including conferences, courses and seminars
iii) Mileage, travel and accommodations
iv) Payroll related expenses
v) Utilities, postage, bank charges
vi) Licensing, maintenance and software support for prior purchases;
vii) Professional Services.
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7.0 NO LOBBYING
No bidder shall contact any member of Council or any Town staff in an attempt to influence
the award of a contract.
If a bidder contacts any member of Council or any Town staff in an attempt to influence the
award of a contract, the bidder may be disqualified at the discretion of the CAO.
8.0 HEALTH AND SAFETY
The Town is committed to the health and safety of their employees, contractors, visitors and
the general public. This includes a commitment to Health and Safety in the procurement process.
9.0 CO-OPERATIVE PURCHASING
The Town may participate with other government agencies or public authorities in co-
operative purchasing. The policies of the government agencies or public authorities calling the Co-operative Bid are to be the accepted policy of that particular Bid.
10.0 DISPOSAL OF SURPLUS
Where any goods or personal property of the Town are declared surplus, cannot be used by another Town department, and have a residual value greater than $1,000, the goods shall be
disposed of by public Bid or public auction. If no Bids are received, the Departmental Manager or Buyer may dispose of the goods or personal property as deemed to be in the best interest
of the Town. This section shall not apply to goods or equipment traded in on new equipment or returned for credit to original sources of supply.
11.0 TIE BIDS
In the event that two (2) or more compliant, equal bids are submitted during a competitive Bid process, the Town shall determine the successful bidder by drawing a bidder’s name, as determined by the CAO.
12.0 DELEGATION OF AUTHORITY TO PURCHASE
The authority to purchase Goods and Services may be delegated or assigned to a local Board following the dollar thresholds as set out in this Policy.
13.0 OTHER
Where any other By-Law exists which is in conflict with a provision of this Policy, the provision of this Policy shall be deemed to apply.
This Policy shall be reviewed and updated, as appropriate, every five (5) years, following the date of its enactment.
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READ A FIRST AND SECOND TIME THIS 23rd DAY OF November, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF November, 2015.
_______________________________ MAYOR – Stephen Molnar
_______________________________
DEPUTY CLERK – Tricia Smith
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3969
A BY-LAW to authorize a Subdivision Agreement with Landmark Homes Inc. to allow for the development of lands consisting of 18 lots described as Lots 59-67 & 87-95 of Plan 41M-143 in
the Town of Tillsonburg, County of Oxford.
WHEREAS The Town of Tillsonburg is desirous of entering into a Subdivision Agreement with
Landmark Homes Inc. for the development of lands described above.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Subdivision Agreement between Landmark Homes Inc., The Corporation of the
Town of Tillsonburg and the County of Oxford attached hereto as Schedule “A” forms part
of this by-law;
2. THAT the Mayor and Deputy Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” on behalf of the Corporation of the Town of Tillsonburg.
READ A FIRST AND SECOND TIME THIS 23rd DAY OF November, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF November, 2015.
_________________________
MAYOR-Stephen Molnar
_________________________
DEPUTY CLERK-Tricia Smith
131
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3970
A BY-LAW to authorize an Agreement between The Corporation of the Town of Tillsonburg and Her Majesty the Queen in right of the Province of Ontario, represented by the Minister of
Transportation for the Province of Ontario (the “Ministry”)
WHEREAS The Town of Tillsonburg deems it necessary and expedient to enter into an
Agreement with Her Majesty the Queen in right of the Province of Ontario, represented by the Minister of Transportation for the Province of Ontario.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Agreement attached hereto as Schedule “A” forms part of this by-law;
2. THAT the Mayor and Deputy Clerk be hereby authorized to execute the attached agreement
marked as Schedule “A” on behalf of the Corporation of the Town of Tillsonburg.
READ A FIRST AND SECOND TIME THIS 23rd DAY OF November, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF November, 2015.
