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160627 Regular Minutes= ATTENDANCE Mayor Stephen Molnar Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: Donna Wilson, Town Clerk Janelle Costantino, Manager of Finance Kevin DeLeebeeck, Director of Operations Corey Hill, Parks & Facilities Manager Tricia Smith, Deputy Clerk Regrets: Deputy Mayor Dave Beres Councillor Maxwell Adam David Calder, CAO 1.Call to Order The meeting was called to order at 6:00 p.m. 2.Adoption of Agenda Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Monday, June 27, 2016, be adopted. Carried 3.Moment of Silence The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, June 27, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES Council Meeting Minutes, June 27, 2016 - 2 - 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of June 16, 2016 & June 21, 2016 Minutes, June 16, 2016 Minutes, June 21, 2016 Resolution #2 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting of June 16, 2016 and the Special Council Meeting of June 21, 2016, be approved. Carried 6. Delegations and Presentations 6.1. Presentation of the Volunteer Achievement Award – Ron Bates Presented By: Mayor Molnar and Matt Scholtz, Special Awards Committee 6.2. T:GO CALL-N-RIDE Update Delegation By: John Verbakel, CT Pilot Program Steering Committee Chair John Preston, Community Transportation Coordinator T:GO Update Report Update Ridership Summary Try T:GO days will be offered on July 17 and August 14 in partnership with Bethel Pentecostal Church between 8:30 a.m. and 4:30 p.m. and residents can try the service free of charge. Residents can book rides on-line at www.ridetgo.ca. Council requested the Transportation Pilot Program Steering Committee to include a financial aspect as part of their report to Council in September. Council Meeting Minutes, June 27, 2016 - 3 - Resolution #3 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the delegation regarding the T:GO Call-n-Ride Update, as information. Carried 6.3. PW 2016-34 Trans Canada Trail - Work Plan Update Delegation By: Rob Walton, Director of Public Works, County of Oxford An application for funding to help offset the cost of fencing along the trail will be submitted by the County to the Canada 150 program. PW 2016-34 Trans Canada Trail - Work Plan Map Resolution #4 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive the delegation regarding the Trans Canada Trail Work Plan Update; AND THAT the matter be referred during consideration of Agenda item 11.2.2, RCP 16-25 – TCT Extension Project Work Plan Update. Carried Council moved to item 11.2.2 of the agenda. 11. Reports from Departments 11.2 Recreation, Culture & Park Services 11.2.2 RCP 16-25 TCT Extension Project Work Plan Update RCP 16-25 TCT Extension Project Work Plan Update Council Meeting Minutes, June 27, 2016 - 4 - Resolution #13 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report RCP 16-25 TCT Extension Project Work Plan Update, as information. Carried Council resumed the order of business. 7. Committee Reports & Presentations 7.1. CAO 16-08, Town Hall Project Steering Committee Public Notice Presented By: Marty Klein, Chair Town Hall Project Steering Committee CAO 16-08 Town Hall Project Letter Town Hall Public Notice Resolution #5 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive report CAO 16-08 Town Hall Project Steering Committee Public Notice, as information. Carried Resolution #6 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at 6:44 p.m. Carried 8. Public Meetings 8.1. Application for Minor Variance -A-07/16 - Tilldent Holdings, 584 Broadway A-07/16 Report Report Attachments Council Meeting Minutes, June 27, 2016 - 5 - A-07/16 Application Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report A-07/16 for the application for Minor Variance. Opportunity was given for comments and questions. The applicant Dan Schinkelshoek appeared in support of the application. No member of the public appeared in support of or in opposition to the application. Resolution #7 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-07/16, submitted by Tilldent Holdings Limited, for lands described as Lot 7, Plan 1033, Town of Tillsonburg, municipally known as 584 Broadway, as it relates to relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum required parking spaces for a professional office from 37 spaces (1 per 20 m2 of gross floor area) to 36 spaces to facilitate the replacement of an existing commercial building; AND THAT approval is conditional upon a building permit for the proposed medical centre being issued within one year of the date of the Committee’s decision. Carried Resolution #8 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council move out of the Committee of Adjustment and move back into regular session at 6:51 p.m. Carried Council Meeting