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160225 Council
= ATTENDANCE Mayor Stephen Molnar Councillor Maxwell Adam Councillor Penny Esseltine Councillor Chris Rosehart Regrets: Deputy Mayor Dave Beres Councillor Jim Hayes 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 Jeff Smith, Fire Chief 1.Call to Order The meeting was called to order at 4:31 p.m. 2.Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT the Agenda as prepared for the Council meeting of Thursday, February 25, 2016, be adopted. Carried 3.Employee Recognition at 4:30 p.m. The Corporation of the Town of Tillsonburg COUNCIL MEETING Thursday, February 25, 2016 4:30 PM Council Chambers 200 Broadway, 2nd Floor Minutes Council Meeting – Agenda - 2 - Council took a recess at 5:05 p.m. for an employee recognition reception. Council resumed session at 5:40 p.m. 4. Closed Session Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council move into Closed Session to consider: A proposed or pending acquisition or disposition of land by the municipality or local board (TVDSB) Carried Council resumed session at 6:00 p.m. 5. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 6. Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of February 8, 2016 Minutes, February 8, 2016 Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT the Minutes of the Council Meeting of February 8, 2016, be approved. Carried 7. Delegations and Presentations 7.1. Volunteer Achievement Award Presented to Ray Sorochan by Mayor Molnar and Mary Anne VanGeertruyde 7.2. Traffic By-Law Amendments – Maple Manor Long Term Care Delegation By: Marlene VanHam Delegation - Maple Manor Long Term Care Marlene VanHam appeared before Council regarding a parking issue at Maple Manor. Individuals were receiving parking tickets as the allotted parking time was not long enough at the loading area. She indicated that the proposed revision to the Town’s parking by-law of 30 minutes would be adequate to solve the issue. Council Meeting – Agenda - 3 - Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT Council receives the delegation regarding the Traffic By-Law Amendments – Maple Manor Long Term Care; AND THAT the information be included in deliberations for item 12.2.1 of the Agenda, Report DCS 16-07. Carried 7.3. Tillsonburg Pump Track Delegation By: Terry Smith Delegation request Mr. Terry Smith appeared before Council and provided a brief video of a pump track located in Europe. He is looking at a fundraising campaign to raise funds to cover the costs. Council suggests that all partners who may have an interest in this project be included in the process. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives the delegation regarding the Tillsonburg pump track as information; AND THAT the matter be referred to the Parks & Recreations Advisory Committee for review and recommendations therein. Carried 7.4. Tillsonburg HUB Presented By: Suzanne Fleet, Tillsonburg HUB Chair Business Plan Presentation Suzanne Fleet appeared before council to present the need for a facility capable of supporting large events. They are asking that the Town of Tillsonburg support the development of the Tillsonburg Hub facility in the Town of Tillsonburg by: • Town to hold or co-sign the mortgage for the building; and/or Council Meeting – Agenda - 4 - • Work with the committee to identify a suitable site for the building; including potentially town owned lands; and/or • Submit funding application on behalf of THC (Tillsonburg Hub Consortium) It was suggested the matter will be brought to the Development Committee and the Tillsonburg Development Commission for review. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives the presentation regarding Tillsonburg HUB as information. Carried Item 12.2.3 was moved up on the agenda with council’s consensus. 12.2.3 DCS 16-08 Offer to Purchase – Clearview Drive Lands (Xcel) Report DCS 16-08 Offer to Purchase Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives Report DCS 16-08 Offer to Purchase – Clearview Drive Lands (Xcel); AND THAT a By-Law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the property known as Part Of Lots 2 and 3 Concession 5 NTR Middleton, more particularly described as Part of Parts 1 and 2, Plan 41R-3421 and to be described by a new reference plan to Xcel Fabrication & Design Ltd; AND THAT the net proceeds be contributed to the Industrial Land Reserve. Carried 7.5. Branding Task Force Recommendation Presented By: Virginia Armstrong, Colleen Pepper and Chris Kelly of IFOURONE Company. The group went through the process for selecting a logo and an explanation of the final product. The task force will be meeting one final time to develop a guild line for staff to ensure everything is unified. Council Meeting – Agenda - 5 - An additional report will be coming back to council to go over implementation and timelines. Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives the presentation regarding the Branding Task Force Recommendation; AND THAT the information be included in deliberations for item 12.2.2 of the Agenda, Report DCS 16-09. Carried Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at 7:55 p.m. Carried 8. Public Meetings 8.1. Application for Minor Variance- A-01/16, John Demarchais - 41 Tillson Ave CASPO 2016-40 A-01/16 Report Report Attachments Rebecca Smith, Development Planner, County of Oxford, appeared before Council and presented CASPO 2016-40. Opportunity was given for comments and questions. No one appeared in support, or opposition to the application. Council passed the following resolution: Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council approves Application File A-1/16, submitted by John Desmarchais, for lands described as Lot 1261, Plan 500, Town of Tillsonburg, 41 Tillson Ave, subject to the conditions outlined in CASPO Report 2016-40. Carried Council Meeting – Agenda - 6 - Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council move out of the Committee of Adjustment and move back into regular session at 8:00 p.m. Carried 9. Information Items 9.1. 2016 Premier's Award for Agri-Food Innovation Excellence Program Premier's Award Staff to ensure that the information is included in the Tillsonburg Update section of the Tillsonburg News. Moved By: Councillor Rosehart Seconded By: Councillor THAT Council receives item 9.1, as information. Carried 10. Mayor 10.1. MYR 16-02 Update - County of Oxford MAYORreportCOOXfeb2016 Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT Council receives report MYR 16-02, as information. Carried 10.2. MYR 16-03 - CAO Performance Evaluation 2015 MAYORreportCAOfeb2016 Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council receives MYR 16-03 CAO Performance Evaluation 2015; AND THAT Council establishes and appoints a CAO Performance Review Committee; AND THAT Council appoints Mayor Molnar and Councillor Adam and Councillor Esseltine to the CAO Performance Review Committee; AND FURTHER THAT Council approves the proposed 2015 CAO Performance Evaluation Process as outlined in MYR 16-03. Carried Council Meeting – Agenda - 7 - 11. Quarterly Reports 11.1. FIN 16 - 08 2015 Fourth Quarter Financial Results FIN 16- 08 Fourth Quarter Financial Results 2015 Actual Variances - Q4 v2 Moved By: Councillor Esseltine Seconded By: Councillor Rosehart THAT Council receives report FIN 16 - 08 2015 Fourth Quarter Financial results, as information. Carried 11.2. FIN 16 - 09 2015 Fourth Quarter Finance Department Results FIN 16 - 09 Fourth Quarter Finance Department Results Moved By: Councillor Esseltine Seconded By: Councillor Rosehart THAT Council receives report FIN 16 - 09 2015 Fourth Quarter Finance Department results, as information. Carried 11.3. DCS 16-06 Building/Planning/By-Law Services 2015 Annual Report DCS 16-06 Building/Planning/By-Law Services 2015 Annual Report Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council receives Report DCS 16-06; Building/Planning/By-Law Services 2015 Annual Report, as information. Carried 11.4. DCS 16-12 Economic Development Fourth Quarter Report Report DCS 16-12 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receive Report DCS 16-12 Economic Development Fourth Quarter Report, as information. Carried 11.5. OPS 16-05 2015 Fourth Quarter Operations Services OPS 16-05 2015 Fourth Quarter Operations Services Council Meeting – Agenda - 8 - Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council receive Report OPS 16-05, Operations Services 2015 Fourth Quarter Report, as information. Carried 11.6. RCP 16-04 - Recreation, Culture and Parks 2015 Q4 Results RCP 16-04 - Recreation, Culture and Parks 2015 Q4 Results Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council receives Report RCP 16-04 - Recreation, Culture and Parks 2015 Fourth Quarter Results, as information. Carried 11.7. FRS 16-02 Fourth Quarter 2015 Fire & Rescue Service Results FRS 16-02 Fire Q4 2015 To provide a report to council at the next meeting regarding an update on the strategic planning committee for the Fire & Rescue Services. Moved By: Councillor Esseltine Seconded By: Councillor Rosehart THAT Council receives report FRS 16-02 Fire & Rescue Services Fourth Quarter Report, as information. Carried 12. Reports from Departments 12.1. Clerk’s Office 12.1.1. CL 16-05 Amendment to Smoking By-Law 3596 CL 16-05 - Amend Smoking By-Law 3596 By-Law 3992 To amend By-Law 3596 To Prohibit Smoking in Certain Public Places Moved By: Councillor Esseltine Moved By: Councillor Rosehart THAT Council receives Report CL 16-05 Amendment to Smoking By-law 3596; AND THAT an amending By-Law be brought forward for Council consideration. Carried Council Meeting – Agenda - 9 - 12.2. Development and Communication Services 12.2.1. DCS 16-07 Traffic By-Law Amendments – Quarter Town Line and Ridout West DCS 16-07 Traffic By-Law Amendments � Quarter Town Line and Ridout West By-Law 3995 Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives Report DCS 16-07 Traffic By-Law Amendments – Quarter Town Line and Ridout West; AND FURTHER RESOLVE THAT Council adopts By-Law 3995, To amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg. Carried 12.2.2. DCS 16-09 Branding Task Force Recommendation Report DCS 16-09 from Task Force Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives Report DCS 16-09 Branding Task Force Recommendation; AND THAT Council approves the logo concept as prepared for the Town of Tillsonburg by ifourone design in consultation with the Branding Task Force; AND THAT Council directs staff to bring back the final brand package at a future meeting along with an implementation plan. Carried 12.3. Finance 12.3.1. FIN 16-10 Broader Investment Powers FIN 16-10 Broader Investment Powers Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives report FIN 16-10, Broader Investment Powers; AND WHEREAS municipalities are required to invest their reserves in accordance with the Municipal Act, 2001 and Ontario Regulation 438/97 (as amended), which specifically outlines allowable investments; Council Meeting – Agenda - 10 - AND THAT Council support the request of AMO, LAS, and MFOA to amend Ontario Regulation 438/97 (as amended) of the Municipal Act, 2001, to allow municipalities to invest consistent with the Prudent Investor Standard, if such investments are through the One Investment Program; AND FURTHER THAT Council directs the Clerk to forward this resolution to the Province and the Ministry of Municipal Affairs and Housing. Carried 12.4. Fire and Emergency Services 12.4.1. FRS 16-01 Municipality of Brockton Fire Communications Contract FRS 16-01 Fire Communications Brockton Agreement Brockton Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council receives report FRS 16-01 Municipality of Brockton Fire Communications Contract; AND THAT a By-Law be brought forward for Council's consideration, authorizing the Mayor and Clerk to enter into an agreement with the Municipality of Brockton for the provision of Fire Dispatch and Communications Services. Carried 12.5. Operations 12.5.1. OPS 16-06 Summary of Candidate Projects OPS 16-06 Summary of Candidate Projects Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council receives Report OPS 16-06 regarding Summary of Candidate Projects; AND THAT Council endorses the list of candidate projects for potential future funding applications, as necessary. Carried Council Meeting – Agenda - 11 - 12.5.2. OPS 16-07 Results for Tender F2016-002 Combination Snowplow OPS 16-07 Results for Tender F2016-002 Combination Snowplow Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receive Report OPS 16-07 Results for Tender F2016-002 Combination Snowplow; AND THAT Council awards Tender F2016-002 to Carrier Truck Centers at a cost of $257,900.00 (plus applicable taxes). Carried 12.5.3. OPS 16-08 Transfer Station Review Roadmap OPS 16-08 Transfer Station Review Roadmap Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT Council receives Report OPS 16-08 Transfer Station Review Roadmap, as information. Carried 13. Committee Minutes & Reports 13.1. Airport Advisory Committee Minutes November 19, 2015 13.2. Development Committee Minutes Minutes, January 12, 2016 13.3. Heritage, Beautification & Cemetery Advisory Committee Minutes Minutes, January 7, 2016 Minutes, December 10, 2015 Minutes, January 14, 2016 13.4. Special Awards Committee Minutes Minutes, December 2, 2015 13.5. Town Hall Steering Committee Minutes Minutes, November 26, 2015 Council Meeting – Agenda - 12 - Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the Airport Advisory Committee Minutes of November 19, 2015, and the Development Committee Minutes of January 12, 2016, and the Heritage, Beautification & Cemetery Advisory Committee Minutes of January 7, 2016, and the Beautification Working Group Minutes of December 10, 2015 and January 14, 2016, and the Special Awards Committee Minutes of December 2, 2015, and the Town Hall Steering Committee Minutes of November 26, 2015, as information. Carried 13.6. LPRCA Minutes, January 13, 2016 Minutes, January 13, 2016 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the LPRCA Minutes of January 13, 2016, as information. Carried 13.7. Minutes, Otter Valley Utility Corridor Trail Board of Management Minutes, October 13, 2015 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT Council receives the Minutes of the Otter Valley Utility Corridor Board of Management meeting on October 13, 2015 as information. Carried 14. By-Laws By-Laws from the Meeting of Thursday, February 25, 2016 Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT By-Law 3992, To Amend By-Law 3596, to Prohibit Smoking in Certain Public Places; AND THAT By-Law 3995, To amend Traffic By-Law 3701 (Quarter Town Line and Ridout West); AND THAT By-Law 3996, To authorize an Agreement of Purchase & Sale between Town of Tillsonburg and Xcel Fabrication & Design Ltd., Appendix A - Agreement of Purchase and Sale; Council Meeting – Agenda - 13 - AND THAT By-Law 3997, To authorize a Fire Dispatch & Communications Agreement with the municipality of Brockton, Agreement; AND THAT By-Law 3998, Being A By-Law to Amend Zoning By-Law No. 3295 (ZN 7- 15-06, Rego Investments Inc.), Schedule A, Explanatory Note, Key Map; be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Councillor Rosehart noted that she was not in favour of the by-law to authorize a Fire Dispatch & Communications Agreement with the municipality of Brockton. Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT By-Law 3999, To confirm the proceedings of Council at its meeting held on the 25th day of February, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 15. Items of Public Interest Staff to look into the notifications for the survey currently taking place in the community for Tillsonburg Hydro to ensure the public are aware that it is a legitimate survey. 16. Adjournment Moved By: Councillor Esseltine Seconded By: Councillor Adam THAT the Council Meeting of Thursday, February 25, 2016 be adjourned at 9:09 p.m. Carried Table of Contents Agenda 4 Minutes, February 8, 2016 Minutes, February 8, 2016 16 Parking tickets issued to drivers when residents being dropped off or picked up from Maple Manor Long-Term Care, Delegation By: Marlene VanHam Delegation - Maple Manor Long Term Care 24 Delegation request: Terry Smith re Tillsonburg pumptrack Delegation request 27 Tillsonburg HUB, Presented By: Suzanne Fleet, Tillsonburg HUB Chair Business Plan 30 Presentation 74 Application for Minor Variance- A-01/16, John Demarchais - 41 Tillson Ave CASPO 2016-40 A-01/16 Report 100 Report Attachments 109 2016 Premier's Award for Agri-Food Innovation Excellence Program Premier's Award 114 MYR 16-02 Update - County of Oxford MAYORreportCOOXfeb2016 116 MYR 16-03 - CAO Performance Evaluation 2015 MAYORreportCAOfeb2016 118 FIN 16 - 08 2015 Fourth Quarter Financial Results FIN 16- 08 Fourth Quarter Financial Results 120 2015 Actual Variances - Q4 v2 121 FIN 16 - 09 2015 Fourth Quarter Finance Department Results FIN 16 - 09 Fourth Quarter Finance Department Results 124 DCS 16-06 Building/Planning/By-Law Services 2015 Annual Report DCS 16-06 Building/Planning/By-Law Services 2015 Annual Report 126 DCS 16-12 Economic Development Fourth Quarter Report Report DCS 16-12 130 OPS 16-05 2015 Fourth Quarter Operations Services OPS 16-05 2015 Fourth Quarter Operations Services 133 RCP 16-04 - Recreation, Culture and Parks 2015 Q4 Results RCP 16-04 - Recreation, Culture and Parks 2015 Q4 Results 136 FRS 16-02 Fourth Quarter 2015 Fire & Rescue Service Results FRS 16-02 Fire Q4 2015 139 CL 16-05 Amendment to Smoking By-Law 3596 CL 16-05 - Amend Smoking By-Law 3596 142 1 By-Law 3992 To amend By-Law 3596 To Prohibit Smoking in Certain Public Places 144 DCS 16-07 Traffic By-Law Amendments – Quarter Town Line and Ridout West DCS 16-07 Traffic By-Law Amendments Quarter Town Line and Ridout West 146 By-Law 3995 150 DCS 16-09 Branding Task Force Recommendation Report DCS 16-09 from Task Force 152 DCS 16-08 Offer to Purchase – Clearview Drive Lands (Xcel) Report DCS 16-08 Offer to Purchase 156 FIN 16-10 Broader Investment Powers FIN 16-10 Broader Investment Powers 160 FRS 16-01 Municipality of Brockton Fire Communications Contract FRS 16-01 Fire Communications Brockton 162 Agreement Brockton 164 OPS 16-06 Summary of Candidate Projects OPS 16-06 Summary of Candidate Projects 173 OPS 16-07 Results for Tender F2016-002 Combination Snowplow OPS 16-07 Results for Tender F2016-002 Combination Snowplow 175 OPS 16-08 Transfer Station Review Roadmap OPS 16-08 Transfer Station Review Roadmap 177 Airport Advisory Committee Minutes, November 19, 2015 November 19, 2015 180 Development Committee Minutes, January 12, 2016 Minutes, January 12, 2016 183 HBC Minutes, January 7, 2016 Minutes, January 7, 2016 187 Minutes, December 10, 2015 189 Minutes, January 14, 2016 191 Special Awards Committee Minutes, December 2, 2015 Minutes, December 2, 2015 194 Town Hall Steering Committee Minutes Minutes, November 26, 2015 197 LPRCA Minutes, January 13, 2016 Minutes, January 13, 2016 200 Minutes, Otter Valley Utility Corridor Trail Board of Management Minutes, October 13, 2015 208 By-Law 3992, To Amend By-Law 3596, to Prohibit Smoking in Certain Pubic Places By-Law 3992 To amend By-Law 3596 To Prohibit Smoking in Certain Public Places 210 By-Law 3995, To amend the Traffic By-Law By-Law 3995 212 2 By-Law 3996, To authorize an Agreement of Purchase & Sale between Town of Tillsonburg and Xcel Fabrication & Design Ltd By-Law 3996 214 Appendix A - Agreement of Purchase and Sale 215 By-Law 3997, To authorize a Fire Dispatch & Communications Agreement with the municipality of Brockton By-Law 3997 224 Agreement 225 By-Law 3998, Being A By-Law to Amend Zoning By-Law No. 3295 (ZN 7-15-06, Rego Investments Inc.) By-Law 3998 Text 234 By-Law 3998 Schedule A 236 By-Law 3998 Explanatory Note 237 By-Law 3998 Key Map 238 By-Law 3999, To confirm the proceedings of Council By-Law 3999 239 3 = 1. Call to Order 2. Adoption of Agenda Moved By: Seconded By: Proposed Resolution #1 THAT the Agenda as prepared for the Council meeting of Thursday, February 25, 2016, be adopted. 3. Moment of Silence 4. Employee Recognition at 4:30 p.m. 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 February 8, 2016 Minutes, February 8, 2016 Moved By: Seconded By: Proposed Resolution #2 THAT the Minutes of the Council Meeting of February 8, 2016, be approved. 7. Delegations and Presentations 7.1. Volunteer Achievement Award Presented to Peter Beechey by Mayor Molnar & Sam Lamb Presented to Ray Sorochan by Mayor Molnar and Mary Anne VanGeertruyde The Corporation of the Town of Tillsonburg COUNCIL MEETING Thursday, February 25, 2016 4:30 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 4 Council Meeting – Agenda - 2 - 7.2. Traffic By-Law Amendments – Maple Manor Long Term Care Delegation By: Marlene VanHam Delegation - Maple Manor Long Term Care Moved By: Seconded By: Proposed Resolution #3 THAT Council receives the delegation regarding the Traffic By-Law Amendments – Maple Manor Long Term Care; AND THAT the information be included in deliberations for item 12.2.1 of the Agenda, Report DCS 16-07. 7.3. Tillsonburg Pump Track Delegation By: Terry Smith Delegation request Moved By: Seconded By: Proposed Resolution #4 THAT Council receives the delegation regarding the Tillsonburg pump track as information. 7.4. Tillsonburg HUB Presented By: Suzanne Fleet, Tillsonburg HUB Chair Business Plan Presentation Moved By: Seconded By: Proposed Resolution #5 THAT Council receives the presentation regarding Tillsonburg HUB as information. 7.5. Branding Task Force Recommendation Presented By: Virginia Armstrong & Colleen Pepper 5 Council Meeting – Agenda - 3 - Moved By: Seconded By: Proposed Resolution #6 THAT Council receives the presentation regarding the Branding Task Force Recommendation; AND THAT the information be included in deliberations for item 12.2.2 of the Agenda, Report DCS 16-09. Moved By: Seconded By: Proposed Resolution #7 THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at _____ p.m. 8. Public Meetings 8.1. Application for Minor Variance- A-01/16, John Demarchais - 41 Tillson Ave CASPO 2016-40 A-01/16 Report Report Attachments Moved By: Seconded By: Proposed Resolution #8 THAT Council approves Application File A-1/16, submitted by John Desmarchais, for lands described as Lot 1261, Plan 500, Town of Tillsonburg, 41 Tillson Ave, subject to the conditions outlined in CASPO Report 2016-40. Moved By: Seconded By: Proposed Resolution #9 THAT Council move out of the Committee of Adjustment and move back into regular session at _____ p.m. 9. Information Items 9.1. 2016 Premier's Award for Agri-Food Innovation Excellence Program Premier's Award 6 Council Meeting – Agenda - 4 - Proposed Resolution #10 Moved By: Seconded By: THAT Council receives item 8.1, as information. 10. Mayor 10.1. MYR 16-02 Update - County of Oxford MAYORreportCOOXfeb2016 Moved By: Seconded By: Proposed Resolution #11 THAT Council receives report MYR 16-02, as information. 10.2. MYR 16-03 - CAO Performance Evaluation 2015 MAYORreportCAOfeb2016 Moved By: Seconded By: Proposed Resolution #12 THAT Council receives MYR 16-03 CAO Performance Evaluation 2015; AND THAT Council establishes and appoints a CAO Performance Review Committee; AND THAT Council appoints Mayor Molnar and ____________________ and _________________ to the CAO Performance Review Committee; AND FURTHER THAT Council approves the proposed 2015 CAO Performance Evaluation Process as outlined in MYR 16-03. 11. Quarterly Reports 11.1. FIN 16 - 08 2015 Fourth Quarter Financial Results FIN 16- 08 Fourth Quarter Financial Results 2015 Actual Variances - Q4 v2 Proposed Resolution #13 THAT Council receives report FIN 16 - 08 2015 Fourth Quarter Financial results, as information. 7 Council Meeting – Agenda - 5 - 11.2. FIN 16 - 09 2015 Fourth Quarter Finance Department Results FIN 16 - 09 Fourth Quarter Finance Department Results Proposed Resolution #14 THAT Council receives report FIN 16 - 09 2015 Fourth Quarter Finance Department results, as information. 11.3. DCS 16-06 Building/Planning/By-Law Services 2015 Annual Report DCS 16-06 Building/Planning/By-Law Services 2015 Annual Report Proposed Resolution #15 THAT Council receives Report DCS 16-06; Building/Planning/By-Law Services 2015 Annual Report, as information. 11.4. DCS 16-12 Economic Development Fourth Quarter Report Report DCS 16-12 Proposed Resolution #16 THAT Council receive Report DCS 16-12 Economic Development Fourth Quarter Report, as information. 11.5. OPS 16-05 2015 Fourth Quarter Operations Services OPS 16-05 2015 Fourth Quarter Operations Services Proposed Resolution #17 THAT Council receive Report OPS 16-05, Operations Services 2015 Fourth Quarter Report, as information. 11.6. RCP 16-04 - Recreation, Culture and Parks 2015 Q4 Results RCP 16-04 - Recreation, Culture and Parks 2015 Q4 Results Proposed Resolution #18 THAT Council receives Report RCP 16-04 - Recreation, Culture and Parks 2015 Fourth Quarter Results, as information. 8 Council Meeting – Agenda - 6 - 11.7. FRS 16-02 Fourth Quarter 2015 Fire & Rescue Service Results FRS 16-02 Fire Q4 2015 Proposed Resolution #19 THAT Council receives report FRS 16-02 Fire & Rescue Services Fourth Quarter Report, as information. 12. Reports from Departments 12.1. Clerk’s Office 12.1.1. CL 16-05 Amendment to Smoking By-Law 3596 CL 16-05 - Amend Smoking By-Law 3596 By-Law 3992 To amend By-Law 3596 To Prohibit Smoking in Certain Public Places Moved By: Seconded By: Proposed Resolution #20 THAT Council receives Report CL 16-05 Amendment to Smoking By-law 3596; AND THAT an amending By-Law be brought forward for Council consideration. 12.2. Development and Communication Services 12.2.1. DCS 16-07 Traffic By-Law Amendments – Quarter Town Line and Ridout West DCS 16-07 Traffic By-Law Amendments � Quarter Town Line and Ridout West By-Law 3995 Moved By: Seconded By: Proposed Resolution #21 THAT Council receives Report DCS 16-07 Traffic By-Law Amendments – Quarter Town Line and Ridout West; AND FURTHER RESOLVE THAT Council adopts By-Law 3995, To amend By- Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg. 9 Council Meeting – Agenda - 7 - 12.2.2. DCS 16-09 Branding Task Force Recommendation Report DCS 16-09 from Task Force Moved By: Seconded By: Proposed Resolution #22 THAT Council receives Report DCS 16-09 Branding Task Force Recommendation; AND THAT Council approves the logo concept as prepared for the Town of Tillsonburg by ifourone design in consultation with the Branding Task Force; AND THAT Council directs staff to bring back the final brand package at a future meeting along with an implementation plan. 12.2.3. DCS 16-08 Offer to Purchase – Clearview Drive Lands (Xcel) Report DCS 16-08 Offer to Purchase Moved By: Seconded By: Proposed Resolution #23 THAT Council receives Report DCS 16-08 Offer to Purchase – Clearview Drive Lands (Xcel); AND THAT a By-Law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the property known as Part Of Lots 2 and 3 Concession 5 NTR Middleton, more particularly described as Part of Parts 1 and 2, Plan 41R-3421 and to be described by a new reference plan to Xcel Fabrication & Design Ltd; AND THAT the net proceeds be contributed to the Industrial Land Reserve. 12.3. Finance 12.3.1. FIN 16-10 Broader Investment Powers FIN 16-10 Broader Investment Powers Moved By: Seconded By: Proposed Resolution #24 THAT Council receives report FIN 16-10, Broader Investment Powers; 10 Council Meeting – Agenda - 8 - AND WHEREAS municipalities are required to invest their reserves in accordance with the Municipal Act, 2001 and Ontario Regulation 438/97 (as amended), which specifically outlines allowable investments; AND WHEREAS to ensure the sustainability and sound stewardship of the municipality’s investments, the municipality is of the opinion that changes should be made to the Municipal Act, 2001 and Ontario Regulation 438/97 (as amended), to allow for the prudent investment of reserves, if those investments are professionally managed and part of a broader investment strategy; AND WHEREAS the Prudent Investor Standard is an industry accepted best practice in effectively managing a portfolio of investments, and the Standard applies to investments, not in isolation, but in the context of the portfolio of investments and as part of an overall strategy, that should incorporate acceptable risk and return objectives suitable to the stakeholders; AND WHEREAS the Province is conferring “Prudent Investor” status on the City of Toronto to enable greater diversification in portfolio management; AND WHEREAS the Association of Municipalities of Ontario (AMO), Local Authority Services (LAS), and the Municipal Finance Officers Association of Ontario (MFOA), have long requested that the Prudent Investor Standard apply to all municipal investments that are invested with The One Investment Program; AND WHEREAS in 2005, municipalities were granted the ability to invest in longer-term corporate bonds and Canadian equity investments via only the One Investment Program, and the One Investment Program has demonstrated strong investment returns for municipalities within these ‘new’ investment sectors; AND WHEREAS the institutional portfolio managers utilized by the One Investment Program recommend that the Prudent Investor Standard approach is a more appropriate approach to investing; AND WHEREAS operating municipal investments under the Prudent Investor Standard is precluded by the Municipal Act, Eligible Investments, in its current form; THEREFORE BE IT RESOLVED THAT Council support the request of AMO, LAS, and MFOA to amend Ontario Regulation 438/97 (as amended) of the Municipal Act, 2001, to allow municipalities to invest consistent with the Prudent Investor Standard, if such investments are through the One Investment Program; 11 Council Meeting – Agenda - 9 - AND THAT Council directs the Clerk to forward the following resolution to the Province and the Ministry of Municipal Affairs and Housing. 12.4. Fire and Emergency Services 12.4.1. FRS 16-01 Municipality of Brockton Fire Communications Contract FRS 16-01 Fire Communications Brockton Agreement Brockton Moved By: Seconded By: Proposed Resolution #25 THAT Council receives report FRS 16-01 Municipality of Brockton Fire Communications Contract; AND THAT a By-Law be brought forward for Council's consideration, authorizing the Mayor and Clerk to enter into an agreement with the Municipality of Brockton for the provision of Fire Dispatch and Communications Services. 12.5. Operations 12.5.1. OPS 16-06 Summary of Candidate Projects OPS 16-06 Summary of Candidate Projects Moved By: Seconded By: Proposed Resolution #26 THAT Council receives Report OPS 16-06 regarding Summary of Candidate Projects; AND THAT Council endorses the list of candidate projects for potential future funding applications, as necessary. 12.5.2. OPS 16-07 Results for Tender F2016-002 Combination Snowplow OPS 16-07 Results for Tender F2016-002 Combination Snowplow Moved By: Seconded By: Proposed Resolution #27 THAT Council receive Report OPS 16-07 Results for Tender F2016-002 Combination Snowplow; 12 Council Meeting – Agenda - 10 - AND THAT Council awards Tender F2016-002 to Carrier Truck Centers at a cost of $257,900.00 (plus applicable taxes). 12.5.3. OPS 16-08 Transfer Station Review Roadmap OPS 16-08 Transfer Station Review Roadmap Moved By: Seconded By: Proposed Resolution #28 THAT Council receives Report OPS 16-08 Transfer Station Review Roadmap, as information. 13. Committee Minutes & Reports 13.1. Airport Advisory Committee Minutes November 19, 2015 13.2. Development Committee Minutes Minutes, January 12, 2016 13.3. Heritage, Beautification & Cemetery Advisory Committee Minutes Minutes, January 7, 2016 Minutes, December 10, 2015 Minutes, January 14, 2016 13.4. Special Awards Committee Minutes Minutes, December 2, 2015 13.5. Town Hall Steering Committee Minutes Minutes, November 26, 2015 Moved By: Seconded By: Proposed Resolution #29 13.6. THAT Council receives the Airport Advisory Committee Minutes of November 19, 2015, and the Development Committee Minutes of January 12, 2016, and the Heritage, Beautification & Cemetery Advisory Committee Minutes of January 7, 2016, and the Beautification Working Group Minutes of December 10, 2015 and January 14, 2016, and the Special Awards Committee Minutes of December 2, 13 Council Meeting – Agenda - 11 - 2015, and the Town Hall Steering Committee Minutes of November 26, 2015, as information. 