_________________________
MAYOR-Stephen Molnar
_________________________
DEPUTY CLERK-Tricia Smith
132
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3971
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 23rd
day of November, 2015
WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a
municipal corporation shall be exercised by its council;
AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal
powers shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of
Tillsonburg at this meeting be confirmed and adopted by by-law;
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held
on November 23, 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 Deputy 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 Deputy 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 23rd DAY OF NOVEMBER, 2015.
READ A THIRD AND FINAL TIME AND PASSED THIS 23rd DAY OF NOVEMBER, 2015.
________________________________ MAYOR – Stephen Molnar
________________________________ DEPUTY CLERK – Tricia Smith
133
Addendum to November 23, 2015 Council Meeting Agenda
Addendum
November 23, 2015
Council Meeting
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Addendum to November 23, 2015 Council Meeting Agenda
7. Delegations & Presentations
7.4 – Community Transportation Pilot Project Update
Presented By: John Preston
Addendum to November 23, 2015 Council Meeting Agenda
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Addendum to November 23, 2015 Council Meeting Agenda
COMMITTEE REPORT
Community Transportation Pilot Program Steering Committee
Report Title: Taxi-Bus Program Tillsonburg
Report No.: CTPPSC 15-10
Author: John Magill Preston
Meeting Type: REPORT TO COUNCIL
Council Date: NOVEMBER 23, 2015
Attachments:
RECOMMENDATION:
For information only.
BACKGROUND/EXECUTIVE SUMMARY
The Tillsonburg & District Multi-Service Centre (MSC) and the Community Transportation
Coordinator have been exploring affordable transportation options for seniors, and individuals looking for a ride to work. In partnership with Community Living Tillsonburg, and Why Wait Taxi,
a signatory partner on the Pilot Program Grant application, MSC has developed a taxi-bus
program that provides a discounted taxi fare for group rides at certain times and pick-up
locations.
CONSULTATION/COMMUNICATION
The Taxi-Bus program is divided into two types of service provision – for seniors and workers.
For seniors, the program will have a set date and time for pick-up and return, once a week, for a
group of passengers. The cost per passenger is $3 each way. Currently, this program is
specifically for seniors residing in the Hickory Hills area and will provide an opportunity for these residents to get downtown for shopping, medical appointments and social activities for a couple
hours. To clarify, it is not a scheduled bus, but a prearranged ridesharing taxi pick-up and return
on a specific day and time, once a week. It may be possible to extend and expand the program
depending on the interest.
As an introduction to the program, the cost per rider will be only $2 for an initial period of time, the other $1 being subsidized by the Tillsonburg & District Multi-Service Centre.
Interested residents are asked to register with John Preston, Community Transportation
Coordinator (519- 842-9008, extension 257). Scheduled pick-ups by Why Wait Taxi will be
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Addendum to November 23, 2015 Council Meeting Agenda
determined by the number of riders booked. The introductory price of $2 is only for seniors
accessing the Taxi-Bus program. The target start date for the Senior Taxi-Bus is December 1st.
For workers, the program is similar in that it is a shared taxi ride through Why Wait Taxi for a
minimum of four riders, to get them from their neighbourhood to their place of employment for a discounted fare. The fare is set at $3/rider. Interested residents are required to register for the
program, providing details of which area of town they live, where they work, and the times that
their work starts. Once enough riders are confirmed, registered workers will be instructed to
purchase tickets ahead of time, and informed of where and when to meet the taxi-bus. Again,
workers can register by contacting John Preston, Community Transportation Coordinator at 519-842-9008, extension 257. The target start date for this program is December 14.
COMMUNITY STRATEGIC PLAN IMPACT
Economic Sustainability – Support new and existing businesses and provide a variety of
employment opportunities: although not directly linked to this goal, transportation is part of the
support network to ensure that residents can more easily get to work reliably and on-time.
Economic Sustainability – Provide diverse retail services in the downtown core – Seniors will be
able to get to the downtown more independently, and affordably, in order to access services and
retail.
Demographic Balance – Provide opportunities for families to thrive: devise and implement a
strategy for addressing family needs: reliable transportation to work, sustain income; an opportunity for residents to be more independent without putting strain on family members.