Minutes, June 27, 2016 - 6 - 9. Information Items 9.1. Federal Government Review of Public Postal Service Federal Government Review of Public Postal Service Council directed staff to post notice of the Federal Government Review of Public Postal Service and request for public input in the local newspaper and on the Town website. Resolution #9 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive item 9.1, as information. Carried 10. Mayor 10.1. MYR 16-08, Update - County of Oxford MYR 16-08 Resolution #10 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report MYR 16-08, Update County of Oxford, as information. Carried 11. Reports from Departments 11.1. Clerk’s Office 11.1.1. CL 16-17, Additional Committee Appointments Report CL 16-17 Resolution #11 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report CL 16-17, Additional Committee Appointments; Council Meeting Minutes, June 27, 2016 - 7 - AND THAT Council appoint Jane Ann McLean and Ken Patterson to the Memorial Park Revitalization Sub-Committee. Carried 11.2. Recreation, Culture & Park Services 11.2.1. RCP 16-24 - Green Energy Act Reporting 2016 RCP 16-24 Green Energy Act Reporting 2016 2014 Annual Energy Consumption and GHG Emission Report Council directed staff to provide a report in the third quarter on the Energy saving initiatives currently under way in Town facilities in advance of the 2017 budget plan. Resolution #12 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report RCP 16-24 Green Energy Act Reporting 2016; AND THAT Council approve the submission of the Energy Consumption and GHG Emissions report for 2014 to the Province to meet legislated reporting requirements. Carried 12. Committee Minutes 12.1. Minutes, Accessibility Advisory Committee Minutes, June 8, 2016 12.2. Minutes, Development Committee Minutes, May 10, 2016 12.3. Minutes, Heritage, Beautification & Cemetery Advisory Committee Minutes, June 2, 2016 12.4. Minutes, Fire Strategic Planning Committee Minutes, May 31, 2016 Council Meeting Minutes, June 27, 2016 - 8 - 12.5. Minutes, Museum Advisory Committee Minutes, May 26, 2016 12.6. Minutes, Physician Recruitment Committee Minutes, April 27, 2016 12.7. Minutes, Town Hall Steering Committee Minutes, April 13, 2016 Minutes, June 9, 2016 Council directed staff to advertise the vacancies on the Museum Advisory Committee and review the other committees of council to ensure a full compliment. Resolution #14 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive the Minutes of the Accessibility Advisory Committee for June 8, 2016, the Development Committee of May 10, 2016, the Heritage, Beautification & Cemetery Advisory Committee for June 2, 2016, the Fire Strategic Planning Committee for May 31, 2016, the Museum Advisory Committee for May 26, 2016, the Physician Recruitment Committee for April 27, 2016, and the Town Hall Steering Committee for April 13, 2016 and June 9, 2016, as information. Carried 12.8. Minutes, LPRCA Minutes, May 4, 2016 Resolution #15 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive the minutes from the LPRCA for May 4, 2016 as information. Carried Council Meeting Minutes, June 27, 2016 - 9 - 13. Notice of Motions 14. By-Laws By-Laws from the Meeting of Monday, June 27, 2016 Resolution #16 Moved By: Councillor Hayes Seconded By: Councillor Rosehart 14.1. THAT By-Law 4028, To confirm the proceedings of Council at its meeting held on the 27th day of June, 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 On July 1, 2016, a number of events will be taking place throughout the community including, a Fun Fair on the Lawn event from Noon to 2 p.m. at Annandale National Historic Site; a wreath laying at the Cenotaph and fireworks at Memorial Park. Visit www.tillsonburg.ca for more information. 16. Adjournment Resolution #17 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Council Meeting of Monday, June 27, 2016 be adjourned at 7:17 p.m. Carried Table of Contents Agenda 3 Minutes, June 16, 2016 Minutes, June 16, 2016 10 Minutes of June 21, 2016 Special Council Meeting 160621 Regular Minutes 29 T:GO CALL-N-RIDE Update T:GO Update 31 Report Update 34 Ridership Summar 37 PW 2016-34 Trans Canada Trail - Work Plan Update PW 2016-34 Trans Canada Trail - Work Plan 38 Map 50 CAO 16-08, Town Hall Project Steering Committee Public Notice CAO 16-08 51 Town Hall Project Letter 53 Town Hall Public Notice 54 Application for Minor Variance -A-07/16 - Tilldent Holdings, 584 Broadway A-07/16 Report 55 Report Attachments 59 A-07/16 Application 62 Federal Government Review of Public Postal Service Federal Government Review of Public Postal Service 66 MYR 16-08, Update - County of Oxford MYR 16-08 76 CL 16-17, Additional Committee Appointments Report CL 16-17 78 RCP 16-24 - Green Energy Act Reporting 2016 RCP 16-24 Green Energy Act Reporting 2016 79 2014 Annual Energy