13.7. LPRCA Minutes, January 13, 2016 Minutes, January 13, 2016 Moved By: Seconded By: Proposed Resolution #30 THAT Council receives the LPRCA Minutes of January 13, 2016, as information. 13.8. Minutes, Otter Valley Utility Corridor Trail Board of Management Minutes, October 13, 2015 Moved By: Seconded By: Proposed Resolution #31 THAT Council receives the Minutes of the Otter Valley Utility Corridor Board of Management meeting on October 13, 2015 as information. 14. Notice of Motions 15. By-Laws By-Laws from the Meeting of Thursday, February 25, 2016 Moved By: Seconded By: Proposed Resolution #32 15.1. THAT By-Law 3992, To Amend By-Law 3596, to Prohibit Smoking in Certain Public Places; AND THAT By-Law 3995, To amend Traffic By-Law 3701 (Quarter Town Line and Ridout West); AND THAT By-Law 3996, To authorize an Agreement of Purchase & Sale between Town of Tillsonburg and Xcel Fabrication & Design Ltd., Appendix A - Agreement of Purchase and Sale; AND THAT By-Law 3997, To authorize a Fire Dispatch & Communications Agreement with the municipality of Brockton, Agreement; AND THAT By-Law 3998, Being A By-Law to Amend Zoning By-Law No. 3295 (ZN 7-15-06, Rego Investments Inc.), Schedule A, Explanatory Note, Key Map; 14 Council Meeting – Agenda - 12 - be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 16. Closed Session Moved By: Seconded By: Proposed Resolution #33 THAT Council move into Closed Session to consider: 1. a proposed or pending acquisition or disposition of land by the municipality or local board (TVDSB) 17. By-Laws By-Laws from the Meeting of Thursday, February 25, 2016 Moved By: Seconded By: Proposed Resolution #34 16.1 THAT By-Law 3999, To confirm the proceedings of Council at its meeting held on the 25th day of February, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 18. Items of Public Interest 19. Adjournment Moved By: Seconded By: Proposed Resolution #35 THAT the Council Meeting of Thursday, February 25, 2016 be adjourned at _____ p.m. 15 = 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 proposed or pending acquisition or disposition of land by the municipality or local board (Clearview). Carried The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, February 08, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 16 Council Meeting Minutes, February 08, 2016 - 2 - 3. Adoption of Agenda Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, February 08, 2016, be adopted. Carried 4. Moment of Silence Former Tillsonburg Chief of Police, Henry Hank Harley was remembered. 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 January 25, 2016 Minutes, January 25, 2016 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting of January 25, 2016, be approved. Carried 7. Delegations and Presentations 7.1. Water Meter Replacement Program Presented By: Deborah Goudreau Delegation - County of Oxford Presentation Deborah Goudreau appeared before council to speak to the Water Meter Replacement Program. The County has awarded Corix Water Products the contract for the water meter replacement program in Tillsonburg, which will also include the installation of Electronic Radio Transmitters. Mandatory participation is required. A manual meter reading charge will be applied to a bill if a resident does not participate in the program. 17 Council Meeting Minutes, February 08, 2016 - 3 - Booklets explaining the process will be mailed to properties and appointments can be booked on-line or by calling Corix. The program is anticipated to be completed by the end of the spring. There will not be a cost to the ratepayer or increased rates. Additional information is available on-line at www.oxfordmeter.ca Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the presentation regarding the Water Meter Replacement Program for information. Carried 8. Reports from Departments 8.1 Operations 8.1.1 OPS 16-04 Universal Meter Change Program Update OPS 16-04 Universal Meter Change Program Update OPS 16-04 Attachment Oxford County Water Meter Upgrade Notice Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report OPS 16-04, Universal Meter Change Program Update as information. Carried 9. Public Meetings 9.1. Application for Zone Change- ZN 7-15-07- Town of Tillsonburg CASPO 2016-16 Report Proposed By-law Text By-law Schedules Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report ZN 7-15-07 for the application for Zone Change. Opportunity was given for comments and questions. No persons appeared in support or opposition of the application. 18 Council Meeting Minutes, February 08, 2016 - 4 - The following resolution was considered: Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council approves the proposed Zoning By-Law amendment to introduce ‘housekeeping’ amendments to Section 5 (General Provisions), Section 6 (Low Density Residential – Type 1 Zones), Section 8 (Low Density Residential – Type 3 Zone), Section 9 (Medium Density Residential Zone) and Section 13 (Central Commercial Zone), Key Maps 2, 6, 11, 16, 19, 20, 24 & 30 and Schedule C (Parking Space Requirements); AND THAT the amending By-Law be brought forward for Council consideration. Carried 10. Planning Applications 10.1 Request for Draft Approval Extension- 32T-06005- Victoria Wood (Tillsonburg) GP Inc.- The Oaks Subdivision CASPO 2016-23_32T-06005_DAE_rpt Report Attachments Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report CASPO 2016-23 in regards to a request to extend draft plan approval for the Oaks Subdivision. Opportunity was given for Council to ask questions of the Planner. The applicant was present and available to receive questions from Council. Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council advises Oxford County that the Town supports a 2 year extension to the draft approval of the Victoria Woods "The Oaks" residential plan of subdivision, to February 14, 2018. Carried 11. Reports from Departments 11.1. Development and Communication Services 11.1.1. Report DCS 16-04 Offer to Purchase – Clearview Drive Lands Report 19 Council Meeting Minutes, February 08, 2016 - 5 - The Development Commissioner appeared before Council to provide a summary of his report. Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report DCS 16-04 Offer to Purchase – Clearview Drive Lands; AND THAT a By-Law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the property known as Part Of Lots 2 and 3 Concession 5 NTR Middleton, more particularly described as Part of Parts 1 and 2, Plan 41r-3421 and to be described by a new reference plan; AND THAT the net proceeds be contributed to the Industrial Land Reserve. Carried 11.2. Chief Administrative Officer 11.2.1. CAO 16-03, Planning Advisory and Administrative Services Agreement between the County of Oxford and the Town of Tillsonburg Planning Advisory and Administrative Services Agreement between the County of Oxford and the Town of Tillsonburg By-Law 3991 TBRG_Planning Service Agmt Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report CAO 16-03 Planning Advisory and Administrative Services Agreement between the County of Oxford and the Town of Tillsonburg; AND THAT By-Law 3991, be brought forward for Council consideration, to authorize a Planning Advisory and Administrative Services Agreement with the County of Oxford. Carried 11.3. Clerk’s Office 11.3.1. CL 16-04 Dedicate Certain Reserves CL 16-04 Dedicate 1 ft Reserve Glendale CL 16-04 ATTACHMENT 20 Council Meeting Minutes, February 08, 2016 - 6 - Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report CL 16-04 To Dedicate Certain Reserves owned by the Town known as lot 74, Plan 41M-137; AND THAT By-Law 3988, be brought forward for council consideration. Carried 11.4. Operations 11.4.1. OPS 16-03 Broadway Street Rehabilitation Update OPS 16-03 Broadway Street Rehabilitation Update The Director of Operations provided an update regarding the Broadway Street Rehabilitation project. The project is on hold until the results of the funding application are received. Maintenance work may be required if the funding is not approved. Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report OPS 16-03 Broadway Street Rehabilitation Update; AND THAT Council directs staff to inform the MTO that at this time the Town elects not to proceed with the procurement of the Town’s scope of work under MTO Project GWP 3021-13-00; AND THAT Council directs staff to provide further recommendation upon receipt of Connecting Link funding application results. Carried 11.5. Recreation, Culture & Park Services 11.5.1. RCP 16-05 – Trans-Canada Trail Expansion Project Agreement RCP 16-05 - Trans-Canada Trail Expansion Project Agreement Trans Canada Trail Agreement RCP 15-36 - Trans Canada Trail Expansion Project Staff to provide information on the future costs for trail maintenance. 21 Council Meeting Minutes, February 08, 2016 - 7 - Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report RCP 16-05, Trans-Canada Trail Expansion Project Agreement; AND THAT By-Law 3993, to authorize the Agreement with the County of Oxford, be brought forward for Council consideration. Carried 12. Notice of Motions 12.1. Notice of Motions for which previous notice was given Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Christmas Tree Collection Program be removed from the 2017 Operations Business Plan. Deferred Motion to Defer Main Motion: Moved By: Councillor Adam Seconded By: Councillor Esseltine To defer the motion to remove the 2017 Christmas Tree Collection Program until the council meeting of March 14, 2016, with an accompanying staff report and to provide notice regarding the motion in the portion of the Tillsonburg News called Tillsonburg Update. Carried 13. By-Laws By-Laws from the Meeting of Monday, February 08, 2016 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres 13.1. THAT By-Law 3988, To dedicate Certain Reserves (Glendale Dr); AND THAT By-Law 3989, Being a By-Law to Amend Zoning By-law No. 3295; AND THAT By-Law 3990, To Authorize an Agreement with Wise Line Metal Sales Inc.; AND THAT By-Law 3991, To authorize an agreement for the provision of Planning Advisory and Administrative Services by the County of Oxford; 22 Council Meeting Minutes, February 08, 2016 - 8 - AND THAT By-Law 3994, To authorize a Trans-Canada Trail Expansion Project agreement with the County of Oxford, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Moved By: Councillor Hayes Seconded By: Councillor Rosehart 13.2. THAT By-Law 3993, To confirm the proceedings of Council at its meeting held on the 8th day of February, 2016, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried 14. Items of Public Interest The next meeting of Tillsonburg Town Council is Thursday, February 25, 2016 at 6 p.m. 15. Adjournment Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Council Meeting of Monday, February 08, 2016 be adjourned at 8:08 p.m. Carried 23 24 25 26 Council Delegation Request This Delegation Request form and any written submissions or background information for consideration by Council must be submitted to the Clerk's office by the following deadline: 4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE First Name Last Name Street Address Town/City Postal Code Phone Number E-mail Website: Do you or any members of your party require any accessibility accommodations? Yes No If yes, how can we assist? Should you require assistance completing this form, please contact: Deputy Clerk at 519-688-3009 Ext. 3221 or jbunn@tillsonburg.ca Please note that submission of this form does not guarantee the approval of your request for Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form. COMPLETE PAGE TWO (2) OF THIS FORM 27 Delegation Information (Must be completed) Desired Council meeting date (Council regularly meets the 2nd and 4th Monday of each month): Subject of Delegation Names of Spokespersons (and positions) Name of Group or Person(s) being represented (if applicable) Brief Summary of Issue or Purpose of Delegation Will there be a Power Point presentation accompanying the Delegation Yes No Have you been in contact with a Staff member regarding the Delegation topic? Yes No If yes, please list the Staff member(s) you have been working with? I acknowledge Delegations are limited to fifteen (15) minutes each: I accept I acknowledge that all presentation material must be submitted by 4:30 pm the Friday before the meeting date: I accept 28 Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is collected and maintained for purpose of creating a records that is available to the general public, pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor, Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224. 29 TILLSONBURG HUB BUSINESS PLAN 30 31 Table of Contents EXECUTIVE SUMMARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Documentation Included . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 INTRODUCTION AND PROJECT BACKGROUND . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Project and Community Context . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Precedent Research . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Market Demand Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 BUSINESS PLAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Description of Business . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Company Ownership/Legal Entity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 SITE SELECTION/SITE REVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Building Characteristics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Hours of Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Suppliers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Customer Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 FINANCIAL PLAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Financial Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Capital Budget/Fundraising – Partners 10% . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Financial Model – Construction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 PROJECT PERFORMA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 FINANCIAL MODEL – OPERATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Cash Flow – Year One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Cash Flow Summary – Year One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Cash Flow Summary Chart – Year One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Cash Flow – Year Two . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Cash Flow Summary – Year Two . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Cash Flow Summary Chart – Year Two . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Five Year Cash Flow Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Five Year Cash Flow Summary Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 MARKETING PLAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Market Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Competition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Advertising and Promotion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Facility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 GRANTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Infrastructure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Tourism . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 SCHEDULE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 CONCLUSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 APPENDIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Start-Up Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Furniture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Office Equipment and Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 BUILDING OPTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 32 1. EXECUTIVE SUMMARY The Tillsonburg Hub is proposed to be a multi-use facility that will offer sporting events, trade shows and an array of other events that no other facility in the Town of Tillsonburg or area will be able to host due to the size requirements. It will also be able to host multiple events at the same time with the configuration that is planned to be implemented. These events will be both familiar and new to the residents of Tillsonburg. After careful consideration of both building type and location, the Hub consortium feel that the best option for this venture is a prefabricated building located in the Highway # 3 Business Park. We will ask the Town of Tillsonburg to submit a grant application on behalf of the THC (Tillsonburg Hub Consortium) to Infrastructure Ontario for the majority of the capital funding for the building costs. This grant is comprised of 1/3 of the requested funds coming from the Federal Government, 1/3 of the funds coming from the Provincial Government and 1/3 coming from the Municipal Government. For the 1/3 portion from the Municipal government we would ask for a loan/mortgage rather than a grant and in-kind donations of money and or services from local businesses and trades that would be performing the work. The balance would be comprised of money from the partners and fundraising. The proposed Board of Directors have a vested interest in our success as each proposed director is a member of one of the groups that will host the Tillsonburg Auto Swap Meet, Tillsonburg Shriner’s annual pork B.B.Q. and the Down Home Christmas craft show. 1 30% 30% 30% 10% Capital Revenue Sources Federal Government Grants Provincial Government Grants Municipal Funding Private Fundraising 33 This document includes the following sections: Executive Summary Introduction and Project Background o Included in this section are the Project and Community Context, Precedent Research and the Market Demand Analysis Business Plan o This section contains information regarding the Business Description, Company Ownership, location, building characteristics, hours of operation, services, suppliers, customer service and Management Site Selection/Site Review o This section consists of the different possible locations and the pros and cons of each location Financial Plan o The Financial Plan section provides information on the Financial Management, Capital Budget/Fundraising of the partners, financial models for construction and operations, cash flows, cash flow summaries and charts for the first year, second year and a five year projection Marketing Plan o Included in the Marketing Plan is the Market Analysis, information regarding the competition, the pricing model that will be used and an outline for the advertising and promotions Grants o Information for prospective grants for Infrastructure and Tourism will be found in this section Schedule Conclusion Appendix o The Appendix provides information regarding startup expenses which includes the furniture and office equipment and supplies that will be required to operate efficiently. It also includes the materials that will be required for each type of building and the rationale behind the recommendation of the pre-fabricated building 2 34 2. INTRODUCTION AND PROJECT BACKGROUND The vision of this project is to create a centre that will be home to large community and sporting activities as well as smaller ones. The driving factor behind the instigation of this project was the sale of the Tillsonburg Special Events Centre. The project has been initiated by a group of the former users of the Event Centre. The stakeholders will be the Tillsonburg Shriners, Station Arts Centre and the Tillsonburg Auto Swap Meet. Once the Hub is operational a representative from each group will then become a member of the board of directors. Meetings have been held to determine the type of building, location possibilities and stakeholders. The stakeholders continue to meet to discuss the implementation of this venture. In preparing this document the following were undertaken: research, an online survey, stakeholder meetings; meetings with local building contractors, the current Mayor of Tillsonburg and Oxford County MPP and location reviews were conducted with the Tillsonburg Economic Development Commissioner. Electronic letters were sent to Canadian Dog Show Associations to determine interest. The Tillsonburg Minor Soccer Club were invited to each stakeholder meeting as the prospective major tenant in the building. A telephone conversation was also conducted with a local youth basketball group to discuss the possibility of becoming a permanent tenant. A one-on-one conversation was conducted with an area RV representative, with a representative from a local home show and the current representative from the local Farmer’s Market. 3 35 2.1. Project and Community Context The vision for the project is shared by the stakeholders of the project with each group representing one of the major activities that was hosted at the former event centre. It is also shared with many of the residents of Tillsonburg and surrounding area that used to attend activities at the former event centre. The Tillsonburg Minor Soccer League is eagerly anticipating the construction of the facility so that they may offer indoor soccer during the winter months. The Tillsonburg Hub will be a multi-purpose facility and will be able to provide facilities for all events from small to large and in between. It will be a place that community organizations and residents from the Tri- County area will be able to host their events in whether it be a fundraiser, community event or a private gathering. 4 36 2.2. Precedent Research The facilities that are similar to what will be created by the Hub are the Simcoe Aud, Cowan Park in Woodstock, Aylmer Community Centre, the Western Fair Grounds in London and the Tillsonburg Community Centre. Simcoe Aud • the main focus in the Aud is the arena • craft shows and other events are held there but on a smaller scale than what the Hub will be able to accommodate • parking is an issue when a large event is being held there Cowan Park in Woodstock • the main focus of this facility is outdoor and indoor soccer • it offers an elevated indoor track with membership packages from one month to one year which seems to be very successful for them • they also have an indoor soccer pitch, a room for banquets and events but it will only hold 300+ people • they also offer soccer birthday party packages Aylmer Community Centre • main focus is on hockey practices, games and tournaments • has two rooms and two arenas for rentals • offers skating, walking, shinny hockey, shuffleboard and horseshoes Western Fair District London • offers harness racing, pick up hockey, the fair, concerts, farmer’s market; slots and gaming Tillsonburg Community Centre • offers swimming lessons, hockey, room rentals, canteen, health club, birthday party packages and youth programs While indoor soccer will play an integral part in our operations we will also be making a concerted effort to provide other events to the Tri-County area with something for everyone. We are aiming to also have an indoor walking/running track which will provide a safe environment for people to use any time of the day during the year. Our soccer pitch will be mainly used by the Tillsonburg Minor Soccer league but will also be available to teams who wish to use it for Rugby, Football, Flag Football, Dodge-ball, team conditioning and training. 5 37 2.3. Market Demand Analysis An online survey was conducted through Survey Monkey from July 27, 2014 until August 31, 2014 to determine if the residents of Tillsonburg and area felt a need for a new centre. One hundred and eighty-seven people participated in the survey. The survey consisted of three questions. The first being, would you like to see a new event centre in Tillsonburg. The second was, what activities would you like to see at the centre and the final question was, if you would like to receive future emails regarding this survey and our progress, please complete the form. There were a number of suggested activities in the other category that were not listed on the survey. They are as follows: Inventors and Entrepreneurs show, General Hobby show, travel shows, Karate tournaments, concerts, dances, Wine and Cheese event, children’s activities, bingo, Octoberfest, Garden show, Cat show, indoor football, Flower show, Fantasy/Sci-Fi convention, hourly meeting space, Buck and Does, weddings, performance venue for live music, fundraisers, Dodgeball, Volleyball, talent shows, Tai Chi, Yoga and staying healthy sessions, fine art show, job fairs, home business fairs, rental use of space for small weekday functions by businesses, companies, clubs or groups, boat show, table tennis club, Home & Garden show, Psychic fair, Rock Collectors expo, indoor lawn bowling and walking/running track. The survey was conducted during the month of August 2014. The results of the survey are on this page and page 7 with the percentage of participants that selected each activity. 6 38 7 39 The events have been categorized into high and low revenue and each of these categories have been divided into ones that will be easily accomplished and ones that may be more difficult to accomplish. HIGH REVENUE EASY HARD Home & Rec show Wood show Down Home Christmas craft show Motorcycle show RV show Concerts Dog show Rocktoberfest Car show Indoor soccer Ball hockey Boat show Basketball 8 40 LOW REVENUE EASY HARD Auto Swap Meet Cooking show Winter Farmer’s market B.B.Q. competition Indoor community yard sale Quilt show Bridal show Model train show Home party expo Model plane show Bingo Scrapbooking workshop School wrestling competitions Mom to be show General hobby show Fantasy/Sci-Fi convention Karate competitions Dances Buck & does Wedding receptions Job fairs Board room rentals Indoor lawn bowling Walking/running track Wine & cheese event Psychic fair 9 41 3. BUSINESS PLAN The business plan provides details pertaining to all of the aspects that are required to successfully manage and operate the Tillsonburg Hub on a daily basis to ensure the building is being run as efficiently and effectively as possible. These include a description of the business, information regarding ownership, location, building characteristics, hours of operation, services that will be provided, suppliers, what will be offered to the consumers and information regarding management. 3.1. Description of Business The Tillsonburg Hub will be a multi-use facility that will offer sports events and training such as the Tillsonburg Minor Soccer winter leagues; recreational events such as the Tillsonburg Station Arts Centre’s Down Home Christmas craft show, Tillsonburg Auto Swap Meet and the Tillsonburg Shriner’s annual pork B.B.Q. It will also be a venue for anniversary parties, Stag & Does, wedding receptions, trade shows, hobby shows, workshops, indoor winter Farmer’s market, car, motorcycle and RV shows and more. Our facility will be unique in the amount of flexibility in rental space that it has to offer to events. Clients will be able to rent a single section, multiple sections or the whole room. We will be able to accommodate from very small to very large rentals. We will be the only building in the area that can accommodate a very large scale venue with the 60,000 square foot footprint. Our primary goal is to offer a venue with a very versatile rental space and a significant amount of available parking. 3.2. Company Ownership/Legal Entity The company will be owned by a non-profit organization governed by a board of directors which will be comprised of members of local community, non-profit and charitable groups. We will need to obtain charitable status and an HST registration number. 3.3. Location While we have considered a location on the west side of Highway #3 in the Business Park, a privately owned plot of land on the north end of Tillsonburg beside Sobey’s, a vacant plot of land on Clearview Drive, land on the corner of Highway #19 and Airport Road, Memorial Park and the land at the Tillsonburg Minor Soccer Club; we are open to other location options. 10 42 4. POTENTIAL SITE SELECTIONS/SITE REVIEWS There are six locations being considered for this project. They are listed in order of our preference. Below each Google map of the location is a pro/con chart. Highway # 3 PROS CONS town owned land within town limits ample space for parking high visibility easily located located on main highway plenty of room for expansion - i.e.: hotel with indoor pool & conference centre for participants to stay on site located in industrial area will need to connect services from road subject to rezoning 11 43 Land north of Sobey’s PROS CONS ample space for parking located on main highway high visibility located close to shopping and amenities plenty of room for expansion - i.e.: hotel with indoor pool & conference centre for participants to stay on site privately owned land costly to purchase would need to connect services from road rezoning would be required 12 44 Clearview Drive PROS CONS town owned land within town limits ample space for parking limited visibility from major highway will be somewhat difficult for out of town visitors to locate will need to connect services from road located in industrial park more land constraints for expansion to build hotel & conference centre subject to rezoning 13 45 Tillsonburg Regional Airport PROS CONS town owned land ample space for parking high visibility located on major highway four possible locations will attract people to the airport and Coyle’s outside Tillsonburg town limits will need to connect services from airport or road some of the locations may interfere with flight lines not located near shopping and amenities not enough land for expansion to build hotel & conference centre 14 46 Memorial Park PROS CONS town owned land within town limits has kitchen facility already on site possibility of sharing kitchen facility would be able to host events that are too large for the community centre services already at site not enough parking for large events not visible from main highway may be somewhat difficult for out of town visitors to find would require removal of ball diamond & derby pit has not been included in Master Plan events that are already hosted on location would lose some or all of their area due to parking expansion not enough room for expansion to build hotel & conference centre 15 47 Soccer Park PROS CONS town owned land within town limits has kitchen facility already on site services already at site would create a sports & leisure complex minimal parking no room to expand parking area would be located on large pitch not visible from main highway may be somewhat difficult for out of town visitors to find not enough land for expansion to build hotel & conference centre subject to long term lease to Tillsonburg Minor Soccer Club After considering the pros and cons of each potential location it would be the recommendation of the Tillsonburg Hub consortium to locate the facility on the Highway # 3 location. This conclusion was drawn based on the fact that the Highway # 3 location has the most to offer. It has the largest amount of available land for the facility, parking and potential future expansion without any restrictions. It is located on a major highway and will be able to be found without difficulty. It is close to shopping and amenities without disturbing the residents of Tillsonburg with sound from possible outdoor activities. 16 48 4.1. Building Characteristics The planned square footage of the building is 60,000 with dimensions of 300 feet long and 200 feet wide. The height of the ceiling needs to be between 15 and 20 feet to accommodate RV’s and boats. The length needs to be large enough to accommodate indoor soccer and other rentals at the same time. There will be permanent markings on the floor to make it extremely easy for trade shows to set up. The large loading doors and various other exit doors will make it very convenient for unloading and loading of trade show and other materials. Retractable curtains will be installed to facilitate the ability to divide the building into smaller sections which will allow a number of events to occur simultaneously. 