Demographic Balance - Support the aging population and an active senior citizenship
Culture & Community – Provide opportunities for families to thrive: alternative transportation
options
FINANCIAL IMPACT/FUNDING SOURCE
The cost for seniors is $3/ride, but only $2/ride for an introductory period.
The cost for workers is $3/ride each based on a minimum compliment of 4 riders.
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Addendum to November 23, 2015 Council Meeting Agenda
COMMITTEE REPORT
Community Transportation Pilot Program Steering Committee
Report Title: Regional Rideshare Program
Report No.: CTPPSC 15-11
Author: John Magill Preston
Meeting Type: REPORT TO COUNCIL
Council Date: NOVEMBER 23, 2015
Attachments: REGIONAL RIDESHARE INITIATIVE INVITATION
RECOMMENDATION:
For information only.
BACKGROUND/EXECUTIVE SUMMARY
In 1997, the City of London initiated a Rideshare Program for its residents and students. In 2007,
the program was upgraded to include software (Pathways Intelligence Inc.) that would intuitively match residents based on interests, profile and destinations. The City of London has also been
outreaching to surrounding counties to participate in the program, and to share the cost of the
licensing agreement. Lambton County recently signed on to the program earlier this Fall.
Natalie Surridge, Project Director of the Oxford Workforce Development Partnership (OWDP),
has been building momentum around this program with business and County partners across Oxford. Natalie has recently reached out to the CT Pilot Program Steering Committee, through
the Coordinator, as a potential partner that would expand the outreach to community social
service agencies in Oxford County.
CONSULTATION/COMMUNICATION “The counties of Huron and Perth, the town of St. Mary’s and the cities of Stratford and London
recently aligned resources toward a regional rideshare initiative. This initiative involves two main
components:
1. a web service that enables members of our communities to connect for the purpose of
sharing rides to work, to health care facilities, or leisure destinations and
2. a coordinated marketing campaign. “
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Addendum to November 23, 2015 Council Meeting Agenda
As the primary focus of the OWDP has been on connecting employers of the region to the
Rideshare Program, this has the potential to be a large component of the transportation solution,
particularly around individuals looking for rides to work within Tillsonburg and surrounding
communities.
Interested residents are required to sign-up on the website, and enter information about
themselves and their transportation needs. An algorithm in the program finds matches between
registrants, makes a recommendation to potential partners, and if interested, the individuals can
connect to arrange their own transportation plan, at no cost.
Employers can also register with the program, at no cost, by setting up a company portal for
employees to connect to create carpooling opportunities.
To date, the program has not been implemented into Oxford County, but with more funding
partners contributing to the start-up and annual costs to maintain the license, this program can
be set up quickly. Part of the start-up and annual fees go to producing marketing materials,
therefore not incurring any additional costs to promote it with residents.
For more information on becoming a contributing partner to the Rideshare Program, or to keep
up-to-date on the availability of the Program, please contact John Preston, Community
Transportation Coordinator, 519-842-9008, extension 257, or by email
JPreston@communitylivingtillsonburg.ca
COMMUNITY STRATEGIC PLAN IMPACT
Economic Sustainability – Support new and existing businesses and provide a variety of employment opportunities: although not directly linked to this goal, transportation is part of the
support network to ensure that residents can more easily get to work reliably and on-time.
Economic Sustainability – Provide diverse retail services in the downtown core – Seniors will be
able to get to the downtown more independently, and affordably, in order to access services and retail.
Demographic Balance – Provide opportunities for families to thrive: devise and implement a
strategy for addressing family needs: reliable transportation to work, sustain income; an
opportunity for residents to be more independent without putting strain on family members.
Demographic Balance - Support the aging population and an active senior citizenship
Culture & Community – Provide opportunities for families to thrive: alternative transportation options.
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Addendum to November 23, 2015 Council Meeting Agenda
FINANCIAL IMPACT/FUNDING SOURCE
Should the Town of Tillsonburg be interested in contributing to the program, either initially, or
through annual fees, that can be arranged through the Oxford Workforce Development Partnership.
Marketing materials are provided as part of the start-up and annual fee, so no additional funding
would be required.
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