4.2. Hours of Operation The Tillsonburg Hub will be open seven days per week from 9 a.m. to 11 p.m. to accommodate a large variety of rentals and people who wish to use the walking track before or after work and on weekends. 4.3. Services The Hub will be a community facility that can be rented by the public. It will offer regular and barrier free washrooms and a baby change station to accommodate all visitors. A kitchen will be incorporated for catering of events that require it. Tables and chairs will be available and a board room that can be rented for meetings and will be available for use by clients who rent the facility. A plan to incorporate an elevated track for walkers, joggers and runners to use during the inclement weather and the winter months will also generate additional income. 4.4. Suppliers Suppliers that would be used would be dependent on the requirements of the events and research would be done on an ongoing basis to ensure that the client was getting the most value for their money. 4.5. Customer Service Our clients will receive a high level of service from the time of their first appointment to book the facility until the end of their event. This will include assisting them with the decision making of how much space they will require, booking any services required (if desired); arranging for accommodations for any out of town participants, arranging meetings with the caterer, assisting with promotions, providing them with contact information for local services (if required); set up and tear down of the space and any other assistance they request. 17 49 4.6. Management The management team will be comprised of partner organizations. Upon confirmation of their desire to be part of the Hub they will be solicited to sit on the board of directors. It is anticipated that the Board of Directors will consist of a member of the Station Arts Centre, the Tillsonburg Shriners, the Tillsonburg Auto Swap Meet and others. The anticipated Board of Director members are a variety of businesses and non-profits which will lend diversity and strength to the Tillsonburg Hub board. Each director will bring a different strength to the group including IT and website creation, marketing, business owners and mechanical. The Executive Administrator will have an extensive background in event management, marketing, fundraising and bookkeeping and will oversee the day to day operations as well as doing the bookkeeping. This will allow us to keep costs down by not having to hire bookkeeping and marketing personnel. The Executive Administrator will report to the Board of Directors on a monthly basis or as requested. 18 50 5. FINANCIAL PLAN 5.1. Financial Management By the end of the first full year of operations our goal is to have a minimum of one large scale event each month with the indoor soccer rentals occurring each week from October until April. The addition of smaller scale events will assist us with increasing our profit. Each rental will be paid in advance of the event thus reducing the possibility of bad debts. A third party auditor will be engaged at the end of each year to ensure that all bookkeeping and government obligations have been met. Startup costs will include the purchase of furniture for the main office and board room; office equipment and supplies; tables and chairs for rental purposes; kitchen equipment to enable us to provide catering to events; sundry items such as toilet paper, paper towels and soap for the washrooms will also need to be purchased before we begin operations. See page 37 for a complete detailed listing and break down of costs. Quotes from two companies have been included in this document showing the price difference between an air dome structure and a prefabricated structure. We are in favor of the prefabricated structure due to the interior rental space loss, possible deflation, shorter life span and operating costs of the air dome. Local businesses that provide the products and services required to reach the stage of completion and readiness for operations will be asked if they would be willing to donate time and or materials in exchange for a taxable receipt and having their name put on the donor wall. 5.2. Capital Budget/Fundraising – Partners 10% Numerous fundraisers would be done to assist with the capital costs. The fundraisers that would be considered are 50/50 draws, auctions, dances, bingos, car draws, comedy nights, concerts and dinners. The detailed breakdown by month provides a clear picture of what the income and expenses will be each month. The annual budget illustrates the income and expenses for a full year based on the monthly figures. The five year budget forecasts the long range income and expenses based on the annual budget. 5.3. Financial Model – Construction The following chart illustrates the proposed funding formula and the anticipated expenses that will accompany the construction of the facility. We will ask the Town of Tillsonburg to apply to Infrastructure Ontario on our behalf to obtain the required funding. 19 51 6. PROJECT PERFORMA CAPITAL EXPENSE Federal Government Grants $1,500,000.00 Provincial Government Grants $1,500,000.00 Municipal Funding $1,500,000.00 Private Fundraising $500,000.00 TOTAL REVENUE $5,000,000.00 LAND ACQUISITION Land Cost $150,000.00 Land Transfer Tax $0.00 Due Diligence $50,000.00 Closing Costs $0.00 Subtotal Land Acquisition $200,000.00 CONSTRUCTION Construction (includes structural, mechanical, electrical & planning consultants) $4,000,000.00 Municipal Development related fees $20,000.00 Utilities - hydro $50,000.00 Environmental remediation $5,000.00 Construction contingency $50,000.00 Subtotal Construction $4,125,000.00 SOFT COSTS Survey $1,000.00 LEED Consultant/Cert. $5,000.00 Development Charges/Fees $355,800.00 Construction Project Management $5,000.00 Soft Costs Contingency $1,000.00 Subtotal Soft Costs $367,800.00 ADDITIONAL COSTS Project Management $5,000.00 Financing Fees & Legal $5,000.00 Fundraising $2,000.00 Additional Costs Contingency $5,000.00 Subtotal Additional Costs $17,000.00 TOTAL PROJECT COSTS $4,709,800.00 With the grant of $3,000,000.00, loan/mortgage of $1,500,000.00 + $500,000.00 in fundraising the project will be feasible. 20 52 7. FINANCIAL MODEL - OPERATIONS 7.1. Cash Flow – Year One The data and chart below illustrates the events, income and expenses per month for the first year period. Cash Flow - Year One Cash In: Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec. Board room rental $180 $180 $180 $180 $180 $180 $180 $180 $180 $180 $180 $180 Indoor Soccer $20,723 $20,723 $20,723 $0 $0 $0 $0 $0 $0 $20,723 $20,723 $20,723 Ball hockey $0 $0 $0 $4,145 $4,145 $4,145 $4,145 $4,145 $4,145 $0 $0 $0 DHCC craft show $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $5,181 $0 Home & Rec show $0 $0 $5,181 $0 $0 $0 $0 $0 $0 $0 $0 $0 Shriner's B.B.Q. $0 $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $0 $0 Auto Swap Meet $0 $0 $0 $1,036 $0 $0 $0 $0 $0 $1,036 $0 $0 Just A Girl's Indulgence $0 $0 $1,036 $0 $0 $0 $0 $0 $0 $0 $0 $0 Mardi Gras $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Antique Car show $0 $0 $0 $4,145 $0 $0 $0 $0 $0 $4,145 $0 $0 Motorcycle show $0 $4,145 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 New Car show $0 $0 $0 $0 $0 $0 $0 $0 $0 $4,145 $0 $0 Bridal show $0 $1,036 $0 $0 $0 $0 $0 $0 $1,036 $0 $0 $0 Haunted Hallowe'en $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Dog Show $0 $0 $0 $0 $0 $0 $4,145 $0 $0 $0 $0 $0 Rocktoberfest $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Lawn Tractor races $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $0 $0 $0 Mom-To-Be show $0 $0 $1,036 $0 $0 $0 $0 $1,036 $0 $0 $0 $0 RV show $0 $4,145 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Turkey Bingo $0 $0 $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $1,036 Winter Farmer's Market $1,036 $1,036 $1,036 $1,036 $0 $0 $0 $0 $0 $0 $1,036 $1,036 Wood show $0 $0 $0 $0 $0 $0 $0 $0 $4,145 $0 $0 $0 Model Train show $4,145 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Model Plane show $4,145 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Quilt show $0 $0 $0 $4,145 $0 $0 $0 $0 $0 $0 $0 $0 53 Cash Out (expenses): Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec. Mortgage (P & I) $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 Payroll (incl. taxes) $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 Taxes & Licenses $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 Repairs & Maintenance $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 Utilities $4,000 $4,000 $4,000 $3,000 $2,000 $2,000 $2,000 $2,000 $2,000 $3,000 $4,000 $4,000 Equipment Maintenance $100 $0 $100 $0 $100 $0 $100 $0 $100 $0 $100 $0 Insurance $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 Advertising $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 Professional fees $300 $300 $300 $300 $300 $300 $300 $300 $300 $300 $300 $300 Online Accounting Program $35 $35 $35 $35 $35 $35 $35 $35 $35 $35 $35 $35 Office supplies $0 $100 $0 $100 $0 $100 $0 $100 $0 $200 $0 $100 Postage $100 $0 $100 $0 $100 $0 $100 $0 $100 $0 $100 $0 Telephone $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 Internet $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 ABM $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 Bank fees $10 $10 $10 $10 $10 $10 $10 $10 $10 $10 $10 $10 Total Cash Outgo $24,045 $23,945 $24,045 $22,945 $22,045 $21,945 $22,045 $21,945 $22,045 $23,045 $24,045 $23,945 $276,040 Ending Balance $10,239 $11,375 $14,383 -$4,204 -$13,666 -$13,566 -$9,521 -$7,349 -$150 $10,247 $8,256 $4,212 $10,257 * The mortgage payments are based on a $5,000,000.00 mortgage which is the amount needed if no grants are obtained. 22 Scrapbooking workshops $0 $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $1,036 $0 Cooking show $0 $0 $4,145 $0 $0 $0 $0 $0 $4,145 $0 $4,145 $4,145 B.B.Q. competitions $0 $0 $0 $0 $0 $0 $0 $4,145 $0 $0 $0 $0 Wrestling meet $0 $0 $1,036 $0 $0 $0 $0 $0 $0 $0 $0 $1,036 Wedding receptions $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $0 $0 Buck & Does $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $2,027 $4,145 $0 $0 $0 Total Cash Intake $34,284 $35,320 $38,428 $18,741 $8,379 $8,379 $12,524 $14,596 $21,895 $33,292 $32,301 $28,157 $286,297 54 7.2. Cash Flow Summary – Year One Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec. Starting cash $0 $10,239 $21,614 $35,997 $31,793 $18,127 $4,561 -$4,960 -$12,309 -$12,459 -$2,212 $6,044 Cash In: $34,284 $35,320 $38,428 $18,741 $8,379 $8,379 $12,524 $14,596 $21,895 $33,292 $32,301 $28,157 Total Cash In $34,284 $45,559 $60,042 $54,738 $40,172 $26,506 $17,085 $9,636 $9,586 $20,833 $30,089 $34,201 Cash Out: Mortgage $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 Payroll $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 Other $9,045 $8,945 $9,045 $7,945 $7,045 $6,945 $7,045 $6,945 $7,045 $8,045 $9,045 $8,945 Total Cash Out $24,045 $23,945 $24,045 $22,945 $22,045 $21,945 $22,045 $21,945 $22,045 $23,045 $24,045 $23,945 Ending Balance $10,239 $21,614 $35,997 $31,793 $18,127 $4,561 -$4,960 -$12,309 -$12,459 -$2,212 $6,044 $10,257 23 55 7.3. Cash Flow Summary Chart – Year One The data and chart above demonstrates that if all events are booked and even though the summer months are in the red a profit will still be realized at the end of the first year. Every effort will be made to increase bookings during the summer months. 24 $- $5,000.00 $10,000.00 $15,000.00 $20,000.00 $25,000.00 $30,000.00 $35,000.00 $40,000.00 $45,000.00 Jan.Feb.Mar.Apr.May June July Aug.Sept.Oct.Nov.Dec. Cash Flow Summary - Year One Revenue Expenses 56 7.4. Cash Flow – Year Two The data and chart below demonstrates that more events will be added in year two and an anticipated increase in income and expenses in year two. Cash Flow - Year 2 Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec. Cash In: Board room rental $362 $362 $362 $362 $362 $362 $362 $362 $362 $362 $362 $362 Indoor Soccer $20,723 $20,723 $20,723 $0 $0 $0 $0 $0 $0 $20,723 $20,723 $20,723 Ball hockey $0 $0 $0 $4,145 $4,145 $4,145 $4,145 $4,145 $4,145 $0 $0 $0 DHC craft show $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $5,181 $0 Home & Rec show $0 $0 $5,181 $0 $0 $0 $0 $0 $0 $0 $0 $0 Shriner's B.B.Q. $0 $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $0 $0 Auto Swap Meet $0 $0 $0 $1,036 $0 $0 $0 $0 $0 $1,036 $0 $0 Just A Girl's Indulgence $0 $1,036 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Mardi Gras $0 $1,036 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Antique Car show $0 $0 $0 $5,181 $0 $0 $0 $0 $5,181 $0 $0 $0 Motorcycle show $0 $5,181 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 New Car show $0 $0 $0 $0 $0 $0 $0 $0 $0 $5,181 $0 $0 Bridal show $1,036 $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $0 $0 Haunted Hallowe'en $0 $0 $0 $0 $0 $0 $0 $0 $0 $10,362 $0 $0 Dog Show $0 $0 $0 $0 $0 $5,181 $0 $0 $0 $5,181 $0 $0 Rocktoberfest $0 $0 $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $0 Lawn Tractor races $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $0 $0 $0 Mom-To-Be show $0 $0 $0 $1,036 $0 $0 $0 $0 $0 $1,036 $0 $0 RV show $0 $5,181 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Turkey Bingo $0 $0 $0 $0 $0 $0 $0 $0 $0 $1,036 $0 $1,036 Winter Farmer's Market $1,036 $1,036 $1,036 $1,036 $0 $0 $0 $0 $0 $0 $1,036 $1,036 Wood show $0 $0 $0 $0 $0 $0 $0 $0 $5,181 $0 $0 $0 Model Train show $5,181 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Model Plane show $0 $5,181 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Quilt show $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $5,181 $0 Scrapbooking workshops $1,036 $1,036 $1,036 $0 $0 $0 $0 $0 $1,036 $1,036 $1,036 $0 57 Cooking Show $5,181 $0 $5,181 $5,181 $0 $0 $0 $0 $0 $5,181 $5,181 $0 B.B.Q. competitions $0 $0 $0 $0 $0 $0 $0 $5,181 $0 $0 $0 $0 Wrestling meets $0 $0 $0 $1,036 $0 $0 $0 $0 $0 $0 $1,036 $0 Wedding receptions $0 $2,072 $2,072 $2,072 $2,072 $2,072 $2,072 $2,072 $2,072 $2,072 $2,072 $0 Buck & Does $0 $2,072 $2,072 $2,072 $2,072 $0 $2,072 $2,072 $2,072 $2,072 $2,072 $0 Total Cash Intake $34,556 $44,917 $37,664 $23,158 $8,651 $11,760 $8,651 $14,868 $22,122 $56,315 $43,881 $23,158 $329,701 Cash Out (expenses): Mortgage (P & I) $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 Payroll (incl. taxes) $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 Online Accounting Program $35 $35 $35 $35 $35 $35 $35 $35 $35 $35 $35 $35 Taxes & Licenses $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 Repairs & Maintenance $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 Utilities $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 $4,000 Equipment Maintenance $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 Insurance $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 Advertising $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 Professional fees $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 $500 Office supplies $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 Postage $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 Telephone $400 $400 $400 $400 $400 $400 $400 $400 $400 $400 $400 $400 Internet $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 ABM rental $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 $100 Bank fees $10 $10 $10 $10 $10 $10 $10 $10 $10 $10 $10 $10 Total Cash Outgo $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $306,540 Ending Balance $9,011 $19,372 $12,119 -$2,387 -$16,894 -$13,785 -$16,894 -$10,677 -$3,423 $30,770 $18,336 -$2,387 $23,161 The above chart shows that with more events in the second year the net profit is higher than at the end of year one. 26 58 7.5. Cash Flow Summary – Year Two Year Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec. Starting cash $10,256 $19,267 $38,639 $50,758 $57,696 $40,802 $29,089 $12,195 $1,518 $3,275 $34,045 $52,467 Cash In: $34,556 $44,917 $37,664 $23,158 $8,651 $11,760 $8,651 $14,868 $22,122 $56,315 $43,881 $23,158 Total Cash In $44,812 $64,184 $76,303 $73,916 $66,347 $52,562 $37,740 $27,063 $23,640 $59,590 $77,926 $75,625 Cash Out: Mortgage $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 Payroll $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 Other $10,545 $10,545 $10,545 $10,545 $10,545 $10,545 $10,545 $10,545 $10,545 $10,545 $10,545 $10,545 Total Cash Out $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 $25,545 Ending Balance $19,267 $38,639 $50,758 $48,371 $40,802 $27,017 $12,195 $1,518 -$1,905 $34,045 $52,381 $50,080 27 59 7.6. Cash Flow Summary Chart – Year Two The data and chart above demonstrates that if all events are booked and even though the summer months are in the red, the profit will be higher at the end of the second year than the first. Every effort will be made to increase bookings during the summer months. 28 $- $10,000.00 $20,000.00 $30,000.00 $40,000.00 $50,000.00 $60,000.00 Jan.Feb.Mar.Apr.May June July Aug.Sept.Oct.Nov.Dec. Cash Flow Summary - Year Two Revenue Expenses 60 7.7. Five Year Cash Flow Summary The data and chart below demonstrates the income and expenses over the first five years of operations. REVENUE YR. 1 YR. 2 YR.3 YR.4 YR.5 Board room rental $2,160 $4,344 $4,344 $4,344 $4,344 Indoor Soccer $124,340 $124,340 $124,340 $124,340 $124,340 Ball hockey $24,868 $24,868 $24,868 $24,868 $24,868 DHC craft show $5,181 $5,181 $5,181 $5,181 $5,181 Home & Rec show $5,181 $5,181 $5,181 $5,181 $5,181 Shriner's B.B.Q. $1,036 $1,036 $1,036 $1,036 $1,036 Auto Swap Meet $2,072 $2,072 $2,072 $2,072 $2,072 Just A Girl's Indulgence $1,036 $1,036 $1,036 $1,036 $1,036 Mardi Gras $0 $1,036 $1,036 $1,036 $1,036 Antique Car show $8,289 $10,362 $8,289 $8,289 $8,289 Motorcycle show $4,145 $5,181 $5,181 $5,181 $5,181 New Car show $4,145 $5,181 $5,181 $5,181 $5,181 Bridal show $2,072 $2,072 $2,072 $2,072 $2,072 Haunted Hallowe'en $0 $10,362 $10,362 $10,362 $10,362 Dog Show $4,145 $10,362 $20,724 $31,086 $41,448 Rocktoberfest $0 $1,036 $1,036 $1,036 $1,036 Lawn Tractor races $1,036 $1,036 $1,036 $1,036 $1,036 Mom-To-Be show $2,072 $2,072 $2,072 $2,072 $2,072 RV show $4,145 $5,181 $5,181 $5,181 $5,181 Turkey Bingo $2,072 $2,072 $2,072 $2,072 $2,072 Winter Farmer's Market $6,217 $6,217 $6,217 $6,217 $6,217 Wood show $4,145 $5,181 $5,181 $5,181 $5,181 Model Train show $4,145 $5,181 $5,181 $5,181 $5,181 Model Plane show $4,145 $5,181 $5,181 $5,181 $5,181 Quilt show $4,145 $5,181 $5,181 $5,181 $5,181 Scrapbooking workshops $2,072 $6,217 $6,217 $6,217 $6,217 Cooking Show $16,579 $25,904 $41,447 $41,447 $41,447 B.B.Q. competitions $4,145 $5,181 $5,181 $5,181 $5,181 Wrestling meets $2,072 $2,072 $2,072 $2,072 $2,072 Wedding receptions $20,273 $20,723 $24,868 $24,868 $24,868 Buck & Does $20,363 $18,651 $24,868 $24,868 $24,868 Total Income $286,297 $329,700 $363,894 $374,256 $384,618 29 61 EXPENSES YR. 1 YR. 2 YR.3 YR.4 YR.5 Mortgage (P & I) $120,000 $120,000 $120,000 $120,000 $120,000 Payroll (incl. taxes) $60,000 $60,000 $60,000 $60,000 $60,000 Taxes & Licenses $36,000 $36,000 $38,000 $39,000 $40,000 Repairs & Maintenance $1,200 $6,000 $1,200 $1,200 $1,200 Utilities $36,000 $48,000 $50,000 $52,000 $54,000 Equipment Maintenance $600 $1,200 $600 $600 $600 Insurance $6,000 $6,000 $6,000 $6,000 $6,000 Advertising $6,000 $12,000 $12,000 $14,000 $16,000 Professional fees $3,600 $6,000 $6,000 $6,000 $6,000 Online Accounting Program $420 $420 $420 $420 $420 Office supplies $700 $2,400 $2,400 $2,400 $2,400 Postage $600 $1,200 $1,000 $1,000 $1,000 Telephone $2,400 $4,800 $4,800 $4,800 $4,800 Internet $1,200 $1,200 $1,200 $1,200 $1,200 ABM rental $1,200 $1,200 $1,200 $1,200 $1,200 Bank fees $120 $120 $120 $120 $120 Total Expenses $276,040 $306,540 $304,940 $309,940 $314,940 Net Income $10,257 $23,160 $58,954 $64,316 $69,678 * Adjusted Net Income $20,257.00 $33,160.00 $68,954.00 $74,316.00 $79,678.00 * We are hoping that we will be tax exempt 30 62 7.8. Five Year Cash Flow Summary Chart The data and chart above demonstrates that a profit will be seen each year. Years two, three, four and five will be the same unless other events are added. A concerted effort will be made to accomplish the addition of other events. 31 $- $50,000.00 $100,000.00 $150,000.00 $200,000.00 $250,000.00 $300,000.00 $350,000.00 $400,000.00 $450,000.00 Year 1 Year 2 Year 3 Year 4 Year 5 5 Year Cash Flow Summary Chart Revenue Expenses 63 8. MARKETING PLAN 8.1. Market Analysis Our target market is continually growing as Tillsonburg is seeing new houses being built and bringing new people to our town. We would also target the areas surrounding Tillsonburg and Southern Ontario. The Tillsonburg Minor Soccer Club would be our largest client and their participants would range from youth to adult. Event attendance would also range from youth to seniors. 8.2. Competition The nearest competition that the Tillsonburg Hub will have is the Tillsonburg Community Centre. There will be little competition as the square footage of the Community Centre is much smaller than that of the Hub. The differences between what the Community Centre offers and the Hub are as follows: the Community Centre offers a swimming pool and arenas and the Hub will not be offering these. The Hub has a larger foot print so it will be able to accommodate larger events (such as the Down Home Christmas Craft Show, the Tillsonburg Auto Swap Meet, the Tillsonburg Shriner’s Pork B.B.Q. and other events). It will also be host to winter indoor soccer. This would not be possible at the Community Centre due to lack of space. 8.3. Pricing The pricing model will be based on the following formula. The average total expenses per month for a one year period are $24,868.00. The price per day would be $829.00 to cover costs. The rental fee per day plus a 25% markup would be $1,036. The board room rental fee would be $22.60 per hour, $45.20 per half day and $67.80 per full day. The hydro fee would be $10.00 per outlet per day. There will be no price difference for out of town rentals versus local rentals. A discount will be offered to rentals of one week or more when we start to generate a profit. Incorporated into the building will be a board room for meeting and event rentals, a kitchen that will enable us to provide catering services, a storage room for the tables and chairs that will be used for rentals, an office space for the Executive Administrator to conduct meetings with potential clients, both barrier free and regular washrooms with an infant change station and the large main section that will be divided into nine (9) sections with the tenth section being used during the winter months by indoor soccer. Rental fees and overhead costs will be monitored on a monthly basis to ensure that we are covering costs and realizing a profit. 32 64 8.4. Advertising and Promotion The advertising budget will be between 5 and 10% of the net revenue. Results of the advertising and promotions will be determined by the number of new events that rent the facility as well as tracking the number of visitors on the website, Facebook and Twitter. 8.5. Facility We will create a website; advertise in the local newspapers, on the local radio stations, use social media such as Facebook and Twitter and conduct face to face meetings to inform potential clients of what the Tillsonburg Hub is, what it has to offer and upcoming events as they are booked. We would also request to be included on the Town’s wayfaring signage and the Discover Tillsonburg website. The website, Facebook and Twitter will be updated on a weekly basis. Brochures will be updated quarterly with the upcoming scheduled events. 8.6. Events Activities at the Hub will be promoted via a website, Facebook, Twitter, calling potential clients, attending trade shows that are suitable to our business, distribution of brochures to local and area tourist information centres, word of mouth and previous events that will be returning to the building. 33 65 9. GRANTS In addition to the grant funding under the Infrastructure Ontario funding program, grants will be submitted to assist with the cost of the purchase of the building and start up marketing costs. We will also solicit local and area corporate sponsors. Possible grants are available from Royal Bank of Canada, Libro bank, Farm Credit Canada, The McLean Foundation, Southwestern Ontario Development Fund, FCC AgriSpirit Fund, Ontario Trillium Foundation, Infrastructure Canada-New Building Fund, Infrastructure Canada-Gas Tax Fund, Infrastructure Ontario, State Farm Canada and Ontario Tourism Development Fund. A continuous search will be made in the endeavor to find other potential grants. 9.1. Infrastructure Farm Credit Canada • capital projects (equipment, building funds, etc.) • enhance the quality of life for people in rural communities under 150,000 people FCC AgriSpirit Fund • enhancing rural communities • capital projects for cities or towns with less than 150,000 people • may qualify for a donation between $5,000 and $25,000 The McLean Foundation • showing promise of general social benefit but which may initially lack broad public appeal Southwestern Ontario Development Fund • focus on economic/business development and job creation in the area • Tourism • Investing in new capital equipment, development skills, enhancing productivity and developing new infrastructure Ontario Trillium Foundation • Infrastructure to foster active living Infrastructure Canada – New Building Canada Fund • the Fund recognizes the unique infrastructure needs of Canada's smaller communities and focuses on projects that meet environmental, economic and quality of life objectives. • this includes the Small Communities Fund (PTIC–SCF) that will provide $1 billion for • projects in municipalities with fewer than 100,000 residents Infrastructure Canada – Gas Tax Fund • as part of the New Building Canada Plan, the renewed federal Gas Tax Fund (GTF) provides predictable, long-term, stable funding for Canadian municipalities to help them build and revitalize their local public infrastructure while creating jobs and long term prosperity Infrastructure Ontario • has committed to the financing of over $6 billion in infrastructure, helping clients improve the quality of life in communities across Ontario 34 66 Royal Bank of Canada • The Canadian group specializes in structuring and financing core public infrastructure projects, including public-private partnerships ("PPP") Libro bank • New or better infrastructure for local community organizations dedicated to economic, cultural or social advancement State Farm Canada • community development Rural Economic Development Program • help rural Ontario generate investment and create jobs • support rural communities is part of the government's economic plan to invest in people, build modern infrastructure and support a dynamic and innovative business climate 9.2. Tourism Tourism Development Fund • enhance Ontario’s overall economic competitiveness and opportunities for the Ontario tourism industry 35 67 10. SCHEDULE 1st. half of 2016 present proposal to Tillsonburg Town Council apply for charitable status start grant applications 2nd. half of 2016 hire construction firm/contractor start of construction start recruiting events launch marketing campaign launch website 1st. half of 2017 Grand Opening at least one major event or several smaller events booked per month There is a definite need and want for a facility of this type in Tillsonburg based on the survey that was completed. With the future expansion that is planned it will definitely become more profitable over time. The caveats that would make this not viable would be if the Hub were to have to purchase the land on which to build the facility, if the Town of Tillsonburg did not agree to assist the Hub with financing and if the Town of Tillsonburg were to expand the Tillsonburg Community Centre as this would create competition for both. 11. CONCLUSION With the research that has been done, it is the opinion of the Tillsonburg Hub consortium that this project is viable and needed in the Town of Tillsonburg to promote tourism and healthy living through the activities that will be offered at the Tillsonburg Hub. The recommendation for the building type would be the prefabricated one based on meetings that were held with representatives from both prefabricated and inflatable manufacturing companies. The possible location recommendation would be for the vacant land in the Tillsonburg Business Park located on Highway # 3. This recommendation is based on the amount of available land for the construction of the building and the prospective of the hotel/conference centre to be constructed in phase II as well as the high visibility profile. 36 68 APPENDIX A Start-Up Expenses Business Licenses $200 Incorporation Expenses $2,000 Bank Account $10,000 Mortgage $4,000 Equipment Required: Office Furniture $4,500 Board Room Furniture $5,327 Rental Tables & Chairs $51,698 Total Equipment $61,525 Insurance $6,000 Stationery/Business Cards $500 Brochures $2,000 Pre-Opening Advertising $5,000 Opening Inventory $45,000 TOTAL STARTUP EXPENSES $197,750 37 69 Office Equipment and Supplies Item Price Computer $1,400.00 Printer $300.00 Copy paper $200.00 Shredder $300.00 Microsoft Office $250.00 Microsoft Publisher $150.00 Norton Internet Security $100.00 Telephone $100.00 Office Supplies $250.00 Sub-total $3,050.00 HST $396.50 Total $3,446.50 38 Furniture 12 guest chairs for board room + 2 chairs for front office $2,000.00 200 rectangular laminate tables $20,000.00 500 stacking chairs $20,000.00 24 round laminate tables $5,000.00 File cabinet $600.00 Rectangular table cart $300.00 Round table cart $300.00 Chair cart $150.00 Board room table $3,000.00 Front office desk $2,500.00 Executive chair $500.00 Subtotal $54,350.00 HST $7,065.50 Total $61,415.50 70 APPENDIX B BUILDING OPTIONS Two types of buildings are being considered for this project. They are a prefabricated building and an Air Dome. Below are the pros and cons of each building. Prefabricated building Air Dome Pros option to build a smaller additional building for office, catering kitchen, washrooms & storage thus reducing the purchase price would be able to attach walking/running track from ceiling – allowing maximum floor rental space no risk of deflation during power outages lower insurance premium no special doors required ability to add additional space for a hotel/conference centre in the future unique design does not require lighting during daylight hours lower purchase price Cons would require lights on during the day unless windows and /or skylights were installed higher purchase price may collapse under heavy snow & winds risk of deflation during power outages would require constant use of generator to keep building inflated resulting in high electricity costs would require fence around perimeter to deter vandalism requires additional building for office, catering kitchen, washrooms & storage would have to attach walking/running track from floor – reducing available floor rental space loss of floor rental space due to sloping walls special doors required higher insurance premium insurance/year $4,000/annum $6,000/annum building cost $3,700,000 $2,000,000 39 71 Prefabricated structure Air Dome structure building size 200'0 wide x 300'0 long; 60,000 sf reinforced poured concrete perimeter foundation walls; assume adequate soil bearing capacity at 4' below finish grade concrete floor slab on grade, 6" thick, plain steel trowel finish architectural concrete block dado wall, 8' high, around building perimeter Pre-engineered Butler building, 24' nominal eave height c/w insulated metal roof (R20) and walls (R14). Full height pre-painted interior metal liner above masonry dado wall doors and windows, including aluminum and glass entrance, man doors and three (3) overhead doors washrooms and kitchen; assume 3,000 sf finished area c/w accessories etc. mechanical work, including fire protection (sprinklers), plumbing, heating ventilation and air conditioning (HVAC) of the entire building area electrical work, including main service, lighting, power and communication Drawings, engineering, and insurances. 30oz vinyl coated polyester OPAQUE outer fabric with 15 year pro rated warranty 15oz vinyl coated polyester liner fabric 14 restraining cables: 1 inch diameter PVC coated 4 lengthwise restraining cables: 1 inch diameter PVC coated with turnbuckles 72-1,000 watt hanging metal halide light fixtures with double ballasts, lighting wire from fixture to closest ground location, light cord plug sets, hang light mounting patches, hang light protective net enclosures 5-emergency exits (single door, 1 emergency light pack per exit) 1 emergency exit (single door with external keyed access, 1 emergency light pack per exit) 1 combo unit (3-leaf revolving door & pedestrian air lock for barrier free access) 1 vehicle air lock (10' x 10' doors, 30' long) 1 separate standby unit and summer fan with down flow elbows 1-2.00 million BTU bottom discharge heat and inflation unit 1 wind & snow sensor system supply and supervise the install of membrane insulation load calculations and detail drawings of the air structure stamped by a qualified structural engineer freight to jobsite on-site supervision of installation of air structure start-up of mechanical equipment 1010 lineal feet of retention profile for concrete grade beam 36 cast-in galvanized steel retention cable anchor plates building cost - $3,700,000 building cost - $2,000,000 Items not included: Permit Fees and Development Charges have not been included assume site development (grading to -12" of finish floor elevation) and servicing and utility connections within 5' of the proposed building by others Items not included: Permit Fees and Development Charges have not been included assume site development (grading to -12" of finish floor elevation) and servicing and utility connections within 5' of the proposed building by others office, washrooms, kitchen & storage area Upon weighing the pros and cons for both types of buildings this document supports the prefabricated building as the best choice. The Tillsonburg Hub consortium are in agreement with this finding. 40 72 73 74 OUTLINE Who We Are Our Vision The Need Survey Results Survey Results by Event Building Options Building Recommendation Sites Being Considered Facility Objectives Benefits Long Term Plans The Challenge The Request Next Steps 75 TILLSONBURG HUB CONSORTIUM STATION ARTS CENTRE TILLSONBURG AUTO SWAP MEET TILLSONBURG KIWANIS CLUB TILLSONBURG SHRINERS 76 To create a financially sustainable multi-use facility for tourism, sporting and culture events that meets the needs of the partners while contributing to the overall health and strength of an increasingly diverse Tillsonburg economy including an expanded tourism component. OUR VISION 77 The Greater Tillsonburg Area (the other GTA) lacks a facility capable of supporting events of any significant size which means that the community is missing out on the benefits associated with larger events including increased local spending at restaurants, retailers and businesses. THE NEED 78 Without a concerted effort to develop a facility of this type, tourism and business events will increasingly migrate to centres that have a suitable facility resulting in decreased opportunities to grow tourism in Tillsonburg THE NEED (cont.) 79 A Home for: Down Home Christmas craft show Indoor Soccer Kiwanis Home & Rec Show Tillsonburg Auto Swap Meet Trade Shows . . . And more THE NEED (cont.) 80 SURVEY RESULTS Survey was conducted for the month of August 2014 81 SURVEY RESULTS BY EVENT Home & rec show 86.63% Craft show 83.14% Winter farmer's market 72.00% Hospital extravaganza 70.93% Dog show 58.14% Indoor yard sale 53.49% Car shows 50.58% Cooking show 50.00% Wood show 43.60% B.B.Q. competitions 39.53% Quilt show 38.37% Bridal show 37.79% Home expo show 37.21% Indoor soccer 35.47% Model train show 33.14% RV show 32.56% Bingo 30.81% Motorcycle show 30.81% Other 27.91% Model plane show 24.42% Scrapbooking workshop 23.84% Auto swap meet 23.26% Ball hockey 22.09% Mom to be show 20.35% Lawn tractor races 16.28% Wrestling 15.12% 82 BUILDING OPTIONS Two options are being considered: Prefabricated structure Air Dome structure To determine the best option: extensive research was done to determine what options were available and companies that manufactured them. Options were discussed with a representative from GC of Tillsonburg and SBS of Aylmer for the Prefabricated Structure and FG of Puslinch, Ontario for the Air Dome structure. Three quotes were obtained for the construction costs of the building. 83 Prefabricated building Pros Option to build a smaller additional building for office, catering kitchen, washrooms & storage thus reducing the purchase price Would be able to attach walking/running track from ceiling – allowing maximum floor rental space No risk of deflation during power outages Lower insurance premium No special doors required Cons Would require lights on during the day unless windows and /or skylights were installed Higher purchase price 84 Air Dome Pros Unique design Does not require lighting during daylight hours Lower purchase price Cons May collapse under heavy snow & winds Risk of deflation during power outages Would require constant use of generator to keep building inflated resulting in high electricity costs Would require fence around perimeter to deter vandalism Requires additional building for office, catering kitchen, washrooms & storage Would have to attach walking/running track from floor – reducing available floor rental space Loss of floor rental space due to sloping walls Special doors required Higher insurance premium 85 BUILDING RECOMMENDATION The recommended structure by the Tillsonburg Hub consortium is the prefabricated structure for the following reasons: Longer life span No chance of damage from heavy snow or high winds No rental floor space lost as with Air Dome structure due to sloping walls Ability to have walking/running track attached from ceiling instead of floor to allow full use of floor space No risk of deflation during a power outage No special doors required at a higher price tag Lower insurance premium Ability to add additional space in the future for a hotel/conference centre 86 POTENTIAL LOCATIONS Highway # 3 – Tillsonburg Business Park PROS CONS Town owned land Within town limits Ample space for parking High visibility Easily located Located on main highway Plenty of room for expansion - ie: hotel with indoor pool & conference centre for participants to stay on site Located in industrial area Will need to connect services from road Subject to rezoning 87 Clearview Drive PROS CONS Town owned land Within town limits Ample space for parking Limited visibility from major highway Will be somewhat difficult for out of town visitors to locate Will need to connect services from road Located in industrial park More land constraints for expansion to build hotel & conference centre Subject to rezoning 88 Private Land North of Sobey’s PROS CONS Ample space for parking Located on main highway High visibility Located close to shopping and amenities Privately owned land Costly to purchase Would need to connect services from road Rezoning may be required 89 Tillsonburg Regional Airport PROS CONS Town owned land Ample space for parking High visibility Located on major highway Four possible locations Will attract people to the airport and Coyle’s Outside Tillsonburg town limits Will need to connect services from airport or road Some of the locations may interfere with flight lines Not located near shopping and amenities 90 Memorial Park PROS CONS Town owned land Within town limits Has kitchen facility already on site Possibility of sharing kitchen facility Would be able to host events that are too large for the community centre Services already at site Not enough parking for large events Not visible from main highway May be somewhat difficult for out of town visitors to find Would require removal of ball diamond & derby pit Has not been included in the Parks & Rec Master Plan Events that are already hosted on location would lose some or all of their area due to parking expansion Limited room for expansion to build hotel & conference centre 91 PROS CONS Town owned land Within town limits Has kitchen facility already on site Services already at site Would create a sports & leisure complex Minimal parking No room to expand parking area Would be located on large pitch Not visible from main highway May be somewhat difficult for out of town visitors to find Not enough land for expansion to build hotel & conference centre Subject to long term lease to Tillsonburg Minor Soccer Club Tillsonburg Minor Soccer Park 92 FACILITY OBJECTIVES Financially self-sustaining Drawing card for Tillsonburg Home of indoor soccer Energy efficient Competitive rental rates Host multiple events simultaneously Trade shows RV & boat shows Indoor walking/running track Hotel/conference centre in future 93 Increased tourism Increased visitors to Tillsonburg Increased traffic will enable the town to leverage façade improvements to attract more unique retailers Increased revenue for local groups & businesses Will provide venue for indoor sporting clubs and activities (soccer, floor hockey, lawn bowling, volleyball etc.) BENEFITS 94 LONG TERM PLANS Have a minimum of one large event or several small to the equivalent each month Home to a youth sports academy Host multiple events simultaneously Walking/running track Phase II - Hotel/conference centre 95 THE CHALLENGE Community group without official status Unable to acquire a mortgage Unable to proceed without an investor or co-signor 96 THE REQUEST That the Town of Tillsonburg support the development of the Tillsonburg Hub facility in the Town of Tillsonburg by: 1.Holding or co-signing the mortgage for the property; 2.Work with the committee to identify a suitable site for the building; including potentially town owned lands 3.Submit funding application on behalf of THC (Tillsonburg Hub Consortium) Support in principle subject to review by staff and report back to Council; And support for immediate joint application for funding for feasibility study by third party 97 NEXT STEPS Obtain support of Town of Tillsonburg Create legal entity & Board of Directors Apply for non-profit status Apply for grants Hire building contractor Start project Solicit consumers Launch marketing & website Grand Opening Have at least one large or several small events booked monthly 98 99 Community and Strategic Planning P. O. Box 1614, 21 Reeve Street Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 Fax: 519-421-4712 Web site: www.oxfordcounty.ca Our File: A-01/16 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: February 25, 2016 REPORT NUMBER: 2016-40 OWNER: John Desmarchais 432 Highway #3, Tillsonburg ON, N4G 4G7 REQUESTED VARIANCES: Relief from Table 12.2A – Entrepreneurial Zone Provisions: To reduce the minimum required Exterior Side Yard Width from 7.5 m (24.6 ft) to 2.4 m (8 ft); To reduce the minimum required Rear Yard Depth from 9 m (29.5 ft) to 1.4 m (4.5 ft); To increase the maximum permitted Lot Coverage from 35% to 38%. LOCATION: The subject property is described as Lot 1261, Plan 500, in the Town of Tillsonburg. The property is located on northwest corner of Tillson Ave and Brock Street West, and is municipally known as 41 Tillson Ave. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Entrepreneurial District TOWN OF TILLSONBURG ZONING BY-LAW: Entrepreneurial Zone (EC) SURROUNDING USES: predominantly single-detached dwellings, with a small office building, church and elementary school (Annandale Public School) to the east 100 File Number: A-1/16 Report Number 2016-40 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted sections of the Town Zoning By-law to facilitate the replacement of a former legal non-conforming dwelling that was demolished in August 2015. Since the proposed new dwelling will be slightly larger than the previous dwelling, relief is required. It should be noted that at the request of the applicant, the application was deferred by the Committee on January 25, 2016 to ensure the comments received from Town and County Staff were addressed. In light of the comments received, the applicant has relocated the proposed dwelling outside of the corner sight triangle at the corner of Brock Street East and Tillson Ave. The subject property comprises approximately 333 m2 (3,584 ft2) and is currently vacant. Surrounding uses predominantly include single-detached dwellings, with a small office building, church and school to the immediate east. Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, Aerial Map (2010), shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Sketch, shows the dimensions and setbacks of the proposed dwelling as well as the footprint of the former legal non-conforming dwelling. (b) Agency Comments: The application was circulated to a number of public agencies. The Town Engineering Services Department provided the following comments: The dwelling shall be located outside of the sight triangle at the corner of Brock Street East and Tillson Avenue. The existing driveway access from Brock Street East is to be maintained. A lot grading plan will be required as part of the building permit process. The County Public Works Department indicated that the proposed dwelling shall be located no closer to the front lot line (along Tillson Ave) than the previous dwelling, excluding the covered porch. The Town Building Services Department and County Public Health & Emergency Services Department had no concerns with the proposal. Public Notice was mailed to surrounding property owners on February 12, 2016. As of the writing of this report, no comments or concerns had been received from the public. (c) Intent and Purpose of the Official Plan: The subject lands are designated ‘Entrepreneurial District’ according to the Official Plan. ‘Entrepreneurial District’ represents an area proposed for a range of commercial and business development opportunities through the conversion of existing residential dwellings and new development or redevelopment. Within the ‘Entrepreneurial District’ the continuation of residential 101 File Number: A-1/16 Report Number 2016-40 Page 3 uses is anticipated. The use of the lands for a single-detached dwelling conforms to the relevant policies of the Official Plan. (d) Intent and Purpose of the Zoning By-law: The subject property is currently located within the ‘Entrepreneurial Zone (EC)’ according to the Town Zoning By-law. The ‘EC’ zone permits a variety of commercial and residential uses, and requires a minimum front yard depth and exterior side yard width of 7.5 m (24.6 ft), a minimum rear yard depth of 9 m (29.5 ft), a minimum setback of 19 m (62.3 ft) from an arterial road and maximum lot coverage of 35%. Section 5.21.6 permits the replacement of a non-conforming building that is demolished due to poor condition provided that the building maintains the same size and height of the previous building that was demolished. As the applicant proposes to construct a slightly larger dwelling than what existed, relief is required from the Zoning By-law. According to Section 5.6 (Established Building Line), where a dwelling is proposed to be constructed in a built up area with an established building line, such dwelling may be located closer to the street line or the centre line of the street, provided such dwelling is not located closer than the established building line on the date of passing of the Zoning By-Law or 3 m (9.8 ft) to the front lot line. In this case, the existing dwellings along the west side of Tillson Ave appear to maintain front yards depths of approximately 2.5 m (8.2 ft). As the proposed dwelling will maintain a front yard of 5.6 m (18.3 ft), the established building line will be maintained. As such, relief is not required from the centreline of the Tillson Ave or front lot line. The required setback and lot coverage provisions are intended to ensure dwellings maintain a size that is appropriate for the lot, adequate separation is provided between buildings/structures and acceptable space is provided for parking and drainage purposes. In this case, Staff are satisfied that the reduced exterior side yard width, rear yard depth and increased lot coverage maintains the general purpose and intent of the Zoning By-law. The proposed dwelling will be in keeping with the character or the existing neighborhood, is not anticipated to negatively impact drainage, and will provide adequate separation between neighbouring dwellings. (e) Desirable Development/Use: It is the opinion of this Office that the proposed variances to facilitate the construction of a single- detached dwelling can be considered minor and desirable development of the subject property. The requested relief can be considered minor as the proposed dwelling will be located further from the front and exterior lot lines then the former legal non-conforming dwelling that was located on the property. While the proposed rear yard depth represents a relatively significant deviation from what is typically permitted, given that the property is a corner lot, the rear lot line can be treated similar to an interior side lot line, which requires a minimum setback of 1.2 m (3.9 ft). The proposed development can also be considered desirable as no further impacts to neighboring properties is anticipated. The proposed dwelling will be in keeping with the existing character of the neighborhood and it is not anticipated that the proposed relief will negatively impact the existing streetscape, or further impact sightlines along Brock Street East of Tillson Ave. 102 File Number: A-1/16 Report Number 2016-40 Page 4 With regard to the comments received from the Town Engineering Services Department and County Public Works Department, Staff note that the applicant has revised the original proposal to ensure the proposed dwelling is located outside of the corner sight triangle and the area formerly occupied by the covered porch. It should also be noted that the existing driveway access from Brock Street East will be maintained. In light of the foregoing, it is the opinion of this Office that the proposed relief maintains the general intent and purpose of the Official Plan and Zoning By-law and can be given favorable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-1/16, submitted by John Desmarchais, for lands described as Lot 1261, Plan 500, Town of Tillsonburg, as it relates to: 1. Relief from Table 12.2A – Zone Provisions: To reduce the minimum required Exterior Side Yard Width from 7.5 m (24.6 ft) to 2.4 m (8 ft); To reduce the minimum required Rear Yard Depth from 9 m (29.5 ft) to 1.4 m (4.5 ft); To increase the maximum permitted Lot Coverage from 35% to 38%. Subject to the following condition: A building permit for the single-detached dwelling shall be issued within one year of the date of the Committee's decision. As the proposed variances are: (i) minor variances from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: original sign by Rebecca Smith, Development Planner Approved for submission by: original sign by Eric Gilbert, MCIP, RPP, Senior Planner RS February 16, 2016 103 January 5, 2016 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 104 January 5, 2016 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 105 106 Site Photos A-01/16 – Desmarchais View of Subject Property (looking northwest from Tillson Ave) View of Existing Dwellings on the West Side of Tillson Ave 107 View of Existing Dwellings on the North Side of Brock Street East 108 January 5, 2016 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1020 Notes NAD_1983_UTM_Zone_17N 51 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 109 January 5, 2016 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 110 111 Site Photos A-01/16 – Desmarchais View of Subject Property (looking northwest from Tillson Ave) View of Existing Dwellings on the West Side of Tillson Ave 112 View of Existing Dwellings on the North Side of Brock Street East 113 114 115 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –County of Oxford Report No.: MYR 16-02 Author: Mayor Molnar Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2016 Attachments: RECOMMENDATION: THAT Council receives report MYR 16-02 as information. EXECUTIVE SUMMARY The purpose of this report is to provide information regarding any reports and recommendations from local representation at Oxford County Council. CONSULTATION/COMMUNICATION As a result of the effort to expand access to knowledge and information for Town Council and local stakeholders, this report is intended to provide material on activities that transpire at Oxford County Council that may have an impact on the Town of Tillsonburg. Further, this type of report will further satisfy mandates as reinforced in the Community Strategic Plan to provide for a more accessible and open governance model. INFORMATION • Subject to a delegation at County Council (1/27/16) by S. Acton concerning the elimination of curbside pick-up at certain identified properties in the Town of Tillsonburg, the Notice of Motion as indicated in Report MYR 16-01 was withdrawn and supported by the following resolution; “That the information provided in the delegation from Susan Acton, requesting on behalf of the residents of 18 Balazs Court, Hickory Hills, Tillsonburg, reinstatement of previously provided waste removal services, be received and further that a staff Report, with potential options, be prepared for the meeting of February 24, 2016.” - Carried. 116 • Public Works Report PW 2016-03, of January 27, confirmed the restriction of “No Parking” along County Road 20 (North Street) from Broadway to Hereford Street. This direction was communicated during the EA process on the re-construction of North Street prior to construction start in 2014. • CASPO Report 2016-02 (1/27) confirms that materials related to the Smart Growth for Ontario Communities Act, 2015, will be forwarded to all lower tier municipalities (Tillsonburg) for review and comment. • The application for Official Plan Amendment, OP 15-06-7, for increased density of the mixed-use property at 253 Broadway in Tillsonburg, was approved on February 10, 2016. • CAO Report 2016, concerning the Electrical Vehicle Chargers Ontario (EVCO) Program was approved and an application forwarded to Ministry of Transportation for consideration. This regional application involves the proposed placement of charging stations in the downtown core of Tillsonburg. FINANCIAL IMPACT/FUNDING SOURCE Whereas the material contained in this report is a summary of Oxford County information, there is no direct impact on the finances of the Town of Tillsonburg as would require approval by Municipal Council or direction from corporate staff. APPROVALS: Author: Mayor Molnar Date: 2/25/16 Page 2 / 2 CAO 117 STAFF REPORT CAO Report Title: CAO Performance Evaluation 2015 Report No.: MYR 16-03 Author: Stephen Molnar - MAYOR Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2015 Attachments: RECOMMENDATION: That Council receives MYR 16-03 CAO Performance Evaluation 2015 as Information; And That Council establishes and appoints a CAO Performance Review Committee; And That Council appoints Mayor Molnar and ____________________ and _________________ to the CAO Performance Review Committee; And Further That Council approves the proposed 2015 CAO Performance Evaluation Process as outlined in MYR 16-03. Background The requirement for a CAO performance evaluation is a condition of employment which states on or about the anniversary date, the CAO will participate in an annual performance review conducted by the Mayor and members of Council or a Committee of Council. The CAO’s starting date with the Town was January 14, 2013 so that the performance review should be completed in the first quarter of 2016. In accordance with the above, it is being recommended that a CAO Performance Review Committee be established in order to provide a process for all Council members to participate in the CAO performance review process. It is anticipated that the role of the CAO Performance Review Committee is to: • Review the objectives/themes communicated by the CAO; • Review the performance of the CAO in 2015 in relation to Council direction and CAO initiatives; • With the CAO, jointly develop goals and objectives for 2016; • Establish the measurement criteria for the defined goals and objectives in 2016; 118 • Make a recommendation to Council regarding 2016 goals and objectives; • Provide recommendations for CAO compensation on a yearly basis. FINANCIAL IMPACT/FUNDING SOURCE Dependent on decisions that may be made by the Committee regarding compensation. . APPROVALS Author Name/Signature Stephen Molnar Date: February 25, 2016 Page 2 / 2 CAO 119 STAFF REPORT FINANCE Title: 2015 FOURTH QUARTER FINANCIAL RESULTS Report No.: FIN 16 - 08 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 25, 2016 Attachments: 2015 ACTUAL VARIANCES Q4 V2 RECOMMENDATION THAT Council receives report FIN 16 - 08 2015 Fourth Quarter Financial results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2015 to December 31, 2015 Town wide actual financial results. SUMMARY OF OPERATIONAL RESULTS The attached spreadsheet summarizes by department the significant variances between 2015 actual results as at December 31, 2015 and the 2015 budget. The overall Town wide consolidated surplus as at December 31, 2015, subject to verification by the Town’s auditor, is currently $314,514 or 2.4% of the 2015 requirement from taxation, or 1.3% of the 2015 overall budgeted Town revenue. This 2015 consolidated surplus amount, once finalized, will be contributed to reserves. Finance is aware of yearend adjustments pertaining to the OPP 2015 semi-annual July 1 to December 31 contract reconciliation and the amount pertaining to the urban County Road maintenance agreement that will be recorded as part of the year end process. There may be other adjustments that are part of the year end that may adjust this reported surplus and if so that will be reported to Council when the financial statements are presented to Council. Questions or comments relative to the departmental 2015 Q4 revenues and expenditures should be referred to the other members of Senior Management for commentary. 120 2015 YTD YTD Budget Budget Budget Actuals Variance Key HighlightsFinance110 Finance2,066,400 2,066,400 2,074,574 8,174 Net labour under budget $126,,500 - CSC Manager allocation between customer service, vacant deputy clerk & FRAM; Legal over budget $47,500 - OMB hearings; Debt principal over budget $14,900 - allocation of debt paid off - offset/surplus in Storm, Conservation, Arena Facility departments; Net building Expense under budget $17,800; Corp overhead recovery under budget $97,000 - Allocation of FRAM to THI, offset with surplus in labour; Net capital under budget $12,700120 CSC(96,600) (96,600) (106,812) (10,212) Net revenue over budget $10,600; Net labour over budget $29,400 - Allocation of Manager's time between Finance; Net Building Maintenance under budget $15,000 Total Finance1,969,800 1,969,800 1,967,762 (2,038) DCS100 Council287,200 287,200 278,565 (8,635) Training Under budget $8,500: Net labour over $7,100; Special Projects under budget $9,600 - Doctor Recruitment180 Protection219,000 219,000 200,899 (18,101) Net labour under budget $5,300 - Vacancy; Net Animal Control under budget, primarily the contract, $14,100190 Building59,900 59,900 59,899 (1) Net revenue under budget $4,700 - Permit revenue; Net labour under budget $12,200 - vacant deputy building official; Less use of Reserves $9,800500 DCS81,500 81,500 80,468 (1,032) N/A505 EcDev293,900 293,900 326,683 32,783 Net labour over $11,400; Subcon Expense over budget $21,800 - CIPTotal DCS941,500 941,500 946,514 5,014 Fire150 Fire1,227,300 1,227,300 1,170,335 (56,965) Net labour under budget $31,200 - $58,900 re Vacant Prevention Officer; Special Projects over budget $51,600 - Dispatch equipment upgrade; Training under $14,000; Special Events under budget - $14,300; Net Building Expenses under budget $21,700; Net Capital projects under budget $16,500160 Police2,918,100 2,918,100 2,901,492 (16,608) Net revenue over budget $16,800; Net Police Services Board is under budget $3,900; OPP Subcon expense is under budget $11,600; Net building Expenses over budget $15,100 - rentTotal Fire4,145,400 4,145,400 4,071,827 (73,573) Operations130 Fleet(262,000) (262,000) (266,283) (4,283) Net labour over $24,200 - OT; Net revenue under $8,200 - primarily external parties (Hydro); Equipment Supplies & Repairs over $32,400; Fuel & Oil expense under $69,000; Net capital projects over budget $5,100145 Hyd(261,500) (261,500) (293,439) (31,939) Net Revenue over budget $91,300; Subcontractor Expense over $62,300170 Conserv8,400 8,400 7,026 (1,374) N/A121 2015 YTD YTD Budget Budget Budget Actuals Variance Key Highlights210 Engineering415,500 415,500 371,600 (43,900) Net revenue over budget $11,200; Net labour under budget $23,800 - Vacant Manager220 Roads1,618,300 1,618,300 1,488,352 (129,948) Net labour under $89,200 Vacant Roads manager; Subcontractor Expense under $55,900; Insurance Claims $23,000225 Winter Mtce482,000 482,000 505,015 23,015 Net labour over budget $13,800; Supplies Expense over $6,700230 Parking- - - - Operating parking surplus of $28,600 contributed to Reserves for future Parking projects235 Streetlights304,400 304,400 323,868 19,468 Streetlights Capital over $14,500240 Airport92,400 92,400 84,638 (7,762) Net Revenue under $56,700; Net Fuel sales profit of $39,900; Net labour under budget $34,000260 Storm Sewers308,600 308,600 282,047 (26,553) Net labour over $12,200; Debt payments under budget $9,200 - Relating to debt balloon payment; Subcontractor Expense under budget $18,200280 Solid Waste & Recycling129,900 129,900 165,166 35,266 Net labour under $23,200; Net bag Tag Sales over budget $24,400; Subcontractor Expense over budget $30,400Total Operations2,836,000 2,836,000 2,667,990 (168,010) RCP300 Cem134,300 134,300 181,463 47,163 Net Revenue under budget $30,600; Net labour over budget $18,000; Subcontractor expense under $13,800; Supplies Expense over budget $9,700; Net capital expenditures over $4,300;450 Parks575,900 575,900 589,027 13,127 Net labour under $8,200; Equipment Rental over budget $16,200; Subcontractor Expense under budget $4,600; HLW under budget $7,600; Contributions to Reserves over budget (Erie Wind Shores) $10,800460 Rec - Programs268,100 268,100 254,856 (13,244) Net revenue over 36,400; Net labour over $14,500; Program Supplies Expense over $13,600465 Rec - Bldg Mtce2,045,300 2,045,300 2,011,322 (33,978) Net labour under $39,500; Building Repairs & Maint. under $31,400; Subcontractor Exp over $17,000; Debt payments under $7,400 - Relating to debt balloon payment; HLW over budget $21,400; Net Capital over $1,200467 EFC(27,500) (27,500) (49,463) (21,963) Rent Revenue over budget $13,500; Net expenditures under budget $8,500475 Museum289,200 289,200 301,090 11,890 Net revenue under budget $14,900; Net labour over budget $3,100; Net Capital expenditures under budget $3,400Total RCP3,285,300 3,285,300 3,288,295 2,995 Taxation600 Municipal - Tax levy(13,080,000) (13,080,000) (13,080,000) - 600 Municipal - Supps, W/O's(98,000) (98,000) (176,902) (78,902) Net Supplementary, PILS, Penalty & Interest, Write offsTotal Taxation(13,178,000) (13,178,000) (13,256,902) (78,902) Total Town- - (314,514) (314,514) 122 Payments relating to election system over $1,200; FT labour over $6,500; Meeting over $3,300;0Subcon Expense is under $19,400: Animal control contract;0Revenue over $6,300; Miscellaneous Exp under $2,200; HLW over $2,250; Net labour over $1,650; Insurance under $1,000-5600Museum, 11,890 Finance, 8,174 Customer Service, (10,212) Council, (8,635) Protection, (18,101) Building, (1) Development & Communication Services, (1,032) Economic Development, 32,783 Fire, (56,965) Police, (16,608) Fleet, (4,283) THI - Town, (31,939) Conservation, (1,374) Engineering, (43,900) Roads, (129,948) Winter Maintenance, 23,015 Parking, - Streetlights, 19,468 Airport, (7,762) Storm Sewers, (26,553) Solid Waste, 35,266 Cemetery, 47,163 Parks, 13,127 Rec - Programs, (13,244) Rec - Facilities, (33,978) Elliot Fairbairn Centre, (21,963) Supp Taxes, (78,902) (140,000) (120,000) (100,000) (80,000) (60,000) (40,000) (20,000) - 20,000 40,000 60,000$(Surplus) or Deficit 2015 Q4Net Levy VariancesMuseumFinanceCustomer ServiceCouncilProtectionBuildingDevelopment &CommunicationServicesEconomicDevelopmentFirePoliceFleetTHI - TownConservationEngineeringRoadsWinter MaintenanceParkingStreetlightsAirportStorm SewersSolid WasteCemeteryParksRec - ProgramsRec - FacilitiesElliot Fairbairn CentreSupp TaxesQ4 Net Surplus$314,514123 STAFF REPORT FINANCE Title: 2015 FOURTH QUARTER FINANCE DEPARTMENT RESULTS Report No.: FIN 16 - 09 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 25, 2016 Attachments: RECOMMENDATION THAT Council receives report FIN 16 - 09 2015 Fourth Quarter Finance Department results as information. EXECUTIVE SUMMARY To provide Council with the actual January 1, 2015 to December 31, 2015 Finance Department financial results. SUMMARY OF OPERATIONAL RESULTS 2015 Business Objectives Objective Target Date Status Lotus Notes to Exchange Conversion Q1 Completed Q3. Upgrade Great Plains software Q3 Complete. Upgrade Class software Q2 Completed Q3. Upgrade Northstar software TBD Dependent on THI budget. FMW Budget software Q3 Complete. Town website redevelopment Q2 Active project with completion in Q1 2016. 124 Objective Target Date Status Cash forecasting model Q4 Project deferred to 2016. Investigate the One Investment Program Q4 Project deferred to 2016. Outbound call automation through the IVR Q2 Deferred to 2016. Northstar report training Q3 Dependent on Northstar upgrade. Business license automation Q4 Deferred to 2016 and exploring new website opportunities. Implementation of Laserfiche Records Management System Q1 Migration from domino doc ongoing; Policies - complete. TOMRS training for all staff Q1 Training material - complete. Training - ongoing. Laserfiche records management user training Q1 Training material - complete. Training – ongoing. Hire Records Management Coordinator Q2 Complete. Local Government Week Q4 Complete. Key Indicators 12/31/2015 12/31/2014 Tax Receivables $1,191,497 $1,182,273 Accounts Receivable $469,764 $472,042 GOALS FOR Q1 2016 • Website redevelopment continues. • 2016 Draft Budget finalized. • 2015 Yearend audit. FINANCIAL IMPACT/FUNDING SOURCE Overall the 2015 fourth quarter Finance Department variance summary is as follows: 2015 Budget vs. Actual Variance Summary Department (under)/over Finance $8,174 Customer Service $(10,212) Total variances $(2,038) 125 STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Building/Planning/By-Law Services 2015 Annual Report Report No.: DCS 16-06 Author: GENO VANHAELEWYN – Chief Building Official Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2016 Attachments: - RECOMMENDATION THAT Council receives Report DCS 16-06; Building/Planning/By-Law Services 2015 Annual Report as information. EXECUTIVE SUMMARY 2015 Building Permit Activity Total Permits Issued 317 Total Construction Value $19,569,694 Total Permit Revenue $ 219,321 A decrease in activity in terms of value of construction was recorded compared to 2014 due to a large drop in the institutional sector as expected. The overall number of permits issued and the residential housing market remained stable. Industrial and commercial sectors both experienced a decrease in value of construction. These activities are noted in the tables below. 2015 - Permit Class Comparison Single Dwellings Other Residential Institutional Commercial Industrial Permits Issued 61 157 18 68 13 Estimated Value 11,290,464 3,278,262 3,978,968 729,400 292,600 1 CAO 126 2015 - Value of Construction Comparison CLASS 2015 2014 2013 2012 2011 2010 2009 Single Dwellings 11,290,464 11,690,744 10,162,224 8,910,390 7,122,237 8,463,514 8,814,074 Other Residential 3,278,262 3,746,308 2,470,956 1,476,617 6,713,598 1,474,086 11,453,284 Institutional 3,978,968 17,579,092 917,675 235,550 117,867 452,850 1,581,000 Commercial 729,400 3,246,669 2,430,382 7,855,600 1,248,735 1,127,140 3,819,100 Industrial 292,600 2,669,685 3,412,100 504,300 2,764,640 938,099 354,400 Total Value of Construction 19,569,694 38,932,498 19,442,337 18,982,457 17,967,077 12,455,689 26,021,858 2015 - Residential Construction Comparison YEAR TOTAL RESIDENTIAL PERMITS ISSUED SINGLE (DETACHED) DWELLINGS APARTMENT UNITS CONDOMINIUM UNITS TOTAL RESIDENTIAL CONSTRUCTION VALUE OVERALL CONSTRUCTION VALUES 2015 218 61 23 0 14,568,726 19,569,694 2014 240 64 36 0 16,432,935 38,932,498 2013 200 67 1 0 12,643,180 19,442,337 2012 203 54 0 0 10,387,007 18,982,457 2011 249 42 68 - 13,781,335 17,921,577 2010 236 58 - - 8,463,514 12,455,689 2009 175 42 30 - 20,267,358 26,021,858 2008 228 41 - 10 8,924,882 13,407,055 2007 299 98 13 - 16,471,262 22,770,077 2006 252 73 2 - 11,822,167 19,723,767 2005 205 80 8 44 18,097,035 26,905,724 2004 207 99 - 11 13,922,583 25,162,143 2003 226 91 7 - 11,034,795 28,168,745 2002 188 76 - 8 9,168,462 17,716,228 2001 129 44 - - 5,000,000 8,695,818 2000 124 67 - - 6,500,000 14,585,763 1999 195 112 1 1 11,374,690 17,683,514 1998 206 113 - - 10,851,210 20,680,949 1997 179 123 - 11 11,288,647 18,370,795 1996 142 108 4 - 8,952,204 11,734,730 1995 133 70 4 5 6,735,200 20,433,892 2 CAO 127 2015– MAJOR CONSTRUCTION PROJECTS • 31 Maple Lane – Tillsonburg Non-Profit Housing – 12 Unit Addition • 41 Broadway- Renovation-11 Residential Units, & Office Space • 2 Clearview- Tillsonburg Mini Storage- 2 Storage Buildings • 124 Tillson Ave- Service Station • 51 Venison St W- Roman Catholic Church- Renovation • 46 Ridout St W- Anglican Church- Renovation • 269 Quarter Town Line- Pentecostal Church- New Construction 2015 – Building & By-Law Activity Output Measures– Quantity 2010 Actual 2011 Actual 2012 Actual 2013 Actual 2014 Actual 2015 Actual Building Permits Issued 318 319 301 315 386 317 Building Inspections Completed 1,247 1,201 1,173 1,152 1,408 1269 Parking Tickets Issued 840 904 753 873 478 547 Animal Tags Issued Cats 788 755 772 874 978 1054 Dogs 1,637 1,615 1,671 1,963 2082 2188 Enforcement – Complaints and Occurrences Parking, Noise, Taxi 115 151 107 119 131 145 Property Stds, Zoning, Clean Yard, Sign, Fence, etc. 214 193 204 186 211 257 Animal Control 320 403 436 384 406 371 2015 – Planning Activity Output Measures/Activity 2013 Actual 2014 Actual 2015 Actual Minor Variance Applications 6 11 13 Zone Change Application 8 12 8 Site Plan Formal Consultations 15 8 13 Site Plan Approvals 4 10 6 Site Plan Applications (in progress) 5 2 4 Subdivision Agreements 0 2 1 Subdivision Amendment Agreements 2 (in progress) 0 1 3 CAO 128 2016 FORECAST It is projected that 2016 building and planning activities will remain stable across the residential, industrial and institutional sectors. An increase in the commercial sector is anticipated based on site plan development inquiries. By-Law Services activity for 2016 is anticipated to be consistent based on statistics from previous years with the exception of parking enforcement which is anticipated to increase due to the reintroduction of the overnight winter parking restriction. FINANCIAL IMPACT/FUNDING SOURCE Completed work was funded through 2015 budget allotments with Building Services resulting in a net operating surplus of $1.00. This is a result of net permit revenue being under budget $4,700; net labour under budget $12,200 due to a vacant Deputy Chief Building Official and reduced use of reserves in the amount of $9,800. By-Law Services (Protection) resulted in a net operating surplus of $18,101. Net labour in this sector was under budget $5,300 due to a partial vacancy and net Animal Control was under budget $14,100 being primarily the subcontractor amount. 4 CAO 129 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: ECONOMIC DEVELOPMENT FOURTH QUARTER REPORT Report No.: DCS 16-12 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2015 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 16-12 Economic Development Fourth Quarter Report for information purposes.” EXECUTIVE SUMMARY Economic Development Activity 2014 Actual 2015 Target 2015 Actual 2015 versus 2014 2016 TARGET Lead Files Opened 67 80 90 +34% 110 Lead Files Closed 80 100 99 +24% 120 Corporate Visits 25 24 20 -20% 24 Client Visits 18 20 13 -28% 20 New Businesses Opened 18 10 16 -11% 14 Businesses Closed 6 N/A 7 +17% N/A Website Activity (Main Business Page) 2,923 3500 3097 +6% 3,400 Website Activity (Business Directory) 5,716 6500 5822 +2% 6,400 130 Lead generation is up significantly to 90 lead files opened, which is a 34% increase versus 2014. This is largely due to the Town rejoining the Southwestern Ontario Marketing Alliance. Corporate and client visits are down somewhat along with new businesses although with 16 new companies opening up in Tillsonburg, the number of new businesses is still above the target. Website activity on the main business webpage and the business directory are up slightly. In terms of wins for the community, 2015 experienced a number of significant investments in the industrial, commercial and residential sectors as detailed below. New Businesses Bijoux Salon & Spa Brock Street Barber Shop Coco's Apparal Hurley's Mattresses & Appliances Life Labs Jokomo's Pizza Kumon Learning Centres, Ontario Electronic Vape Store The Corner Griddle The Prime Ingredient/Sears Tillsonburg Brand Name Outlet Tillsonburg Equipment Centre WSC Image, Sammy Krenshaw's Bar/Restaurant, Zelus Material Handling Closed Businesses Anastacia's Salon Bill's Pizza Chaser's Bar Curves Reitman's Sears The Comfort Guy Expansion Care Partners Hangars 3,600 Square Foot Hangar 4,096 Square Foot Hangar 4,800 Square Foot Hangar Support Supported funding applications by local companies to other levels of government Supported highest level of Community Page 2 / 3 CAO 131 Improvement Plan applications and approvals ever (8) and supporting nearly $5.5 Million in investment in our Downtown Approved for participation in Ontario Government’s Certified Site program Supported various planning applications to enable local growth Airport Activity 2014 ACTUAL 2015 TARGET 2015 ACTUAL 2015 versus 2014 Lead Files Opened (Hangar Inquiries) 7 8 5 -29% Fuel Sales (Litres) 227,058 146,000 244,867 +8% Fuel Sales Profit $50,509 $46,100 $85,982 +70% Movements 13,355 N/A 13,814 +3% 2015 was another outstanding year with respect to fuel sales and movements and broke many previous records. As well, Jet fuel sales were up 40% from and the Airport had its single largest fuel sale of 13,246 litres in June. The Airport also had a record number of commercial/charter aircraft use the airport with 102 crew and 245 passengers enplaning and deplaning for a total of 64 flights (versus 61 such flights with 101 crew and 90 passengers in 2014). Staff gave 2,891 advisories to pilots in 2015. This was by far the busiest and most profitable year for fuel sales! FINANCIAL IMPACT/FUNDING SOURCE The Economic Development Office variances for 2015, including Airport and Discover Tillsonburg, are as follows: Department Variance Explanation Economic Development $32,783 Net labour over $11,400; Subcon Expense over budget $21,800 - CIP Airport ($7,762) Net Revenue under $56,700; Net Fuel sales profit of $39,900; Net labour under budget $34,000 Development & Communications (Discover Tillsonburg) 0 Page 3 / 3 CAO 132 STAFF REPORT OPERATIONS SERVICES Report Title: 2015 Fourth Quarter Operations Services Report No.: OPS 16-05 Author: Kevin De Leebeeck, P. Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: FEBRUARY 25, 2016 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 16-05, 2015 Fourth Quarter Operations Services as information. SUMMARY To provide Council with the January 1, 2015 to December 31, 2015 Operations Services financial results. Table 1: 2015 Operations Business Plan Objective Target Project Status Subdivision Agreement revision to mitigate construction & financial issues Q1 Completed Restructure Encroachment Permit process to reduce exposure to risk Q1 In Progress (Early 2016) Revise Construction Contract documentation to current specifications Q1 Completed Update Engineering Design Criteria to current industry standards & practices Q2 Delayed until 2016 Asset Management Projects Q2/Q3 Road Condition Assessments Completed Sewer CCTV Inspections Completed OSIM biennially bridge & culvert inspections (O.Reg. 104/97) Q3 Completed Traffic Count Study Q2/Q3 Completed Swance Municipal Drain (Norwich drainage improvement initiative) Q3/Q4 Delayed until 2016 Baldwin St. Storm Outlet Repair Q2/Q3 Completed Page 1 / 3 133 Asphalt Resurfacing Program Q2/Q3 Completed North Street Sidewalk – Phase B Q3/Q4 Completed (Oxford County Rd 20) Trottier Subdivision Phase 1 Reconstruction – Stage 3 Q3/Q4 Completed (surface asphalt 2016) Camdon Court Reconstruction Q3/Q4 Completed (surface asphalt 2016) Third St. Reconstruction Q3/Q4 Completed (surface asphalt 2016) Implement Road Patrol Software Q3 Completed Update GPS/AVL winter tracking system Q2 Completed Light Duty Vehicle Replacements Water Unit # 22 – 2001 Ford F150 Q4 Completed Engineering Unit # 31 – 2001 Ford F150 Q4 Completed Pool Unit # 32 – 2002 Pontiac Montana Van Q4 Cancelled Medium Duty Vehicle Replacements Cemetery Unit # 33 – 1997 GMC 2500 Q3 Completed Roads Unit # 40 – 2003 Ford F350 Q3 Completed Fleet Unit # 42 – 1990 Chevrolet 3500 Q3 Cancelled Parks Unit # 43 – 2001 Ford F250 Q3 Completed Parks Unit # 46 – 2002 Dodge 3500 Q3 Completed Heavy Duty Vehicle Replacements Roads Unit # 62 – 2004 Peterbuilt Plow Truck Q3 Completed Fire Unit # 72 – 1995 Freightliner FL70 Truck Q2 In Progress (Early 2016) Off Road Equipment Replacements Roads Unit # 100 – 2002 Leaf Loader Q3 Completed Roads Unit # 125 – 2000 Underslung Plow Q3 Completed Parks Unit # 140 – 2006 Hiway Sander Q3 Completed Hydro Unit # 143 – 1978 Toyota Forklift Q2 Completed Roads Unit # 155 – 2008 Portable Pump Q2 Cancelled Roads Unit # 204 – 2006 Gravely Mower Q2 Completed Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain, Sidewalk, Boulevards, etc. and the associated level of maintenance service. The recent change of resources in Public Works will allow the Town to alleviate the incremental costs associated with maintaining additional infrastructure. Key Indicators 2015 2014 2013 2012 2011 Roads (Lane km) 226.8 226.1 225.5 224.5 220.1 Sidewalks (km) 89.8 87.7 87.3 86.3 83.1 Page 2 / 3 134 GOALS FOR NEXT QUARTER • Complete road reconstruction design drawings and issue tenders • Complete and submit various funding applications • Initiate review of Transfer Station • Develop specifications for fleet replacements and issue tenders • Restructure Encroachment Permit process to reduce exposure to risk • Continue winter maintenance operations of roadways, sidewalks and parking lots. FINANCIAL IMPACT/FUNDING SOURCE The 2015 Q4 Operations Services overall variance is summarized in Table 2. Table 2: Fourth Quarter Budget vs. Actual Variance Summary Department Over / (Under) Engineering Services (43,900) Public Works (115,392) Waste Management 35,266 Fleet Services (4,283) Enterprise Services (31,939) Total Variances (160,248) Page 3 / 3 135 STAFF REPORT RECREATION, CULTURE & PARKS Title: Recreation, Culture and Parks 2015 Q4 Results Report No.: RCP 16-05 Author: RICK COX Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 25, 2016 Attachments: RECOMMENDATION THAT Council receives Report RCP 16-04 - Recreation, Culture and Parks 2015 Q4 Results for information. EXECUTIVE SUMMARY This report provides Council with the January 1, 2015 to December 31, 2015 Department operational and financial results for Recreation, Culture & Parks. SUMMARY OF OPERATIONAL RESULTS 2015 Business Objectives Objective Target Date Status Undertake a comprehensive concept design process to extend the useful life and improve the functionality and amenity level of the Tillsonburg Community Centre. Q1-Q4 Continued into Q1-Q2 2016 Complete a Cycling Master Plan and update the Trails Master Plan. Q1-Q3 Complete Begin the 5-year review of the Community Parks, Recreation & Cultural Strategic Master Plan Q4 Deferred to Q4 2016 Host the Bi-annual Tillsonburg Sports Hall of Fame Ceremony Q4 Complete Implement Special Events Policy Q1-Q4 Complete Initiate procurement analysis and recommendation for replacement facility booking, program registration and POS software to replace CLASS 7.0 Q2-Q3 Complete Work with Oxford County museums and other partners to organize a County wide 5 year initiative to commemorate the 100th Anniversary of WW1 through hosting 100 events throughout the County between 2014 and 2018. Q 1 -4 On Schedule Increase awareness, attendance and potentially revenue by hosting a series of special events and programs to celebrate the 190th Anniversary of the founding of the Town by George Tillson in 1825 Q 1-4 Complete RCP 16-04 - Recreation, Culture and Park 1/3 136 Create working committee with Tourism Oxford, Oxford Creative Connections Inc. and The Woodstock Museum NHS to begin the planning process for “Wilde Oxford” an event in 2017 to celebrate the 135th Anniversary of Oscar Wilde’s visit to Oxford County Q 1-4 Complete Lead the consortium of groups implementing the Cultural Improvement Alliance project. Q 1 -4 Continued into Q1 2016 Create and implement four broad based cultural opportunities/ events (1 per quarter) for Tillsonburg residents . Q 1-4 Complete Update Subdivision Manual and Parkland Design Standards Manual that provides the development industry with technical guidance on the parks amenities. Q1 Drafts complete Partner with Trans Canada Trail. Oxford County, SWOX & Norwich Township, to initiate using the CASO rail line to connect Tillsonburg trails to Norfolk County. Q1-Q4 Continued into 2016 Continue implementing revitalization plan for the Tillsonburg Cemetery and Pioneer Cemetery (6-16) 2015-16 focus: columbaria and in-ground cremation gardens. Q2 Complete Initiate preliminary stages of Town-wide Asset Management Plan for Facilities. Q3-Q4 Continued into 2016 Complete Disc Golf facility and Kiwanis Coronation Park revitalization project. Q1-Q2 Complete Continue Annandale Diamond revitalization project including Trillium Foundation application. Q1-Q4 On Schedule Complete capital roof repairs at OPP HQ, Elliott Fairbairn & TCC. Q2-Q3 EFC, TCC complete. OPP delayed until Q2 2016 Key Indicators Q1-Q4 2015 Q1-Q4 2014 % change Comment Museum: attendance - headcount 14,776 11,767 26%Q4 2015 lower vs 2014 due to TVDSB issues Programs: Advanced/Leadership - headcount 159 165 -4% Programs: Aquatic registrations - headcount 3,223 3,091 4% Programs: Memberships sold 1,526 1,572 -3% Programs: Health Club attendance - headcount 27,083 24,433 11% Programs: Water Fitness attendance - headcount 7,917 8,265 -4% Programs: Land Fitness attendance - headcount 2,271 1,508 51%new fitness programs and schedule Programs: Public Skating attendance - headcount 2,570 2,305 11% Programs: Roller Skating attendance - headcount 328 - new new program for summer 2015 Programs: Squash Courts - headcount 999 1,367 -27% Programs: Waterpark attendance - headcount 25,710 20,737 24% Programs: Youth registrations - headcount 3,007 2,642 14% Programs: Advertising revenue (guide,boards,fences)53,261$ 39,579$ 35%increased fence ads, 3rd guide Programs: Rink bookings (ice) -hours 3,995 4,056 -2% Programs: Rink bookings (floor) - hours 247 185 34% Programs: Adult registrations - headcount 2,271 302 N/A change from registration to headcount Programs: Tournaments (ice/pool/field)16 15 7% Programs: Room rentals (non-admin)611 499 22%increase in buck & does, meetings Cemetery: Niche & Plot sales (count)54 50 8% Cemetery: Interments (count)132 128 3% RCP 16-04 - Recreation, Culture and Park 2/3 137 FINANCIAL IMPACT The 2015 Q4 RCP Department year-end financial variance summary is as follows: Cemetery labour is over budget with an off-set savings in the Parks division, reflecting a more accurate allocation of time spent than in previous years. Cemetery revenues are under budget due to lower than average plot and niche sales (see Key Indicators chart above). Revenue targets for the 2016 budget have been adjusted accordingly. Elementary School reconfigurations did negatively affect seasonal revenue for the Culture & Heritage Division. Division staff identified alternative revenue generation activities and expenditure reductions to mitigate the changed program participation. The Recreation Programs Division achieved a year-end surplus of $13,244. This reflects growth in revenue in several sections, and cost controls on part-time labour. The Facilities Division ended the quarter in a surplus position despite higher than expected hydro consumption during the hottest summer season seen in a long time. The overall Departmental year-end deficit of $2,995 is 0.1% of the Department’s consolidated tax levy impact and marks a significant improvement over the projected $50,791 deficit posted at Q3. All Divisions of the Department contributed to achieving this result through a focus on cost control and pursuit of program revenue. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. Division Budget Actual Variance (under)/over Cemetery 134,300.00 181,463.00 47,163.00 Museum 289,200.00 301,090.00 11,890.00 Parks 575,900.00 589,027.00 13,127.00 Recreation Programs 268,100.00 254,856.00 (13,244.00) Recreation -Building Maintenance 2,045,300.00 2,011,322.00 (33,978.00) EFC (27,500.00)(49,463.00)(21,963.00) Totals 3,285,300.00 3,288,295.00 2,995.00 RCP 16-04 - Recreation, Culture and Park 3/3 138 STAFF REPORT FIRE & RESCUE SERVICES Title: FOURTH QUARTER 2015 DEPARTMENT RESULTS Report No.: FRS 16-02 Author: JEFF SMITH Meeting Type: COUNCIL MEETING Council/Committee Date: February 25, 2016 Attachments: NIL RECOMMENDATION THAT Council receives report FRS 16-02 Fourth Quarter 2015 Fire & Rescue Services Results as information. EXECUTIVE SUMMARY To provide Council with the January 1, 2015 to December 31, 2015 Fire & Rescue Services performance results. SUMMARY OF OPERATIONAL RESULTS 2015 Business Objectives Objective Target Date Status Auto Extrication Rescue Equipment Q3 Completed Traffic Signal Priority Control System Q3 Materials purchased Water Rescue Equipment (Phase 2) Q2 Completed Fire Ground Power Equipment & Tools Q2 Completed MSA SCBA lease (year 10 of 10) Q2 Completed Recruit & Hire Fire Prevention Officer Q3 Cancelled Strategic Planning Process Ongoing Community Member Recruitment progressing Succession Management Plan Ongoing Officer Development and Officer Candidate Training implemented 139 Key Indicators 20 Firefighters on average attended training exercises with an average participation rate of 67%.The year to date average is 22 Firefighters attending an average of 81 percent of training exercises. The Average firefighter, year to date, has attended 75% of Platoon calls and 54% of All Calls. Fire Suppression Division emergency calls to end of Q4 are 11% lower than the same period last year and 6% below the preceding three year call volume average for the same period. 2015 Alarm Data (Year to Date) OFM Response Type Total Incidents Total Staff Hours Property Fires/Explosions 17 266 Overpressure Rupture/Explosion (No Fire) 9 71 Pre Fire Conditions/ No Fire 31 825 False Fire Calls 92 510 Carbon Monoxide False Calls 24 109 Public Hazard 18 108 Rescue 42 224 Medical/Resuscitator Call 10 38 Other Response 18 500 YTD 261 2651 2015 Dollar Loss / Loss Prevention Number of Property Fire Incidents Estimated Property Value at Risk Estimated Structure Fire Loss Estimated Content Fire Loss Property Fire Loss Prevented* Q1 5 $3,588,000 $200,500 $95,500 $3,387,500 Q2 4 $11,151,000 $7,000 $22,000 $11,144,000 Q3 - - - - - Q4 2 $5,797,000 - $25,000 $5,797,000 Year to Date 11 $20,536,000 $207,500 $142,500 $20,328,000 * Assessed value only, contents and loss production revenue, etc. excluded Year to Date Total Fire Loss (structure & contents): $350,000 140 Apparatus Utilization Apparatus 2015 4th Quarter 2015 Year to Date 2014 4th Quarter 2014 Year End Car 1 22 91 28 124 Car 2 24 80 33 139 Pumper 1 19 74 23 90 Pumper 2 58 201 57 214 Rescue 3 24 60 21 75 Ladder 4 45 137 40 155 Public Education Types 2015 4th Quarter 2015 Year to Date 2014 4th Quarter 2014 Year End Station Tours 6 7 5 16 Presentations 10 29 8 15 Newspaper/Media 1 13 6 20 Charity Event 3 6 2 8 Fire Communication Report Fire Communications Dispatched Incidents (all customers, including Tillsonburg) 2015 4th Quarter 2015 Year to Date 2014 4th Quarter 2014 Year End 473 1980 497 1,950 Non-Emergency Calls (Customer Service, Burn Activation Lines etc.) (all customers, including Tillsonburg) 2015 4th Quarter 2015 Year to Date 2014 4th Quarter 2014 Year End 3347 13,108 3285 14,228 FINANCIAL IMPACT/FUNDING SOURCE 2015 Q4 Financial Summary Department (under)/over Fire & Rescue Services $(56,965) Police $(16,608) Total variances (Q4) $(73,573) 141 STAFF REPORT CLERKS OFFICE Title: AMENDMENT TO SMOKING BY-LAW 3596 Report No.: CL 16-05 Author: DONNA WILSON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 25, 2016 Attachments: DRAFT AMENDING BY-LAW 3992 BY-LAW 3596 TO PROHIBIT SMOKING IN CERTAIN PUBLIC PLACES RECOMMENDATION THAT Council receives Report CL 16-05 Amendment to Smoking By-law 3596; AND THAT an amending By-Law be brought forward for Council consideration. PURPOSE The purpose of this Report is to inform Council of the need to amend the current smoking By-Law to include banning the use of electronic smoking devices in certain public places and to obtain Council endorsement to bring forward an amendment to By-law 3596. BACKGROUND Staff at the Community Centre have received some complaints regarding individuals using e-cigarettes on the premises, therefore staff are proposing to include this product in the by-law to ban smoking within 9 metres of the entrance to municipal buildings. The Smoke Free Ontario Act prohibits smoking in all enclosed workplaces and enclosed public places across Ontario. The Act eliminated designated smoking rooms, protects home health care workers from second hand smoke, prohibits smoking on patios that have food and beverage service, toughens rules prohibiting tobacco sales to minors, prevents promotion of tobacco products and bans the display of tobacco products for sale. On May 12, 2012 Council passed By-Law 3596, to prohibit smoking in certain public places within the Town of Tillsonburg. The Smoke Free Ontario Act did not address banning smoking outdoors at Municipal buildings, therefore the need for this by-law. The Town by-law banned smoking outdoors within 9 meters of any Town facility. It banned smoking on Library Lane as well as 9 meters from the east or west entrance to Library Lane. Signs were posted at the following town locations: 1 CAO 142 Tillsonburg Community Centre, 45 Hardy Ave., including adjoining arenas, Tillsonburg Senior Centre, Lake Lisgar Waterpark and Summer Place; Library Lane, downtown Tillsonburg; Tillsonburg Museum and Annandale House, 30 Tillson Avenue; Tillsonburg Fire Hall, 80 Concession Street; Tillsonburg OPP Detachment, 90 Concession Street; Tillsonburg Customer Service Centre, 10 Lisgar Avenue; Tillsonburg Public Works Building, 20 Spruce Street; Tillsonburg Town Centre Mall, 200 Broadway. The Ontario Legislature passed Bill 45 Making Healthier Choices Act 2015 which received Royal Assent on May 28, 2015. This Act provided amendments to the Smoke-Free Ontario Act which included restrictions for e-cigarettes. E-cigarettes are now under all the same restrictions as tobacco cigarettes, including age restrictions and making e-cigarettes subject to the same smoking bans and promotion restrictions as ordinary tobacco products. This amending by-law will include restricting the use of e-cigarettes 9 meters from any municipal property as well as Library Lane. All the same restrictions for smoking lighted cigarettes contained in By-Law 3596 will apply to e-cigarettes in the amended by-law. CONSULTATION/COMMUNICATION Staff has participated in an information sharing exercise with many Clerks Offices in Ontario to determine best practices for regulating smoking in public places. Most municipalities will be amending their current by-laws to include e-cigarettes. FINANCIAL IMPACT/FUNDING SOURCE No financial impact 2 CAO 143 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3992 A BY-LAW to amend By-Law 3596, being a by-law to prohibit smoking in certain public places within the Town of Tillsonburg. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to amend the Town’s smoking by-law to include prohibiting the use of Electronic Cigarettes in certain public places within the Town of Tillsonburg; AND WHEREAS Section 115 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipality may prohibit or regulate the smoking of tobacco in public places and workplaces within the municipality and Section 128(1) of said Act provides that a municipality may prohibit and regulate with respect to a matter that in the opinion of Council are or could be public nuisances; AND WHEREAS it has been determined that electronic smoking is a nuisance because of its irritating and discomforting properties. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1.0 DEFINITIONS AND INTERPRETATIONS 1.1 “Electronic Cigarette” means A vaporizer or inhalant-type device, whether called an electronic cigarette or any other name, that contains a power source and heating element designed to heat a substance and produce a vapour intended to be inhaled by the user of the device directly through the mouth, whether or not the vapour contains nicotine; 1.2 “Smoking Product” means tobacco or tobacco-like product whose primary purpose is to be burned or heated to produce vapours, gases or smoke, which are inhaled, and shall include but is not limited to non-tobacco herbal shisha, and other plant material or oils intended for inhalation; 1.3 “Waterpipe” means a device in which the vapours, gases or smoke of a Smoking Product passes through liquid prior to being inhaled, and shall include but is not limited to a bong or hookah. 1.4 “Smoke or Smoking” includes the carrying of a lighted cigar, cigarette, electronic cigarette, pipe, waterpipe or any other lighted smoking equipment or smoking product but does not include smoke or smoking where smoke or smoking is used in a stage production of a theatrical performance; 2.0 SMOKING PROHIBITED 2.1 No person shall smoke on the walkway known as Library Lane whether or not a “No Smoking” sign is posted. 2.2 No person shall smoke outdoors within 9 meters of any Town facility entrance or exit including but not limited to the following: Tillsonburg Community Centre, 45 Hardy Ave., including adjoining arenas, Tillsonburg Senior Centre, Lake Lisgar Waterpark and Summer Place; Tillsonburg Museum and Annandale House, 30 Tillson Avenue; Tillsonburg Fire Hall, 80 Concession Street, Tillsonburg ON Tillsonburg OPP Detachment, 90 Concession Street, Tillsonburg Customer Service Centre, 10 Lisgar Avenue Tillsonburg Public Works Building, 20 Spruce Street. 144 2.3 No person shall smoke outdoors anywhere on Library Lane or within 9 meters of the entrance to the east or west of Library Lane 2.4 No person shall smoke outdoors within 9 meters of any entrance to the Tillsonburg Town Centre Mall. 3.0 ENACTMENT 3.1 THAT this by-law shall come into full force and effect upon final passing hereof. READ A FIRST AND SECOND TIME THIS 25th DAY OF February, 2016. READ A THIRD TIME AND FINALLY PASSED THIS 25th DAY OF February, 2016. ________________________________ Mayor – Stephen Molnar _______________________________ Town Clerk – Donna Wilson 145 STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Traffic By-Law Amendments – Quarter Town Line & Ridout West Report No.: DCS 16-07 Author: GENO VANHAELEWYN – Chief Building Official Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2016 Attachments: BY-LAW 3995 RECOMMENDATION: THAT Council receives Report DCS 16-07 Traffic By-Law Amendments – Quarter Town Line and Ridout West; as information. FURTHER RESOLVE THAT Council adopt By-Law 3995 to amend By-Law 3701, being a by- law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg. EXECUTIVE SUMMARY In 2013 Council passed Traffic and Parking By-Law 3701 which regulates traffic and the parking of motor vehicles in the Town of Tillsonburg. Recently, staff identified the necessity to amend the current by-law and recommend the following changes/updates as follows: 1. Quarter Town Line Proposed change required as a result of complaints received from school bus drivers and Thames Valley District School Board related to safe bus movement when leaving Westfield Public School. By-Law Enforcement staff monitored the area and verified that cars park within close proximity to the exit of Westfield Public School creating issues for bus movement when leaving the site. Staff recommendation is to extend the existing “No Stopping” area on the west side of Quarter Town Line further north to prevent parking at the exit from the school site which will allow the buses to safely access Quarter Town Line as follows: 1 CAO 146 SCHEDULE 1 – Section 8 – “No Stopping” – amend as follows by deleting: HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS Quarter Town Line West 15 m south of Esseltine Drive 30 m North of Esseltine Drive Sept 1-Jun 30 Mon – Fri 8am – 9 am 3pm – 4pm Bus access to Quarter Town Line SCHEDULE 1 – Section 8 – “No Stopping” – amend as follows by adding: HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS Quarter Town Line West 15 m south of Esseltine Drive 115 m North of Esseltine Drive Sept 1-Jun 30 Mon – Fri 8am – 9 am 3pm – 4pm Bus access to Quarter Town Line This recommendation is identified on the aerial map below. Existing No Stopping Zone Proposed extension of the No Stopping Zone to 115 m north of Esseltine Drive 2 CAO 147 2. Ridout Street West i) Proposed change required to update signage on Ridout Street West in front of Maple Manor Nursing Home from “No Parking” to a 30 minute Loading Zone. As a result of a recent parking violation, staff reviewed the location and the traffic by-law. Research found that the area in front of Maple Manor was designed and has been used as a loading zone for patients, deliveries, etc. and is designated as a 15 minute Loading Zone in the traffic by-law. The signage in place, however, is posted as “No Parking”. In review of the by-law and consultation with Maple Manor; staff recommendation is to install the proper loading zone signage with an amendment to the existing by-law to extend the loading zone time from 15 minutes to 30 minutes as follows: Schedule 4 - Section 14 - “No Parking in Loading Zones, amended as follows by deleting: HIGHWAY SIDE LOCATION TIME OR DAYS COMMENTS Ridout Street West South 32 m West of Bidwell Street 15 Minutes Update based on use required. Schedule 4 - Section 14 - “No Parking in Loading Zones, amended as follows by adding: HIGHWAY SIDE LOCATION TIME OR DAYS COMMENTS Ridout Street West South 36 m West of Bidwell Street 30 Minutes Update based on use required. ii) Proposed change required to update the traffic by-law to properly identify the existing 2 hour parking areas on Ridout Street West as follows: Schedule 5 - Section 12 – “Prohibited Parking on Specified Streets” be amended as follows by deleting: HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS Ridout Street West Both Bidwell Street Coon Alley 2hrs 9am-6pm except Sunday and Holidays Update 3 CAO 148 Schedule 5 - Section 12 – “Prohibited Parking on Specified Streets” be amended as follows by adding: HIGHWAY SIDE FROM TO TIME OF DAY COMMENTS Ridout Street West South 38 m West of Bidwell Street Coon Alley 2hrs 9am-6pm except Sunday and Holidays Update Ridout Street West North Bidwell Street Coon Alley 2hrs 9am-6pm except Sunday and Holidays Update The recommendations are identified on the aerial map below. CONSULTATION/COMMUNICATION By-Law Enforcement and Operations staff were consulted. FINANCIAL IMPACT/FUNDING SOURCE The cost to add/amend the required signage will be funded from the 2016 Public Works maintenance budget. MAPLE MANOR Change Loading Zone from 15 minutes to 30 minutes Existing 2 hour parking 4 CAO 149 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3995 A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend By-Law 3701. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule 1 of Bylaw 3701, Section 8 “ No Stopping”, be amended with the addition of the following: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 Highway Side From To Time or Days Quarterline East 30 m south of 15 m north of Sept.1 – Jun 30th Road Esseltine Drive Esseltine Drive Mon.-Fri. 8 am – 9 am 3 pm – 4 pm Quarterline West 15 m south of 30 m North of Sept.1 – Jun.30th Road Esseltine Drive Esseltine Drive Mon.-Fri. 8 am – 9 am 3 pm – 4 pm 2. THAT Schedule 4 of Bylaw 3701, Section 14 “No Parking In Loading Zones, be amended as follows: DELETE: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 Highway Side Location Time or Days Ridout Street West South 32 meters west of 15 minutes Bidwell Street ADD: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 Highway Side Location Time or Days Ridout Street West South From Bidwell Street 30 minutes to 32 meters west of Bidwell St. 150 3. THAT Schedule 2 of Bylaw 3701, Section 12,” Prohibited Parking on Specified Street Anytime be amended as follows: DELETE: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 Highway Side From To Time or Days Ridout Street Both Bidwell Street Coon Alley 2hrs 9am-6pm except Sundays & Holidays ADD: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 Highway Side From To Time or Days Denton Avenue Both 55 North 65 m South No Parking of Gowrie St. of John St Any time 4. THAT these amendments to By-Law 3701 are hereby declared to be part of that By-Law as if written therein. 5. THAT this By-Law be passed pursuant to the Highway Traffic Act, and shall become effective upon enactment. READ A FIRST AND SECOND TIME THIS 25TH DAY OF FEBRUARY, 2016. READ A THIRD TIME, PASSED, SIGNED, SEALED AND NUMBERED 3995 THIS 25TH DAY OF FEBRUARY, 2016. ________________________________ MAYOR - Stephen Molnar _______________________________ TOWN CLERK – Donna Wilson 151 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: BRANDING TASK FORCE RECOMMENDATION Report No.: DCS 16-09 Author: CEPHAS PANSCHOW (ON BEHALF OF THE BRANDING TASK FORCE) Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2016 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 16-09 Branding Task Force Recommendation; AND THAT the logo concept prepared for the Town of Tillsonburg by ifourone design in consultation with the Branding Task Force be approved; AND THAT the final brand package be brought back at a future meeting along with an implementation plan.” EXECUTIVE SUMMARY The purpose of this report is to seek Council approval for a new brand image (logo) for the Town. The logo will be unveiled as part of the presentation by the Task Force members at the February 25, 2016 Council meeting. BACKGROUND INFORMATION On July 13, 2015 Council approved the following motion as contained in Report DCS 15-30: “THAT Council receive Report DCS 15-30 Town Branding Project Branding Project Update; AND THAT a Branding Task Force be created as per the attached Terms of Reference.” Subsequent to this, a Branding Task Force was established and the members have been meeting regularly to assist the Town of Tillsonburg and ifourone design, the graphic design consultant selected for the project, to develop a new brand platform for the Town. 152 A Brand Platform is defined as a set of associations that customers make with a particular company and it includes everything from the core message to be communicated to the customer to the brand promise (how we fulfil customer expectations) to target customers and the overall brand look and feel. Council approved the brand platform in principle at their December 14, 2015 meeting subject to the complete brand package being brought back to Council for final approval. Based on Council’s approval in principle of the brand messaging, the Task Force has been working to develop a logo concept that accurately reflects Tillsonburg’s history and current status as well as future aspirations. If the logo concept is approved by Council, staff will bring forward the full brand package, including the final Brand Platform and the Brand Usage Guidelines along with an implementation plan. COMMUNITY STRATEGIC PLAN This initiative is in keeping with the broad strokes of the Community Strategic Plan; namely, demonstrating excellence in local government and improving communication. Further, new branding will also support economic sustainability and demographic balance by ensuring the Town’s public image is attractive to citizens, business owners and new residents while the brand promise, if executed fully, will ensure that the expectations of these different groups are met. CONSULTATION/COMMUNICATION In Report DCS 15-30, staff recommended that Strategy 3 of the Public Engagement Guidelines be used for this project based on the high profile nature of community branding. Objectives for this strategy are: To seek public feedback on analysis, alternatives and/or decisions; To ensure that public concerns and aspirations are consistently understood and considered; To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution; To consult, involve or collaborate with the community and key stakeholders. In that regard, extensive public input has been obtained as follows: Creation of Branding Task Force with representation from: o Downtown Tillsonburg Business Improvement Association (Virginia Armstrong) o Station Arts Centre (Chris Jezovnik) o Tillsonburg District Chamber of Commerce (Marcel Rosehart) o Tillsonburg District Real Estate Board (Lindsay Morgan) o Town of Tillsonburg Mayor Stephen Molnar Councillor Max Adam David Calder Cephas Panschow Page 2 / 4 CAO 153 Colleen Pepper Rick Cox A public Brand Survey that was distributed via email, posted on the Town’s website and included in the Focus on Tillsonburg section of the Tillsonburg News Three focus groups held on August 27 (2) and Sep 1. The Town received 316 responses to the Brand Survey and this is considered a great response as the only Town survey that is known to have had more respondents was the 2014 Community Strategic Plan consultation, which had a total of 357 responses. An additional focus group, comprised of individuals who had responded to the initial survey or who had attended the earlier focus group was held on January 19, 2016. The brand platform and final two logo concepts were presented to the group and their comments are summarized in the following table. You Said We Did Further Details Concerned that Tillsonburg is not connected well with public transit Clarified that while public transit is not a strength, transportation connectivity by road, industrial rail, runway (and even water through Otter Creek) is evident. A number of public transit initiatives/studies are underway, which have the potential to offset some of the areas identified Use of “legendary” in Brand Platform Replaced word with another one that more accurately describes that point Is Tillsonburg truly connected in everyway? Suggested to market fibre optic connectivity more. Clarified that, on balance, Tillsonburg offers great connectivity, even from a global perspective. Certainly more marketing of that, including fibre optic connectivity, needs to be undertaken. Consider marketing town infrastructure assets in additional ways Minor comments on size of tag line words, readability, etc Taken into consideration with final logo The January 19, 2016 focus group attendees unanimously recommended this logo option. The Brand Platform and final two logo concepts were also reviewed at the January 12, 2016 meeting of the Development Committee. The Committee discussed the various aspects of the two logos and general discussion favoured this concept (no vote taken). The Committee specifically identified the need for executive leadership (i.e. a corporate brand champion) for the new brand along with a staff lead in terms of monitoring and enforcing use guidelines. These points will be discussed further in the implementation report. Page 3 / 4 CAO 154 Finally, after an extensive process that included eleven meetings, the Task Force made the following motion at their February 11, 2016 meeting: “That the cursive Tillsonburg leaf logo be approved as the logo to be recommended to Tillsonburg Town Council for adoption based on the favourable design characteristics of the logo, which reflects the messaging developed in the Brand Platform” FINANCIAL IMPACT/FUNDING SOURCE There is no anticipated budget impact related to this report. Page 4 / 4 CAO 155 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES REPORT TITLE: OFFER TO PURCHASE – CLEARVIEW DRIVE LANDS (XCEL) Report No.: DCS 16-08 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2016 Attachments: RECOMMENDATION: “THAT Council receive Report DCS 16-08 Offer to Purchase – Clearview Drive Lands (Xcel); AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the property known as Part Of Lots 2 and 3 Concession 5 NTR Middleton, more particularly described as Part of Parts 1 and 2, Plan 41R-3421 and to be described by a new reference plan to Xcel Fabrication & Design Ltd; AND THAT the net proceeds be contributed to the Industrial Land Reserve.” EXECUTIVE SUMMARY The purpose of this report is to obtain direction from Council with respect to the Offer to Purchase received from Xcel Fabrication & Design Ltd for six acres of Town-owned industrial land at a price of $144,000 or $24,000 per acre. The sale of the property would support the construction of a 45,000 square foot industrial building for the relocation of a manufacturing company to Tillsonburg. This would result the relocation of approximately 35 jobs within the Town plus the potential for additional jobs in the future. 156 BACKGROUND INFORMATION Xcel Fabrication & Design Ltd is a custom manufacturer of re-usable material handling containers and industrial structures such as mezzanines, stairs, platforms and safety barriers. They have been in business for approximately three years and are currently growing. Their existing location is leased and they would like to move from leasing to owning their building. Staff has been working with representatives from Xcel Fabrication since January on this opportunity. An offer to purchase has been submitted for a portion of the Town-owned property located on Clearview Dr (see below sketch). The Buyer has submitted an offer for six acres shown as the North Block. Town-Owned Clearview Drive Property Xcel Fabrication is planning to construct a 45,000 square foot building on the six acre site if approved by Council. A 45,000 square foot building would cover approximately seventeen percent of the lands being purchased with the remainder being used for parking, truck movement, outdoor storage and lands for future expansion. Page 2 / 4 CAO 157 The details of the offer are as follows: Offer Details Comments Price $144,000.00 Acreage Approximately 6 Price/Acre $24,000.00 Irrevocable Date February 26, 2016 Conditional Date March 11, 2016 Completion Date March 31, 2016 Zoning MG – General Industrial Staff has identified the following items for Council’s consideration: Item Summary Analysis Lot coverage Municipal land sales typically have a requirement to construct a minimum portion of the lot and the proposed lot coverage for this sale is 17%. 17% lot coverage is consistent with the general standard of 20% lot coverage. Price The Offer has been submitted at a price of $24,000/acre, which is below the asking price of $26,000/acre The offered price is close to the asking price of $26,000/acre and is more than the most recent offer for the south block RECOMMENDATION: Accept price as submitted Other than the Wise Line Metal Sales Inc offer, the Town has not received any significant interest in this property since 2011 and the sale of the land will result in development, tax and other revenues for the Town while supporting private sector construction and growth. Based on the potential revenue, the attraction of a new company to the Town and relocation of approximately thirty-five employees to Tillsonburg, staff is recommending that the Town finalize negotiations with the Buyer with the intent to bring back a revised offer and bylaw at the next meeting of Council. Page 3 / 4 CAO 158 COMMUNITY STRATEGIC PLAN Supporting the sale of industrial land to Xcel Fabrication is consistent with the Town’s Community Strategic Plan: Section Action Item Comment 2.1 Support new and existing businesses and provide a variety of employment opportunities Develop Key Economic Clusters The attraction of Xcel Fabrication will support the strength of the automotive and industrial sectors, which is a significant component of the Town’s economy, further strengthening them. CONSULTATION/COMMUNICATION There has been no public consultation with respect to this report; however, the industrial lands have been marketed publically for many years through the posting of a sign on the property, the Town’s website and a number of advertisements. The Offer to Purchase is the same document used in the previous offer, which has been reviewed by Duncan, Linton LLP. FINANCIAL IMPACT/FUNDING SOURCE The Clearview Drive property has been marketed for a number of years at $26,000 per acre and the Town had previously sold 3.88 acres at $24,000 per acre in 2011. These lands were subsequently repurchased by the Town due to the Buyer not meeting the Town’s covenants. The current offer has been submitted at price of $144,000 or $24,000 per acre. The cost charged against these lands is approximately $2,541 per acre. The following costs are related to the transaction: Description Amount Historical costs charged towards this Property ($2,541/acre * 6 acres) $15,246 Survey Costs ~$2,000 Legal Costs ~$2,000 Total Costs ~$19,246 Based on a potential sale price of $144,000, the net proceeds to the Town would be $124,754. As per the Town’s practice, net proceeds from Industrial Land would be allocated to the Industrial Land Reserve. The tax revenue for a 45,000 square foot industrial building is estimated at $55,350 (BMA 2014). Page 4 / 4 CAO 159 STAFF REPORT FINANCE Title: BROADER INVESTMENT POWERS Report No.: FIN 16-10 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee Date: FEBRUARY 25, 2016 Attachments: RECOMMENDATION THAT FIN 16-10 Broader Investment Powers be received; AND THAT the Clerk forward this following resolution to the Ministry of Municipal Affairs and Housing, a copy to AMO and LAS. WHEREAS municipalities are required to invest their reserves in accordance with the Municipal Act, 2001 and Ontario Regulation 438/97 (as amended), which specifically outlines allowable investments; AND WHEREAS to ensure the sustainability and sound stewardship of the municipality’s investments, the municipality is of the opinion that changes should be made to the Municipal Act, 2001 and Ontario Regulation 438/97 (as amended), to allow for the prudent investment of reserves, if those investments are professionally managed and part of a broader investment strategy; AND WHEREAS the Prudent Investor Standard is an industry accepted best practice in effectively managing a portfolio of investments, and the Standard applies to investments, not in isolation, but in the context of the portfolio of investments and as part of an overall strategy, that should incorporate acceptable risk and return objectives suitable to the stakeholders; AND WHEREAS the Province is conferring “Prudent Investor” status on the City of Toronto to enable greater diversification in portfolio management; AND WHEREAS the Association of Municipalities of Ontario (AMO), Local Authority Services (LAS), and the Municipal Finance Officers Association of Ontario (MFOA), have long requested that the Prudent Investor Standard apply to all municipal investments that are invested with The One Investment Program; 160 AND WHEREAS in 2005, municipalities were granted the ability to invest in longer-term corporate bonds and Canadian equity investments via only the One Investment Program, and the One Investment Program has demonstrated strong investment returns for municipalities within these ‘new’ investment sectors; AND WHEREAS the institutional portfolio managers utilized by the One Investment Program recommend that the Prudent Investor Standard approach is a more appropriate approach to investing; AND WHEREAS operating municipal investments under the Prudent Investor Standard is precluded by the Municipal Act, Eligible Investments, in its current form; THEREFORE BE IT RESOLVED THAT Council support the request of AMO, LAS, and MFOA to amend Ontario Regulation 438/97 (as amended) of the Municipal Act, 2001, to allow municipalities to invest consistent with the Prudent Investor Standard, if such investments are through the One Investment Program. EXECUTIVE SUMMARY The Association of Municipalities of Ontario and LAS are asking for Council’s support of this resolution which asks for the Province to change the current Municipal Act investment regulation to allow municipalities to invest consistent with the 'Prudent Investor Standard', if such investments are through the One Investment Program. The Province has recently conferred 'Prudent Investor' status on the City of Toronto to enable them to have greater diversification in portfolio management and asset selection, and AMO and LAS strongly believes that other Ontario municipalities should be granted similar investment powers if their investments are managed through professional investment management options, such as the One Investment Program. AMO, LAS, and the Municipal Finance Officers Association of Ontario (MFOA) have lobbied the Ministry of Municipal Affairs and Housing for broader investment powers for more than 4 years, with the issue now being considered as part of the Municipal Act review. The Director of Finance is familiar with the One Investment Program and has the 2016 objective to further investigate this Program with the view to update the Town’s investment policy and begin placing the Town’s investments with the One Investment Program with Council’s concurrence. The Director supports this recommendation. 161 STAFF REPORT FIRE & RESCUE SERVICES Report Title: Municipality of Brockton Fire Communications Contract Report No.: FRS 16-01 Author: Jeff Smith, Fire Chief Meeting Type: COUNCIL MEETING Council Date: FEBRUARY 25, 2016 Attachments: AGREEMENT RECOMMENDATION: THAT Council receives report FRS 16-01 Municipality of Brockton Fire Communications Contract; AND THAT Council authorizes the Mayor and Clerk to enter into an agreement with the Municipality of Brockton for the provision of Fire Dispatch and Communications Services. SUMMARY The Municipality of Brockton issued Request for Proposal for the provision of Fire Dispatch for the Walkerton Fire Department, with a closing date of October 2, 2015. The Proposal submitted by the Town of Tillsonburg was one of two (2) proposals received. After a comprehensive review and analysis of all bids received, the Fire Chief and evaluation committee recommended that the Proposal from the Town of Tillsonburg be accepted. Our success in obtaining this contract is in part due to our demonstrated ability to successfully dispatch the Municipality of Kincardine utilizing Radio over Internet Protocol (RoIP) technology. Tillsonburg has had a number of inquiries from fire services as a result of our award of this contract. The Request for Proposal required a five (5) year contract with an option for renewal. At the current time, the Request for Proposal was based on dispatching for the Walkerton Fire Department only. The Municipality of Brockton has other fire coverage agreements in place. There is the possibility of the population base expanding in the future, resulting in additional revenue. To ensure competitiveness and being consistent with our existing pricing philosophy, Tillsonburg offered a pricing structure of $1.95 per capita for the first contract year and a fixed increase of 2.0% each year thereafter for a five (5) year period. 162 Total revenue for the five (5) year period will be $73,572.12 (excluding tax) with expenditures (capital purchase of equipment and licensing fees) for the same period of $42,445.46. The net profit for the Town will be $31,126.66. Any renewal period or future contracts with the Municipality of Brockton will not require any additional capital outlay. Further, the capital equipment purchased, such as RoIP interfaces, digital recording devices, etc., will remain the property of Tillsonburg and can be re-used for future customers should a renewal with Brockton not be secured. The capital requirements for this contract have been included in the 2016 Fire Department Capital Program. The costs will be debt financed with the annual revenue received paying the principal and interest. The debt term matches the contract term at five (5) years. There will be no staffing impact or changes as a result of this contract. The additional emergency call volume (110 emergency responses annual average) and non-emergency call volume (approximately 300 burn permits annually) can be accommodated well within our existing capacity. The contract attached for approval is the standard template used by Tillsonburg Fire Communications for our current customers. Page 2 / 2 CAO 163 164 165 166 167 168 169 170 171 172 STAFF REPORT OPERATIONS SERVICES Report Title: Summary of Candidate Projects Report No.: OPS 16-06 Author: Jeff Molenhuis, P. Eng., Manager of Engineering Meeting Type: REGULAR COUNCIL Council Date: FEBRUARY 25, 2016 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 16-06 regarding Summary of Candidate Projects; AND THAT Council endorse the list of candidate projects for potential future funding applications, as necessary; SUMMARY The list of candidate projects outlined in Table 1 summarizes the various levels of advancement in the design and approval stages of each respective project for Council to consider as primary candidates in potential future funding applications. Some of the identified projects require dedicated staff resources to advance to “shovel ready”, of which is not currently contemplated in the 2016 Operations Business Plan without reprioritizing current business objectives to accommodate should the need arise. The projects listed are also considered priority in the current asset management street corridor coordination and prioritization methodology and will be re-evaluated based on the results of the comprehensive asset management plan update. Identifying these projects as Council supported candidates for potential future funding applications will allow staff to be proactive in preparing application documents and allow for appropriate scheduling of work plans to track towards “shovel ready” status. Page 1 / 2 173 Table 1: List of Candidate Projects Project Design Status Approval Status Total Est. Project Cost Town Assets County Assets Newell Road Recon. (Baldwin St. to Town Limits) 100% 90% $1,064,300 $1,033,900 $30,400 Broadway St. Rehabilitation (North Town Limit to North St.) 90% 100% $945,000 $945,000 $0 Riverview Recon. Stage 2 (Hillyndale/Highland) 90% 60% $800,000 $425,000 $375,000 Rolling Meadows Stage 1 (Woodcock) 40% 10% $560,000 $330,000 $230,000 Rolling Meadows Stage 2 (Owl/Tanger/Falcon) 40% 10% $1,032,000 $360,000 $672,000 Concession St. East Recon. (Maple to Demeyere) 20% 10% $888,000 $868,000 $20,000 Bradburn Subdivision Stage 1 (James/Hilltop/Brad) 20% 10% $520,000 $310,000 $210,000 Bradburn Subdivision Stage 2 (James/Woodland) 20% 10% $530,000 $300,000 $230,000 A design status of 20% indicates that preliminary project scoping and site review are complete, including a preliminary construction cost estimate and schedule. A design status of 40% indicates that an engineering survey of existing conditions has been initiated, but requires further investigation in order to complete the full detailed design, construction drawings and tender documents. Approximately two (2) months of dedicated resources are required to advance a project design status from 40% to 90%. An approval status of 10% indicates the approval requirements have been identified and integrated into the project schedule. Preparation of the detailed approval applications are completed at the time the detailed design has advanced to 90%. An approval status greater than 60% indicates the detailed approval application package is underway. FINANCIAL IMPACT/FUNDING SOURCE There are no 2016 budgetary impacts as a result of the projects listed in Table 1. Project budgets will be prepared and submitted through the Towns annual budgeting process in the year the project is proposed to be constructed. Page 2 / 2 174 STAFF REPORT OPERATIONS SERVICES Report Title: Results for Tender F2016-002 Combination Snowplow Report No.: OPS 16-07 Author: Vance Czerwinski, Manager of Public Works Meeting Type: REGULAR COUNCIL Council Date: FEBRUARY 25, 2016 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 16-07 Results for Tender F2016-002 Combination Snowplow; AND THAT Council award Tender F2016-002 to Carrier Truck Centers at a cost of $257,900.00 (plus applicable taxes). SUMMARY As per the 2016 Operations Business Plan and in accordance with the Purchasing Policy a tender was issued for the supply and delivery of a new combination snowplow/sander with 2-way front plow and wing to replace Roads Unit #62. The tender closed on February 11th 2016 with a total of seven (7) plan takers and two (2) bids received from suppliers with varying types of chassis. The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Results of the tender are summarized below: 1. Carrier Truck Centers (International chassis/Viking body) $257,900.00* 2. Team Truck Centers (Freightliner chassis/Viking body) $258,997.00 *Offered a $2,000 discount if chassis is paid upon delivery to the body builder. The above bids exclude applicable taxes. The bid from Carrier Truck Center (International chassis) satisfied all tendered specifications and requirements. International chassis manufacturing is a reputable industry leader with their products used extensively across Canada. Page 1 / 2 175 The estimated time to order a new unit from Carrier Truck Center (International) is approximately 12 to 14 weeks to receive the chassis and another 20 to 22 weeks for the body builder to complete the installation of the sander body and snow plow equipment. Total estimated time to delivery of 34 to 36 weeks (mid October 2016). Given the above delivery time estimates staff recommend that the tender be awarded to Carrier Truck Centers which will allow for this unit to be ready and placed into service at the beginning of the winter season. FINANCIAL IMPACT/FUNDING SOURCE The 2016 approved budget to replacement Roads Unit #62 is $260,000 from debenture proceeds. The recommended tender result of $257,900 plus other Town associated costs of approximately $1,100 for decal expenses and two-way radio reinstallation is within the 2016 approved budget. Page 2 / 2 176 STAFF REPORT OPERATIONS SERVICES Report Title: Transfer Station Review Roadmap Report No.: OPS 16-08 Author: Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type: REGULAR COUNCIL Council Date: FEBRUARY 25, 2016 Attachments: NONE RECOMMENDATION: THAT Council receive Report OPS 16-08 Transfer Station Review Roadmap as information. SUMMARY In late 1995 the Town was granted a Certificate of Approval (CofA) from the Ministry of Environment (MOE) to operate a waste storage and transfer facility of solid non- hazardous waste at 70 King Street. Initially the site operated as both a large item and yard waste depot with collected yard waste material transported to 170 Vienna Road (behind the Gubesch Farm). Due to the overwhelming participation of yard waste from residents it was more efficient to staff the 170 Vienna Road site and open the site to the general public than to transfer the volume of yard waste collected. In 2002 Oxford County assumed responsibility of garbage and recycling curbside collection and in 2003/04 introduced the garbage bag tag system. The County also began operating special waste collection events including annual large article curbside collection in all area municipalities, except in Tillsonburg due to the presence of the waste storage and transfer facility at 70 King Street. The Town and Oxford County entered into a waste management agreement in 2008 to clarify the roles and responsibilities with regards to garbage and recycling collection and to establish a base line level of service that is equitable, sustainable and cost effective. Through this agreement the Town receives partial funding to operate the large item depot at the Transfer Station in lieu of participating in the County’s annual large article curbside collection event to continue to provide residents with year round large item disposal. Page 1 / 3 177 In the summer of 2008 the large item depot and yard waste depot were both relocated to the facility at 50 Newell Road known today as the Transfer Station. Both the large item depot and yard waste depot at the Transfer Station operate under a new MOE CofA for this site that outlines the Town obligations and prescribes the permitted hours of operation, acceptable waste types and allowable daily waste limits for each depot. Last summer staff became aware that the operation of the large item depot did not coincide with the CofA. An MOE Provincial Inspection Officer visited the site and confirmed that some of the material being collected at the large item depot did not conform with the CofA and requested that the situation be rectified. Subsequent correspondence with Ministry and County waste management staff has revealed essentially two options: 1) Stop accepting waste types not covered by the CofA 2) Submit an application to amend the CofA to include the additional waste types being collected. Staff have been reviewing the current operational activities at the large item depot of the Transfer Station to evaluate opportunities that align with the options outlined above. Amending the current CofA has potential risks that the MOE may impose additional requirements (i.e. stormwater management) to bring the site operations to current legislative standards. CONSULTATION/COMMUNICATION Before discontinuing collection of waste types not covered by the current CofA or pursuing any form of amendment to the CofA staff propose to use Strategy 3 – Involve, Consult, Collaborate of the Towns Public Engagement Policy to gain an understanding of the needs and expectations of the community. The feedback received from user questionnaires, surveys and public information sessions will allow staff to evaluate priorities from a facility user/resident perspective and determine a strategy that will provide users/residents with reasonable services at both the large item and yard waste depot of the Transfer Station that are in compliance with Ontario requirements. Staff are proposing the following roadmap to obtain public feedback and determine an overall direction with respect to the operation of the Transfer Station. Item Target Transfer Station Review Roadmap Report February 25th Public Consultation Session, Questionnaire & Survey March Transfer Station Public Engagement Summary Report April Public Information Centre May Transfer Station Strategic Direction Report June Page 2 / 3 178 FINANCIAL IMPACT/FUNDING SOURCE In 2015 Oxford County executed a new waste collection contract with HGC Management Inc. that provided the County with significant savings. These County savings, in particular the cost savings of performing curbside large article collection have translated into a $30,000 reduction in partial funding to operate the large item depot at the Tillsonburg Transfer Station. Town staff have worked to mitigate the funding reduction with Oxford County staff over a two year period starting with a $15,000 funding reduction in 2016. In addition through the review of current operational activities an opportunity for efficiencies was identified by adjusting the staffing complement at the Transfer Station to alleviate the 2016 funding reduction of $15,000. The scope of work of the $50,000 capital investment at the Transfer Station identified in the 2016 Operations Business Plan will develop throughout the consultation process and strategic direction provided by Council. Page 3 / 3 179 = Attendance: Henry Atkinson, Euclid Benoit, Andre Brisson, Valerie Durston, Geoffrey Lee, Rick Lee, John Prno, Donna Scanlan, Chris Rosehart, Richard Van Maele Staff: Annette Murray Regrets: Mel Getty, Jeremy Stockmans, Stephen Molnar, Cephas Panschow 1. Call to Order The meeting was called to order by Chair Benoit at 7:05 pm. John Prno acted as Secretary for the meeting. 2. Adoption of Agenda Moved By: Richard Van Maele Seconded By: Rick Lee Proposed Resolution THAT the Agenda as prepared for the Committee meeting of November 19, 2015, be adopted. Carried 3. Disclosure of Pecuniary Interest None Declared 4. Approval of previous minutes Moved By: Henry Atkinson Seconded By: Andre Brisson Proposed Resolution THAT the minutes for the October 8, 2015 meeting be approved. Carried 5. Presentations and Deputations None 6. General Business and Reports 6.1. General Brainstorming session with regards to future revenue generation The Corporation of the Town of Tillsonburg Airport Advisory Committee 19/11/2015 7:00 pm Tillsonburg Regional Airport Boardroom 244411 Airport Rd., South-West Oxford Minutes 180 Committee Meeting – Minutes - 2 - Committee members undertook a lengthy discussion regarding potential revenue generation opportunities. Among the possibilities discussed, were: • lots for sale on Airport Road, and their ability to attract aviation related businesses and employment; • sharing of tax revenues for airport properties, between the Township of Southwest Oxford and the Town of Tillsonburg; • increasing demand for a large hanger to store and service larger corporate jets; • attracting an aircraft cleaning/detailing business; • methods of increasing fuel sales, i.e., would the cost of installing automated operation/payment equipment, be seen as more attractive than current staff operation, or detract from current sales?; • apron perimeter fence-mounted advertising boards; • lease renewal opportunities for the Skyway Cafe; and • car rental satellite located in the terminal. Staff and committee members will continue to investigate these and other opportunities. Also discussed and discarded, were opportunities that had been successful elsewhere, i.e., leasing land for a blueberry farm (attracts birds and other wildlife); and leasing land for a solar farm (previously investigated and impractical here due to lack of hydro transmission infrastructure). Moved by: Henry Atkinson Seconded by: Geoffrey Lee Proposed Resolution THAT to clarify our earlier position on sale of airport lands, the Committee supports sale of lots along Airport Road for commercial and industrial use for Aviation purposes; AND THAT a letter be drafted to Town of Tillsonburg CAO David Calder, requesting a meeting at his convenience to discuss the benefits of a TIllsonburg/Southwest Oxford partnership with regards to sharing tax revenues from such land sales. Carried 7. Correspondence None 8. Other Business None 181 Committee Meeting – Minutes - 3 - 9. Next meeting Committee members are welcome to attend the Public Consultation Open House at 6 pm, Thursday, November 26, 2015. The next regular meeting of the committee is scheduled for 7 pm, Thursday, January 21, 2016. 10. Adjournment Moved By: Richard Van Maele Proposed Resolution THAT the November 19, 2015 meeting be adjourned at 9:00 pm. 182 = Attendance: Mike Bossy, Andrew Burns, Lisa Gilvesy, Jesse Goossens, Councillor Jim Hayes, Scott McLean, Mayor Stephen Molnar, Lindsay Morgan, Ashton Nembhard, Randy Thornton, John Veldman, Steve Spanjers Guest: Christopher Kelly, ifourone design (8:30 – 9:10 AM) Staff Present: David Calder, Cephas Panschow Regrets: Kirby Heckford, Cedric Tomico 1. Call to Order 2. Adoption of Agenda Moved By: J. Veldman Seconded By: J. Hayes Proposed Resolution THAT the Agenda as prepared for the Committee meeting of January 11, 2016 be adopted. Carried 3. Disclosure of Pecuniary Interest – None disclosed 4. Approval of previous minutes Moved By: L. Gilvesy Seconded By: S. Molnar Proposed Resolution THAT the minutes for the December 8, 2015 meeting be approved. Carried 5. Standing Items a) Community Strategic Plan No update other than Deputy Clerk will attend next meeting. b) Post-Secondary Education – No update c) Tillsonburg Hydro Inc – No update d) Town Hall Task Force The Corporation of the Town of Tillsonburg Development Committee Tuesday, January 12, 2016 7:30 AM Boardroom, Customer Service Centre 10 Lisgar Ave, Tillsonburg, ON N4G 5A5 Minutes 183 Council Meeting – Agenda - 2 - KNY Architects Inc of Burlington, Ontario has been selected as the consultant for the Town’s space needs study and an initial meeting has been held. 6. Economic Development Update a) 2016 Business Plan and Budget Staff presented the 2016 Economic Development & Marketing business plan. Airport related items will transition to Operations Department in 2016 as indicated at the last meeting. Program spending is up to $119,700 versus $98,400 in 2015 but this reflects: Slight increase in part-time contract costs; Increase in meeting (trade shows, etc) costs but offset by SOMA per diems; Advertising – increase. Portion of this pays for Chamber Gala sponsorship; Community Improvement Plan – Increase from $10,000 to $20,000 Some concern about insufficient funds for training and also no funds in overall budget for Boardroom maintenance/upgrades. $20,000 for SOMA membership is also included and staff are recommending that the Town continue with its membership based on changes being made within the SOMA organization, loss of SWEA and increased importance of organization for lead generation. Potential for SOMA to grow, although question raised as to how that will affect Tillsonburg’s competitive position and who approves new members. New members approved by board. b) 253 Broadway Staff presented updated building elevations and site plan showing more traditional/heritage design and increase in building footprint, but with increased parking under the building. It was felt that this design is more attractive and, despite some concerns raised by the public, it is another example of Tillsonburg taking a step forward to grow the Downtown. c) Presentation – SOMA Asia Mission Staff provided a preview of the presentation being prepared for the January 25 Council meeting. Although costs were higher than projected, these were more than offset by the increase in SOMA’s Per Diem rate for international travel. 7. New Business a) Branding Project Update – Brand Platform/Concepts C. Kelly from ifourone design presented the brand platform as approved by Council and two logo concepts. Option 1: 184 Council Meeting – Agenda - 3 - Explanation regarding the Tulip Tree and its significance in the area. Reminiscent of a Hallmark card. Represents possibilities whereas Option 2 is more business focused. This logo easier to use in some applications than Option 2. Some concern about the use of a cursive font, but consultant explained that this has been discussed and does not feel it is an issue from a design perspective. This concept is more personal and warmer. Option 2: Too much of a historic focus. With proposed development at 253 Broadway including some design elements of the Clock Tower, the logo would feel like more of a logo for that development. Need for executive leadership (corporate brand champion) on the new brand once approved. The Marketing & Communications Officer will be the keeper and enforcer of the brand usage policy. 8. Liaison Updates a) Department Reports – None b) Tillsonburg District Chamber of Commerce AGM is being scheduled for March. Based on advocacy/policy work, they have been invited to work with the London Chamber on policy development including engaging young professionals. Town/Chamber/BIA joint strategy meeting is scheduled for Jan 20. c) Downtown Business Improvement Association - None d) Tillsonburg District Real Estate Board Unofficial statistics indicate that 2015 was a great year for real estate. London/St Thomas board had second highest year ever and awaiting review of this for Tillsonburg Board. e) Physician Recruitment County of Oxford has approved $25,000 in funding (an increase from $10,000) in 2016 budget to assist with recruitment initiatives including attendance at medical school recruitment events. 9. Roundtable S. Molnar advised that Town will be bringing forward industrial park and hydro items at upcoming Good Roads conference in February. A.Nembhard indicated that the Province has made an announcement regarding a Provincial Cluster development initiative and he will send to Committee. L. Gilvesy advised that they have hired a new lawyer for their practice. M. Bossy tendered his resignation to the committee. 10. Next meeting – Tuesday, February 9, at 7:30 AM 185 Council Meeting – Agenda - 4 - 11. Adjournment Moved By: L. Gilvesy Seconded By: Not required. Proposed Resolution THAT the January 12, 2016 meeting be adjourned at 9:18 AM. 186 = Attendance: Ken Butcher, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, C. Nagy, Sue Saelens, Marian Smith, Trisha Smith, Maurice Verhoeve, Janet Wilkinson Regrets and Absent: Charles Baldwin, Rick Cox 1. Call to Order: The meeting was called to order at 9:01 a.m. by Robert Marsden. 2. Adoption of Agenda Moved By: S. Saelens Seconded By: Christine Nagy Proposed Resolution: THAT the Agenda as prepared for the Committee meeting of January 7, 2016 be adopted with additions under General Business. Carried 3. Disclosure of Pecuniary Interest: None 4. Approval of previous minutes Moved By: P. Esseltine Seconded By: K. Butcher Proposed Resolution: THAT the minutes for the December 3, 2015 meeting be approved. Carried 5. Presentations and Deputations: 6. General Business and Reports: a) Goals for Terms of Reference – P. Esseltine read the amended Goals for the term of 2015 – 2018. Moved By: P. Esseltine Seconded By: S. Saelens Proposed Resolution THAT the Goals which are an Appendix to the Terms of Reference be approved. Carried. b) Annandale NHS tree report was presented to the committee by Paul DeCloet. The report was compiled by P. DeCloet with Charles Baldwin and Dolp Winnia, a retired professional forester. The report confirms the findings of the report that was commissioned by the Town and adds a few other notations about trees on this property (a copy is attached with these minutes). There needs to be a plan in place to start planting new trees to replace the old ones when they have to be removed. Moved By: P. DeCloet Seconded By: S. Saelens Proposed Resolution: THAT the report prepared by P. DeCloet, C. Baldwin and D. Winnia be accepted by this committee. Carried. c) Tree By-Law - has been completed and is now ready to be submitted to Council for approval. d) Keep Tillsonburg Beautiful Event is scheduled for the first Saturday in May (May 7). The site for tree planting is yet to be chosen and approved but a possible site is the South Ridge School area. 7. Correspondence: The Corporation of the Town of Tillsonburg Heritage, Beautification & Cemetery Advisory Committee January 7, 2016 9:00 a.m. Marwood Lounge Tillsonburg Community Centre Minutes 187 Heritage, Beautification & Cemetery Advisory Meeting – Minutes - 2 - a) Council has endorsed the appointment of Matthew Fenn by the Heritage, Beautification & Cemetery Advisory Committee to the Beautification Working Group Sub-Committee. Mr. Fenn is not a member of the groups that make up this sub-committee and was unable to vote as a result. This appointment will give him full voting rights on the sub-committee. b) Council has endorsed the revised Terms of Reference of the Heritage, Cemetery & Beautification Advisory Committee. c) An e-mail was received from Laurel Beechey who offered to attend the February meeting to give a 40 minute power point presentation on the heritage architecture of Tillsonburg. This will assist the committee in preparing a register of significant heritage properties (Goal #1 of the approved goals). The Secretary will request Laurel’s attendance at the next meeting. 8. Other Business: a) Beautification sub-committee report – C. Nagy gave a brief summary of the last meeting (a copy of the minutes are attached with these minutes). For 2016 there will be minimal beautification of the downtown area due to funding issues and the need for design planning. P. Esseltine confirmed that the group will have the services of a professor and students from the Fanshawe College Faculty of Environmental Design and Planning; Landscape Design Studio 04 Class to assist with long term design planning for the central area of the town. b) Heritage Designation Process – T. Smith reviewed a number of different resources available including the previous TACAC process. It is advisable to follow the Provincial guidelines for heritage designation. c) The budget has not been finalized yet so there is no word of our grant application. d) M. Verhoeve asked about updates of the cemetery. C. Hill advised that funds have been requested for the replacement of the defective columbarium; the scattering gardens are still in future planning; there is no long term plan for acquisition of more cemetery land. 9. Next meeting: February 4, 2016 at 9:00 a.m. in the Marwood Lounge. 10. Adjournment Moved By: C. Nagy Proposed Resolution: THAT the January 7, 2016 meeting be adjourned at 9.43 a.m. Carried 188 Town of Tillsonburg Beautification Working Group Marwood Lounge, Tillsonburg Community Complex Thursday December 10, 2015 Present: C. Nagy, P. Esseltine, M. Smith, J. Kirkland, S. Saelens, C. Hill, V. Armstrong, P. DeCloet Regrets: M. Fenn Absent: W. Cameron Call to order – 9:05 a.m. Business Arising from the Minutes Marian Smith was omitted from the attendance of the last meeting’s minutes. The paragraph & sentence regarding grant money should read: “There is special grant money in amount of $5,000.00 in this year’s budget.” With regards to pots on the intersection corners, there are concerns about snow removal. If they are put within the block, sight lines could also be a concern. Monetary Contributions from each group The Tillsonburg Horticultural Society has $1000 to help with Broadway beautification there could be an additional $1,000 available depending on plans. The Tillsonburg BIA has a possible $5000 that is normally used for watering that could be redirected towards other Broadway beautification efforts. Tillsonburg’s Parks and Recreation Department could access possible funding, depending on the Business Plan from this committee. Other possible funding groups: • Wilkinson Fund via Oxford Community Foundation – There are funds available, though we need to make an application. ACTION: C. Nagy to find out about Oxford Community Foundation • Tillsonburg Lions Club All Committee members in attendance agreed that a Short-term and Long-term Plan is needed. J. Kirkland stated that we need a real clear picture of our phased plan. The BIA budget has been passed so BIA Committee members have to take the plan for the downtown core to the BIA AGM as it is their monies. The next AGM is early next year, with another in November 2016. Are we doing the planning or hiring a consultant? 189 C. Nagy indicated that a preliminary Phase 1 should be 2016, with the central downtown core of Tillsonburg as the target. This would be Broadway between Brock & Washington Streets. All agreed that 2017 would be the official launch year with Phase 2 being all of Broadway between London & Venison Streets. All Phases would be dictated by budgets. Possible Consultants P. Esseltine shared information from Fanshawe College, who have 3 programs related to the project that we are looking at. Programs are available during the school year. In the summer student co- op is available, which is paid at minimum wage. Bachelor, Environmental Design and Planning, or Landscape Design can be done during the year. Committee members stressed that the accepted Heritage Theme will need to be followed during the planning stage. ACTION: P. Esseltine to contact Fanshawe College before the end of December 2015. To ask for a 5 year plan, Phase 1 Downtown - Venison to London St. to start and then roll out into other areas. J. Kirkland that Interior Decorator Sandy Livermore is not be interested in this project. J. Kirkland also distributed a proposal from J. Berzins for distribution to all committee members There was discussion that if permanent planters could not be purchased in time for the 2016 Spring/Summer season, that we rent containers. ACTION: P. DeCloet to ask M. Fenn if we could rent 2 dozen containers for next year, 18” round or square V. Armstrong recommended a sponsorship program for planters, whereas the could pay an annual fee to sponsor a planter Bob Marsden needs to be sent a copy of the Committee Minutes Next Meeting: Thursday January 14, 2015 at 9:00 a.m Annex Meeting Room at the Corporate Offices (2nd floor of the Tillsonburg Town Mall Adjournment: 10:07 a.m. 190 Town of Tillsonburg Beautification Working Group Annex Meeting Room, Tillsonburg Town Centre Mall Report of January 14th, 2016 Meeting 1. Attending: Christine Nagy, Matt Fenn, Corey Hill, Paul DeCloet, Sue Saelens, Marian Smith, Penny Esseltine, John Kirkland Regrets: Virginia Armstrong Absent: Wendy Cameron 2. Business Arising From 12/10/15 Report: There is a correction in the wording regarding potential town funding. It should read: “The Heritage, Beautification & Cemetery Committee has made an application to Council for consideration of a $5,000.00 budget for town beautification in the 2016 budget.” When considering the downtown area to be included in beatification plans, it has been determined that the entire area from London Street to Venison Street be included for the BIA area. The extent of work completed in any year will be dependent on costs and funding available. It could extend from either: • London Street to Venison Street • Oxford Street to Bridge Street • Brock Street to Washington Grand The 5-year beautification planning and strategies will then look to side streets in the downtown area and eventually to other areas of the town. John Kirkland expressed concerns on behalf of the BIA Board and its own Beautification Committee regarding a plan for 2016 Broadway beautification. The BIA has funding for hanging baskets and their required daily watering in their 2016 budget. Lacking an alternate plan for this coming spring/summer seasons, this will be the direction that will be taken. Christine Nagy confirmed that Tillsonburg Horticultural Society monies allocated for Broadway beautification would be made available should this be the only beautification project. 3. Fanshawe College: To address concerns, the chair suggested that we move ahead in the agenda to report the connections that have been made with the Fanshawe College Faculty of Environmental Design and Planning. Faculty at Fanshawe have identified that Tillsonburg has reports in place relating to the downtown streetscape in the form of both the 1996 Tillsonburg Downtown Streetscape Master Plan and the Town of Tillsonburg 2012 Central Area Design Study. Also, that the BIA has made important progress with regard to concrete pavers, benches and waste receptacles with some street edge modifications at intersections. Fanshawe will examine these plans and offer smaller scale site- specific recommendations as well as ideas for things like amenity areas, green spaces with the increased use of plants in the public realm. Fanshawe has proposed that students in the Landscape Design Studio 04 class work with our Beautification Working Group (BWG) on the conceptual design phase. Recognizing that we are looking for a staged beautification plan over the next five years, they understand that the priorities will be to address the immediate need for seasonal display, such as planted urns, on Broadway for 2016. This will be their first detailed design exercise. Following that, they will focus on a Master 191 Plan Design of the streetscape and amenity spaces of Broadway, the side streets and other green spaces around the town. The BWG recommended possible areas such as the Rotary Clock Tower area, The Rolph Street Public School or the McLaughlin-owned greenspace opposite the Station Arts Centre. Fanshawe students and faculty will be visiting Tillsonburg in early March to tour the area in preparation for the work. A few BWG members will assist with the tour: Christine Nagy, John Kirkland, Matt Fenn and Corey Hill. A report and recommendations are anticipated prior to the end of April. It is understood by everyone that dependent on funding, we are planning to implement some aspects of the initial beautification recommendations. The deadline for implementation would be June 1st. Motion: Move by Sue Saelens, seconded by Paul DeCloet, that we accept the Fanshawe College School of Landscape Design proposal to prepare initial and 5-year conceptual design phase plans for beatification in Tillsonburg. Carried. 4. Budget: Christine has investigated the Oxford Community Foundation and the Wilkinson Fund as a source for funding which will support Tillsonburg-specific projects. The Tillsonburg Horticultural Society, given their non-profit charitable status, will be the BWG member to submit the funding application. The letter of intent is due June 13th with the application deadline of September 16th. Committee members also suggested the Lions Club, Rotary Club, the Kinsmen Club, and TD Friends of the Environment as possible funding partners. The Horticultural Society will approach these groups once site-specific are assessed and approved by the BWG and the Heritage, Beautifcation & Cemetery Committee. The BIA’s beautification funding will go towards funding the hanging baskets this season. To date, there has not been any funding approved by the Town of Tillsonburg. 5. Containers/Urns Matt Fenn presented a number of container/urn ideas for the downtown core. These are of commercial grade and would be in place through the four seasons, providing year-round interest: bulbs in the early spring, annuals/grasses/tropicals for the spring and summer, mums for the autumn season with evergreens and branches for winter. Some presented examples included containers ranging in size from 3’ W x 30” H or 4’ square x 30” H. Wholesale costs range upward of $200.00 each. The fabrications vary from plastic/resin to metal (which are similar to the current metal benches and receptacles), to concrete. It’s premature to identify specific containers. We will wait for Fanshawe designs and recommendations. 6. Other Business: Our ability to implement any beautification recommendations in 2016 is dependent on funding. It is the BWG’s recommendations that at a minimum, we work toward completing beautification plans/recommendations at least at one Broadway intersection, to show forward movement and to determine public response. Corey suggested that the Parks & Facilities beautification efforts at the parkette at the southeast corner of Broadway & Oxford could incorporate elements of the Fanshawe recommendations in 2016. 192 Penny will contact Darlene Covey from the Town Centre Mall management office to determine if they are interested in incorporating Fanshawe’s recommendations in the Mall’s beautification efforts. 7. Date of Next Meeting At the call of the Chair. Recorder: Penny Esseltine Acting Secretary: Christine Nagy 193 = Attendance Present: Chair Ann Loker, Councillor Brian Stephenson, Mary Anne VanGeertruyde, Sam Lamb Regrets: Mayor Stephen Molnar Staff: Lana Lund + 1. Call to Order - 4:13pm 2. Adoption of Agenda Moved By: M.VanGeertruyde Seconded By: S.Lamb Resolution THAT the Agenda as prepared for the Committee meeting of December 2, 2015, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: M.VanGeertruyde Seconded By: B.Stephenson Resolution THAT the Committee Minutes for the November 4, 2015 meeting be approved. ‘Carried’ It was noted that the ‘yearly nomination’ item is on hold for the present time. The Corporation of the Town of Tillsonburg Special Awards Committee December 2, 2015 4:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 194 Special Awards Committee Minutes - 2 - 5. General Business and Reports i) Roll-out of Brochure and Discussions with Groups – Follow-up Committee reviewed a draft letter template. Consensus was for letters to be distributed to service clubs in the new year to make them aware of the Volunteer Achievement Award program, and to generate interest in hopes of encouraging ongoing nominations. ii) Review of Suggested Nominations and Selection of next Award Nominations were reviewed. Moved by Councillor B. Stephenson Seconded by S. Lamb THAT Samuel Cull be selected as the recipient of a Volunteer Achievement Award, to be presented at the December 14, 2015 Council Meeting. ‘Carried’ The next recipient was also selected, for presentation in January. Moved by M. VanGeertruyde Seconded by Councillor B. Stephenson THAT Peter Beechey be selected as the recipient of a Volunteer Achievement Award, to be presented at the January 25, 2016 Council Meeting. ‘Carried’ L.Lund to contact the recipients and prepare for the presentations. 6. Other Business i) Ontario Medal for Young Volunteers & Ontario Volunteer Services Awards These two awards were discussed. It was felt that the Committee needs to focus on the current program for a year, and then other awards can be considered. With respect to youth awards, currently we are combining youth with others for monthly recognitions. At some point, the Committee would like to see youth recognized separately, also on a monthly basis. 195 Special Awards Committee Minutes - 3 - 7. Next meeting – February 10, 2016 at 4:00pm 8. Adjournment Moved By: M.VanGeertruyde Resolution THAT the December 2, 2015 meeting be adjourned at 4:49pm. ‘Carried’ 196 = Attendance Present: Marty Klein, Councillor Penny Esseltine, Andrew Gilvesy, Rick Strouth, John Veldman Staff: David Calder, Lana Lund Regrets: Mayor Stephen Molnar 1. Call to Order – 4:04pm 2. Adoption of Agenda Moved By: J.Veldman Seconded By: P.Esseltine Resolution THAT the Agenda as prepared for the Committee meeting of November 26, 2015, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: A.Gilvesy Seconded By: R.Strouth Resolution THAT the Minutes for the November 10, 2015 meeting be approved. ‘Carried’ The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee November 26, 2015 4:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 197 Council Meeting – Agenda - 2 - 5. General Business and Reports i) Consulting Services to Conduct a Space Needs Analysis a) RFP-15-013 b) Addendum #1 to RFP-15-013 c) Evaluation Matrix d) In Design Bid Submission e) KNY Architects Bid Submission f) Lundholm Bid Submission g) Mayhew Bid Submission h) Nicholson Scheffield Each Committee member commented on their review and ratings of the five bid submissions. KNY Architects received the highest scoring by the Committee. Based on ranking, the CAO to have Town staff carry out reference checks for KNY, and see if anyone has experienced run-overs. The following resolution was passed. Moved by A.Gilvesy Seconded by J.Veldman THAT the Town Hall Project Steering Committee recommends to Council the awarding of RFP-15-013, for Consulting Services to Conduct a Space Needs Analysis, to KNY Architects, pending satisfactory reference checks. ‘Carried’ Following the awarding of the contract, arrangements will be made for the successful bidder to meet with the Town Hall Project Steering Committee to discuss expectations, and to ensure timelines are identified and will be met. An up-to-date listing of Town owned properties in the downtown core to be available in January. 6. Round Table 7. Next meeting The next meeting to be at the call of the Chair. The CAO to advise Chair Klein once the tender has been awarded. 198 Council Meeting – Agenda - 3 - 8. Adjournment Moved By: A.Gilvesy Resolution THAT the November 26, 2015 meeting be adjourned at 4.21pm. 199 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 LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES - January 13, 2016 (as approved at the Board of Directors meeting held February 3, 2016) Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Noel Haydt, David Hayes, John Scholten and Tom Southwick Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell, D. Holmes, L. Minshall and D. McLachlan Guests: C. McCauley and K. Stanley Regrets: Craig Grice The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, January 13th, 2016 in the Tillsonburg Administration Office Boardroom. ADDITIONAL AGENDA ITEMS MOTION A-1/16 moved: D. Beres seconded: N. Haydt THAT the LPRCA Board of Directors add “Borrowing for Parks Infrastructure and Elgin County Shoreline Management Plan” under New Business as items 10 (e) and (f) to the January 13th, 2016 agenda. CARRIED DISCLOSURES OF INTEREST None ELECTION OF LPRCA CHAIRMAN AND VICE-CHAIRMAN 2016 The Chair and Vice-Chair vacated their seats and C. McCauley assumed the Chair position. He then declared the positions for Chair and Vice-Chair vacant and called for nominations for the Chair. D. Beres nominated M. Columbus. No further nominations were received. Mr. Columbus accepted the nomination. MOTION A-2/16 moved: L. Bartlett seconded: T. Southwick That the nominations for the Chair be closed. 200 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 CARRIED The Acting Chair declared Mike Columbus the Long Point Region Conservation Authority Chairman for 2016. Mr. McCauley then called for nominations for Vice-Chair. T. Southwick nominated D. Beres. C. McCauley called for further nominations for Vice-Chair and received none. D. Beres accepted the nomination. MOTION A-3/16 moved: D. Hayes seconded: N. Haydt That the nominations for the LPRCA Vice-Chair be closed. CARRIED The Acting Chair declared Dave Beres the Long Point Region Conservation Authority Vice- Chair for 2016. The Chair and Vice-Chair thanked the Board and resumed their seats. C. McCauley and K. Stanley were thanked for their service and left the meeting. DEPUTATIONS None MINUTES OF PREVIOUS MEETINGS Staff clarified recorded attendance at the December 2nd meetings. MOTION A-4/16 moved: D. Hayes seconded: N. Haydt THAT the minutes of the LPRCA Board of Directors Regular Meeting held December 2nd, 2015, the LPRCA Budget Meeting held December 2nd, 2015 and the Board of directors Conference Call held December 10th, 2015 be adopted as circulated. CARRIED BUSINESS ARISING None REVIEW OF COMMITTEE MINUTES MOTION A-5/16 moved: J. Scholten seconded: N. Haydt THAT the minutes from the Lee Brown Marsh Management Committee meeting of April 24th, 2015 be received as information. 201 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 CARRIED Staff responded to the request for further information regarding the Robinson Marsh Lease Agreement. CORRESPONDENCE MOTION A-6/16 moved: D. Beres seconded: N. Haydt THAT the correspondence outlined in the Board of Directors’ Agenda of January 13th, 2016 with additions be received as information. CARRIED DEVELOPMENT APPLICATIONS a) Staff Approved applications Staff approved eight applications since the last meeting in December: LPRCA- 156/15, LPRCA-157/15, LPRCA-158/15, LPRCA-159/15, LPRCA-160/15, LPRCA- 161/15, LPRCA-162/15 and LPRCA-163/15. There were no questions or comments. MOTION A-7/16 moved: D. Hayes seconded: R. Geysens That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated December 21st, 2015 as information. CARRIED b) New Applications The Planning Department recommended approval for two applications, one to demolish and reconstruct a seasonal dwelling and the second to construct an 8-bay boathouse. No questions or comments. MOTION A-8/16 moved: L. Bartlett seconded: T. Southwick 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-1/16 202 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 LPRCA-2/16 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 weather is looking promising for the first event of the season, Guided Snowshoe and Animal Tracking, scheduled for January 30th at Backus. LPRCA staff will be participating in the Future Oxford Expo on January 28th as part of the Reforest Oxford group discussing habitat restoration, tree planting, etc. MOTION A-9/16 moved: L Bartlett seconded: D. Hayes THAT the LPRCA board of Directors receives the January Calendar of Events Report as information. CARRIED b) 2016 LPRCA BUDGET VOTE Staff summarized the 2016 budget. The overall operating budget stands at $3.8million requiring a municipal levy of $1.4million and the capital budget is $568,200 requiring a general municipal levy of $334,000. The capital levy includes a special levy of $65,000 to Norfolk County to update the Shoreline Management Plan. Norfolk County requested a deferral of the special levy for further discussion. Therefore, the general municipal levy required for capital is $269,000. The subject of borrowing for capital upgrades to reduce the overall levy was again discussed and deferred (see item 11e). MOTION A-10/16 moved: R. Chambers seconded: D. Beres That LPRCA Board of Directors approves the following recommendations regarding LPRCA’s 2016 Operating and Capital budgets; 1. That the 2016 proposed Ontario Regulation 178/06 Permit Fees and Planning Act Review Fees as attached; 2. That the 2016 proposed User Fees for the Conservation Areas as attached; 3. That the 2016 Operating Budget in the total amount $3,818,867 and requiring a Municipal Levy-Operating of $1,412,680 be approved; 203 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 4. That the 2016 Capital Budget in the total amount of $568,200 and requiring a Municipal Levy-Capital of $269,000 be approved; 5. That the proposed 2016 Consolidated Budget in the total amount of $4,387,067 and requiring a Municipal Levy –Consolidated of $1,746,680 be approved. Member Municipality/Group Weight Present Yes No Tom Southwick Municipality of Bayham 4.77 Robert Chambers County of Brant 6.34 Leroy Bartlett Haldimand County 7.68 Craig Grice Haldimand County 7.68 x Tom Southwick Township of Malahide 0.76 Doug Brunton Norfolk County 12.50 Michael Columbus Norfolk County 12.50 Roger Geysens Norfolk County 12.50 Noel Haydt Norfolk County 12.50 John Scholten Norwich Township 7.59 David Hayes Township of South-West Oxford 7.59 Dave Beres Town of Tillsonburg 7.59 100.00 -7.68 = 74.29 18.03 CARRIED c) LPRCA COMMITTEE APPOINTMENTS The GM reviewed the various committees of LPRCA and interest expressed from the various Members as per the December meeting. MOTION A-11/16 moved: R. Geysens seconded: N. Haydt That the LPRCA Board of Directors approves the following appointments for 2016: Dave Beres as Land Acquisition Chair; Doug Brunton and the LPRCA Chair to the Lee Brown Marsh Management Committee; Robert Chambers, Roger Geysens, Noel Haydt and the LPRCA Chair to the Backus Museum Committee; AND Roger Geysens, John Scholten, Noel Haydt, the LPRCA Chair and LPRCA Vice- chair to the Audit Committee. CARRIED 204 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 d) SERVICE RECOGNITION REPORT There will be two staff and four Board Members recognized at the Annual General Meeting for five years of service. MOTION A-12/16 moved: L. Bartlett seconded: T. Southwick THAT the LPRCA Board of Directors receives the Years of Service Recognition Report as information. CARRIED e) BORROWING FOR PARKS INFRASTRUCTURE There was significant discussion and various opinions regarding the option of borrowing to fund capital infrastructure projects. MOTION A-13/16 moved: D. Beres seconded: N. Haydt THAT the LPRCA Board of Directors directs the Strategic Planning Committee to further explore borrowing options with Norfolk County as part of its report on dealing with parks infrastructure needs. CARRIED f) ELGIN COUNTY SHORELINE MANAGEMENT PLAN In response to correspondence received regarding the Elgin County Shoreline Management Plan staff reviewed the process and timeline in the development of the Plan. The Plan began with a collaborative by the four Conservation Authorities within Elgin County, shoreline municipalities and the County of Elgin beginning in 2013 to update the science within the Plan. After much work, a consultant was hired in July 2014 and three public consultations were held in August 2014. The Elgin County Shoreline Management Plan was adopted by the LPRCA Board on November 4th, 2015 and has since been posted on the LPRCA website. The Study notes that the shoreline within Elgin County is subject to risk of erosion. The policies within the Shoreline Management Plan have not changed but the consultant provided updated science and maps regarding erosion rates to incorporate into the Plan. Some members objected to the Study and its findings stating that the study contained predetermined outcomes, old data and restrictive conclusions that lack a balance between conservation and landowners. Therefore, a motion was tabled to reconsider the Board’s previous decision. 205 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 MOTION A-14/16 moved: R. Geysens seconded: N. Haydt THAT the LPRCA Board of Directors moves to reconsider its previous decision to approve the Elgin County Shoreline Management Plan. CARRIED MOTION A-15/16 moved: T. Southwick seconded: J. Scholten THAT the LPRCA Board of Directors defers implementation of the Elgin County Shoreline Management Plan. CARRIED With the deferral, LPRCA staff will now revert back to using the 1989 Shoreline Management Plan. It was then proposed to cancel the shoreline study for Norfolk County. Staff noted that Norfolk County has issues with flooding. The study to be undertaken in Norfolk County with the help of the National Disaster Mitigation Program will provide updated science to identify flood hazards, potential impacts, and community and infrastructure vulnerabilities as well as the overall flood risk profile for the area. MOTION A-16/16 moved: D. Brunton seconded: N. Haydt THAT the LPRCA Board of Directors no longer proceeds with the proposed Norfolk County Shoreline Management Plan. CARRIED MOTION A-17/16 moved: R. Geysens seconded: D. Hayes 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; CARRIED MOTION A-18/16 moved: D. Hayes seconded: R Geysens That the LPRCA Board of Directors does now adjourn from the “In Camera” session. CARRIED 206 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 MOTION A-19/16 moved: L. Bartlett seconded: D. Brunton THAT the LPRCA Board of Directors receives the Chair’s report as information re: The GM’s 2015 Appraisal. CARRIED The Chair adjourned the meeting at 9:00pm. _____________________________ ________________________________ Michael Columbus Dana McLachlan Chair Administrative Assistant 207 208 209 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3992 A BY-LAW to amend By-Law 3596, being a by-law to prohibit smoking in certain public places within the Town of Tillsonburg. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to amend the Town’s smoking by-law to include prohibiting the use of Electronic Cigarettes in certain public places within the Town of Tillsonburg; AND WHEREAS Section 115 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipality may prohibit or regulate the smoking of tobacco in public places and workplaces within the municipality and Section 128(1) of said Act provides that a municipality may prohibit and regulate with respect to a matter that in the opinion of Council are or could be public nuisances; AND WHEREAS it has been determined that electronic smoking is a nuisance because of its irritating and discomforting properties. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1.0 DEFINITIONS AND INTERPRETATIONS 1.1 “Electronic Cigarette” means A vaporizer or inhalant-type device, whether called an electronic cigarette or any other name, that contains a power source and heating element designed to heat a substance and produce a vapour intended to be inhaled by the user of the device directly through the mouth, whether or not the vapour contains nicotine; 1.2 “Smoking Product” means tobacco or tobacco-like product whose primary purpose is to be burned or heated to produce vapours, gases or smoke, which are inhaled, and shall include but is not limited to non-tobacco herbal shisha, and other plant material or oils intended for inhalation; 1.3 “Waterpipe” means a device in which the vapours, gases or smoke of a Smoking Product passes through liquid prior to being inhaled, and shall include but is not limited to a bong or hookah. 1.4 “Smoke or Smoking” includes the carrying of a lighted cigar, cigarette, electronic cigarette, pipe, waterpipe or any other lighted smoking equipment or smoking product but does not include smoke or smoking where smoke or smoking is used in a stage production of a theatrical performance; 2.0 SMOKING PROHIBITED 2.1 No person shall smoke on the walkway known as Library Lane whether or not a “No Smoking” sign is posted. 2.2 No person shall smoke outdoors within 9 meters of any Town facility entrance or exit including but not limited to the following: Tillsonburg Community Centre, 45 Hardy Ave., including adjoining arenas, Tillsonburg Senior Centre, Lake Lisgar Waterpark and Summer Place; Tillsonburg Museum and Annandale House, 30 Tillson Avenue; Tillsonburg Fire Hall, 80 Concession Street, Tillsonburg ON Tillsonburg OPP Detachment, 90 Concession Street, Tillsonburg Customer Service Centre, 10 Lisgar Avenue Tillsonburg Public Works Building, 20 Spruce Street. 210 2.3 No person shall smoke outdoors anywhere on Library Lane or within 9 meters of the entrance to the east or west of Library Lane 2.4 No person shall smoke outdoors within 9 meters of any entrance to the Tillsonburg Town Centre Mall. 3.0 ENACTMENT 3.1 THAT this by-law shall come into full force and effect upon final passing hereof. READ A FIRST AND SECOND TIME THIS 25th DAY OF February, 2016. READ A THIRD TIME AND FINALLY PASSED THIS 25th DAY OF February, 2016. ________________________________ Mayor – Stephen Molnar _______________________________ Town Clerk – Donna Wilson 211 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3995 A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg. WHEREAS it is deemed necessary and expedient to amend By-Law 3701. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule 1 of Bylaw 3701, Section 8 “ No Stopping”, be amended with the addition of the following: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 Highway Side From To Time or Days Quarterline East 30 m south of 15 m north of Sept.1 – Jun 30th Road Esseltine Drive Esseltine Drive Mon.-Fri. 8 am – 9 am 3 pm – 4 pm Quarterline West 15 m south of 30 m North of Sept.1 – Jun.30th Road Esseltine Drive Esseltine Drive Mon.-Fri. 8 am – 9 am 3 pm – 4 pm 2. THAT Schedule 4 of Bylaw 3701, Section 14 “No Parking In Loading Zones, be amended as follows: DELETE: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 Highway Side Location Time or Days Ridout Street West South 32 meters west of 15 minutes Bidwell Street ADD: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 Highway Side Location Time or Days Ridout Street West South From Bidwell Street 30 minutes to 32 meters west of Bidwell St. 212 3. THAT Schedule 2 of Bylaw 3701, Section 12,” Prohibited Parking on Specified Street Anytime be amended as follows: DELETE: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 Highway Side From To Time or Days Ridout Street Both Bidwell Street Coon Alley 2hrs 9am-6pm except Sundays & Holidays ADD: COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 Highway Side From To Time or Days Denton Avenue Both 55 North 65 m South No Parking of Gowrie St. of John St Any time 4. THAT these amendments to By-Law 3701 are hereby declared to be part of that By-Law as if written therein. 5. THAT this By-Law be passed pursuant to the Highway Traffic Act, and shall become effective upon enactment. READ A FIRST AND SECOND TIME THIS 25TH DAY OF FEBRUARY, 2016. READ A THIRD TIME, PASSED, SIGNED, SEALED AND NUMBERED 3995 THIS 25TH DAY OF FEBRUARY, 2016. ________________________________ MAYOR - Stephen Molnar _______________________________ TOWN CLERK – Donna Wilson 213 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3996 A BY-LAW TO AUTHORIZE AN AGREEMENT BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG AND XCEL FABRICATION & DESIGN LTD. WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to enter into an agreement with Xcel Fabrication & Design Ltd. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Agreement attached hereto as Schedule “A” and forming part of this By-law between the Corporation of the Town of Tillsonburg and Xcel Fabrication & Design Ltd is hereby approved; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” on behalf of the Corporation of the Town of Tillsonburg. This By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 25th day of February, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 25th day of February, 2016. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 214 215 216 217 218 219 220 221 222 223 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3997 A By-Law to authorize an agreement between The Corporation of the Town of Tillsonburg and The Corporation of the Municipality of Brockton for the provision of fire communications services. WHEREAS The Fire Protection and Prevention Act, S.O. 1997, c. 4, as amended, authorizes a municipality to provide and/or receive fire protection services to or from other municipalities; AND WHEREAS The Town of Tillsonburg operates fire protection services and holds fire protection assets including fire communications personnel and equipment suitable to meet municipal responsibilities required by the Fire Protection and Prevention Act, through a fire department situated within the Town of Tillsonburg; AND WHEREAS The Corporation of the Town of Tillsonburg is desirous of entering into an agreement with The Corporation of the Municipality of Brockton to provide fire communications services. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Agreement attached hereto as Schedule “A” and forming part of this By-Law between the Corporation of the Town of Tillsonburg and The Corporation of the Municipality of Brockton is hereby approved; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement marked as Schedule “A” on behalf of The Corporation of the Town of Tillsonburg; 3. THAT this By-Law shall come into force and take effect immediately after the final passing hereof. READ A FIRST AND SECOND TIME THIS 25th day of February, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 25th day of February, 2016. ___________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 224 225 226 227 228 229 230 231 232 233 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3998 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘EC-8’ the zone symbol of the lands so designated ‘EC-8’ on Schedule “A” attached hereto. 2. That Section 12.4 to By-Law Number 3295, as amended is hereby further amended by adding the following subsection at the end thereof: “12.4.8 LOCATION: SOUTH WEST CORNER OF BROADWAY & VENISON ST W, PARTS 4 & 5 OF 41R-6262, LOT 944 & PT LOT 945, PLAN 500, EC-8 (Key Map 20) 12.4.8.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any EC-8 Zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: all uses permitted in Table 12.1. 12.4.8.2 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any EC-8 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 12.4.8.2.1 INTERIOR SIDE YARD Minimum width nil 12.4.8.2.2 REAR YARD Minimum depth 0.32 m (1.05 ft) 12.4.8.2.3 LOT COVERAGE Maximum 77.3 % 12.4.8.2.4 LANDSCAPED OPEN SPACE Minimum 7% 234 The Corporation of the Town of Tillsonburg By-law Number 3998 Page 2 12.4.8.2.5 AMENITY AREA Minimum 23.2 m2 per dwelling unit 12.4.8.2.6 REQUIRED PARKING SPACES FOR RESIDENTIAL USES Minimum 1 space per dwelling unit 12.4.8.2.7 REQUIRED PARKING SPACES FOR NON-RESIDENTIAL USES Minimum 1 space per 22 m2 (237 ft2) of gross floor area 12.4.8.2.8 SETBACK OF PARKING AREAS Notwithstanding Section 5.24.3.1, the minimum distance between a parking space and an interior lot line, rear lot line, and street line may be 0 m. 12.4.8.2.9 LOADING ZONE SPACES Minimum nil 12.4.8.2.10 PLANTING STRIP Notwithstanding Section 5.25, for lands zoned EC-8, no planting strip is required between the subject lands and adjacent lot lines. 12.4.8.3 That all of the provisions of the EC Zone in Section 12.2 of this By- Law, as amended, shall apply; and further, that all other provisions of this By-Law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 25th day of February, 2016. READ a third time and finally passed this 25th day of February, 2016. Mayor Clerk 235 L O T 9 4 5 L O T 9 4 5 PART 4PART 5PLAN 41R-6262FOXALLEYN.E. ANGLELOT 944, PLAN 500 BROADWAYVENISON ST W N37°33'00"W 37.44N37°34'10"W 37.47N52°30'10"E 51.06 N52°32'30"E 51.07L O T 9 4 4 LOT 944 AND PT LOT 945, PLAN 500PARTS 4 AND 5, REFERENCE PLAN 41R-6262TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO EC-8 NOTE: ALL DIMENSIONS IN METRES MAYOR CLERK THIS IS SCHEDULE "A" TO BY-LAW No. 3998, PASSED THE 25th DAY OF FEBRUARY, 2016 5 0 5 10 152.5 METRES SCHEDULE "A" TO BY-LAW No. 3998 © 236 ZN 7-15-06 TOWN OF TILLSONBURG BY-LAW NUMBER 3998 EXPLANATORY NOTE The purpose of By-Law Number 3998 is to rezone the subject property from ‘Special Entrepreneurial Zone (EC-2)’ to ‘Amended Special Entrepreneurial Zone (EC-8)’ to introduce site specific special provisions to permit a 3 storey mixed use development on the subject lands. The special provisions would provide for reduced interior side yard width, reduced rear yard depth, reduced number of required parking spaces for residential and non- residential uses, reduced setback of parking area and spaces, increased maximum lot coverage, reduced minimum amenity area and landscaped open space, and waive the requirement for a planting strip. The subject property is legally described as Part 4 & 5 of Reference Plan 41R-6262, Lot 944 & Part Lot 945, Plan 500, Town of Tillsonburg. The subject property is located at the southwest corner of Broadway and Venison St W. The lands are municipally known as 253 Broadway, Tillsonburg. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed zone change application, approved By-Law Number 3998. The public hearing was held on January 25, 2016. Any person wishing further information relative to Zoning By-Law Number 3998 may contact the undersigned: Ms. Donna Wilson Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-9200 File: OP 15-06-7 & ZN 7-15-06 (Rego Investments Inc.) Report No: 2016-04 237 KING STTILLSONAVECONCE S S I O N S T W FIRST S T ROLPH STCONC E S S I O N S T E WASHINGTON GRAND AVEBIDWELL STBROADWAYELGIN S T HARVEY STQUEEN STEBERT ALLEYCOON ALLEYFOX ALLEYBRIDG E S T E DURH A M S T RIDOUT ST W HALE ST RIDOUT ST E HILLIKER ALLEYLIBRARYLANEANN STSECO N D S T FRANK STVENISON ST W VALLEY VIEWLANEPARKAVEVENIS O N S T E UNNAM E D BRIDGE ST W BEAR ST WOLF ST LISGAR AVEDEL E V A N CRE SDENTONAVE PUCALLEYLISGARCRT KEY MAP LANDS TO WHICH BYLAW 3998 APPLIES © 50 0 50 100 15025 METRES 238 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3999 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 25th day of February, 2016 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 February 25, 2016, 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 the Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 25th DAY OF FEBRUARY, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 25th DAY OF FEBRUARY, 2016. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 239 Branding Task Force Recommendation to Council February 25, 2016 Introduction Review the Town’s story and refresh it for the 21st century Themes and points of differentiation Character of the Town Target messages for key audiences Review how we represent the Town visually Project Initiation RFQ issued in May Project to coincide with redeveloping the Town’s website ifourone selected Task Force Membership Working group appointed to work on the project comprised of community stakeholders Virginia Armstrong (BIA) Marcel Rosehart (Chamber of Commerce) Lindsay Morgan (Development Committee, Real Estate Board) Chris Jezovnik (Station Arts) Task Force Membership Council appointments Mayor Stephen Molnar Councillor Max Adam Staff appointments David Calder (CAO) Cephas Panschow (Development Commissioner) Rick Cox (Recreation, Culture and Parks) Colleen Pepper (Marketing and Communications) Overview of Process Virginia Armstrong Chair, Brand Task Force Timeline Public Engagement Guidelines (Strategy 3) To seek public feedback on analysis, alternatives and/or decisions; To ensure public concerns and aspirations are understood and considered; To partner with the public in each aspect of the decision (develop alternatives and identify preferred solution) To consult, involve or collaborate with the community and key stakeholders Committee met 11 times Key Tasks Determine the words that best describe Tillsonburg Clarify our competitive position Confirm what we heard and consider the target audiences Guide the development of a visual image (logo) to represent those words Test that image to ensure that it resonated with the public Objectives Attract Investment Talent, Trade and Tourism Objective Strengthen our reputation as a dynamic place to live, work and play Communicate the values of the town and the character of the people who live here Deliver consistent, authentic message about Tillsonburg to citizens, stakeholders and partners Nurture and promote civic pride and engagement (i.e. create brand ambassadors) Research Chris Kelly, ifourone Method Review of existing materials Community Strategic Plan Discover Tillsonburg Competitive analysis Method Brand Input Survey 13 questions July 30 – August 14 317 Respondents Online and paper Promoted by email, ad in newspaper, website Survey Highlights Method Focus groups 3 focus groups held Total of 34 attendees Follow up focus groups Comprised of people who responded to initial survey or attended an earlier focus group Testing of the messaging (i.e. Does this ring true?) Logo testing – two options; one preferred Presented to Development Committee Our Assets Arts & Culture Annandale NHS, (3.79) Station Arts Centre, (3.55) Festivals & Events, (2.75) Entrepreneurial Spirit Downtown, (2.89) Industry, (2.75) Business Friendly, (2.58) Entrepreneurial, (2.33) Green Initiatives, (2.33) Diverse Economy, (2.32) Investment Opportunities, (2.08) Our Assets Quality of Life Walking Trails, (4.02) Lake Lisgar, (3.98) Community Centre, (3.97) Location, (3.62) Family Friendly, (3.46) Recreation, (3.33) Education, (3.01) Access to Childcare, (2.91) Health & Wellness, (2.87) Entertainment, (1.82) Sense of Community Community Centre, (3.97) Safety, (3.95) Family Friendly, (3.46) Engagement, (3.22) Customer Friendly, (3.13) Services, (2.96) Youth Activities, (2.37) Pet Friendly, (2.80) Festivals & Events, (2.75) Brand Story Colleen Pepper, Marketing and Communications Officer Developing the Brand Story Synthesize the findings into a foundational document “The Brand Platform” Further distil the Brand Platform into a brand story Values In Tillsonburg… We encourage an entrepreneurial spirit; We enjoy a high quality of life; We believe in a strong sense of community; We value arts and culture. Brand Essence The essence of Tillsonburg is captured in three words—connected, enriched and inspired. Connected Strong sense of community History of community engagement and collaboration Ability to network naturally due to size Fibre optic infrastructure Strategic location with good access to markets and transportation Connected In Tillsonburg, you can be known by name and valued by the community around you. In Tillsonburg, young leaders stretch their wings and entrepreneurs succeed. In Tillsonburg, everyday encounters often lead to extraordinary opportunities, and new markets are within easy reach—by road, rail or runway. Enriched Variety and quality of recreation/leisure activities Can be meaningfully involved in the community (clubs, organizations, causes) Parks, green spaces and trails Hospital, health and wellness services Family friendly, lower stress lifestyle Arts and culture Rural and urban influences comfortable pace Enriched In Tillsonburg, you can enjoy the fruits of your labour. Our agricultural heritage means hard work is valued but so too is rest and relaxation. In Tillsonburg, neighbours are friends, and children can play safely in yards and parks. As a regional hub, Tillsonburg offers high quality recreational amenities, cultural programs and health/wellness services. In Tillsonburg, you can live a rich life at any age. Inspired Enterprising history Entrepreneurial spirit and rural work ethic Proven leadership in agri-business and related ventures Track record of made-in-Tillsonburg solutions and grassroots initiatives Inspired In Tillsonburg, creative minds converge. Residents are known for their ingenuity, passion and persistence. In Tillsonburg, you can make a difference. You can help meet community needs as a business person or leave a legacy as a volunteer. In Tillsonburg, you can champion a cause, or anchor a team. Tillsonburg is a community where you can create your own future. Target Audiences Trade Manufacturing, Agri-Food, Retail and Technology Industry looking for market access without associated costs Industry looking for large regional employee base Retail businesses to locate in an under-served area with potential for a larger regional market Businesses that require high speed connectivity Talent “The middle third” (adults aged 25-45) Looking for a high quality of life Looking for a safe, active and accessible community People looking to put down roots or go home Entrepreneurial minded people looking to create their own future Workers in manufacturing, business services, health or senior-related services Commuting professionals with families Tourism The create-your-own-adventure day tripper People who value taking the road less traveled and exploring what others overlook History enthusiasts Arts and culture lovers Festival and event patrons Sports and recreation participants Summary Council approved this story in principle at December 14 meeting Now…if we had to tell the story using just a picture, what would it be? Brand Identity Logo Logo Rationale Custom typeface Personable, welcoming, exciting and fun Letters are connected to each other Suggests an autograph – a place you can put your creative stamp on Logo Rationale Liriodendron Leaf (aka Tulip Tree) Our relationship to the land – green spaces, trails, healthy environment, growth Indicates our position in the Carolinian forest zone Diversity suggested through polygonal shading Logo Rationale Colour palette Blue is the colour of trust and responsibility, it is peaceful, tranquil and promotes communication Green is the colour of balance, harmony and growth. It promotes the love of nature and a love of family and friends Logo Variations Brand Collateral Brand Collateral Branded Clothing Next Steps Staff will develop an Implementation Plan and bring back to Council Included in this report will be: Brand management General guidelines for usage Cost estimates Ongoing Community Engagement (Brand Ambassadors) Recommendation Virginia Armstrong Task Force Chair Recommendation “THAT Council receive Report DCS 16-09, AND THAT the logo concept prepared for the Town of Tillsonburg by ifourone Design, in consultation with the Branding Task Force be approved; AND THAT the final brand package be brought back at a future meeting along with an implementation plan.”