Consumption and GHG Emission Report 81 RCP 16-25 TCT Extension Project Work Plan Update RCP 16-25 TCT Extension Project Work Plan Update 82 Minutes, Accessibility Advisory Committee Minutes, June 8, 2016 83 Minutes, Development Committee Minutes, May 10, 2016 88 Minutes, Heritage, Beautification & Cemetery Advisory Committee Minutes, HBC Committee 92 Minutes, Fire Strategic Planning Committee Minutes, May 31, 2016 94 1 Minutes, Museum Advisory Committee Minutes, May 26, 2016 96 Minutes, Physician Recruitment Committee Minutes, April 27, 2016 99 Minutes, Town Hall Steering Committee Minutes, April 13, 2016 103 Minutes, June 9, 2016 108 Minutes,LPRCA Minutes, May 4, 2016 111 By-Law 4028, To confirm the proceedings of Council. By-Law 4028 117 2 = 1. Call to Order 2. Adoption of Agenda Proposed Resolution #1 Moved By: Seconded By: THAT the Agenda as prepared for the Council meeting of Monday, June 27, 2016, be adopted. 3. Moment of Silence 4. Disclosures of Pecuniary Interest and the General Nature Thereof 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of June 16, 2016 & June 21, 2016 Minutes, June 16, 2016 Minutes, June 21, 2016 Proposed Resolution #2 Moved By: Seconded By: THAT the Minutes of the Council Meeting of June 16, 2016 and the Special Council Meeting of June 21, 2016, be approved. The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, June 27, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA (Amended) 3 Council Meeting – Agenda - 2 - 6. Delegations and Presentations 6.1. Presentation of the Volunteer Achievement Award – Ron Bates Presented By: Mayor Molnar and Matt Scholtz, Special Awards Committee 6.2. T:GO CALL-N-RIDE Update Delegation By: John Verbakel, CT Pilot Program Steering Committee Chair John Preston, Community Transportation Coordinator T:GO Update Report Update Ridership Summary Proposed Resolution #3 Moved By: Seconded By: THAT Council receives the delegation regarding the T:GO Call-n-Ride Update, as information. 6.3. PW 2016-34 Trans Canada Trail - Work Plan Update Delegation By: Rob Walton, Director of Public Works, County of Oxford PW 2016-34 Trans Canada Trail - Work Plan Map Proposed Resolution #4 Moved By: Seconded By: THAT Council receive the delegation regarding the Trans Canada Trail Work Plan Update; AND THAT the matter be referred during consideration of Agenda item 11.2.2, RCP 16-25 – TCT Extension Project Work Plan Update. 7. Committee Reports & Presentations 7.1. CAO 16-08, Town Hall Project Steering Committee Public Notice Presented By: Marty Klein, Chair Town Hall Project Steering Committee 4 Council Meeting – Agenda - 3 - CAO 16-08 Town Hall Project Letter Town Hall Public Notice Proposed Resolution #5 Moved By: Seconded By: THAT Council receive report CAO 16-08 Town Hall Project Steering Committee Public Notice, as information. Proposed Resolution #6 Moved By: Seconded By: 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-07/16 - Tilldent Holdings, 584 Broadway A-07/16 Report Report Attachments A-07/16 Application Proposed Resolution #7 Moved By: Seconded By: THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-07/16, submitted by Tilldent Holdings Limited, for lands described as Lot 7, Plan 1033, Town of Tillsonburg, municipally known as 584 Broadway, as it relates to relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum required parking spaces for a professional office from 37 spaces (1 per 20 m2 of gross floor area) to 36 spaces to facilitate the replacement of an existing commercial building; 5 Council Meeting – Agenda - 4 - AND THAT approval is conditional upon a building permit for the proposed medical centre being issued within one year of the date of the Committee’s decision. Proposed Resolution #8 Moved By: Seconded By: THAT Council move out of the Committee of Adjustment and move back into regular session at _______ p.m. 9. Information Items 9.1. Federal Government Review of Public Postal Service Federal Government Review of Public Postal Service Proposed Resolution #9 Moved By: Seconded By: THAT Council receive item 9.1, as information. 10. Mayor 10.1. MYR 16-08, Update - County of Oxford MYR 16-08 Proposed Resolution #10 Moved By: Seconded By: THAT Council receive Report MYR 16-08, Update County of Oxford, as information. 11. Reports from Departments 11.1. Clerk’s Office 11.1.1. CL 16-17, Additional Committee Appointments Report CL 16-17 6 Council Meeting – Agenda - 5 - Proposed Resolution #11 Moved By: Seconded By: THAT Council receive Report CL 16-17, Additional Committee Appointments; AND THAT Council appoint Jane McLean and Ken Patterson to the Memorial Park Revitalization Sub-Committee. 11.2. Recreation, Culture & Park Services 11.2.1. RCP 16-24 - Green Energy Act Reporting 2016 RCP 16-24 Green Energy Act Reporting 2016 2014 Annual Energy Consumption and GHG Emission Report Proposed Resolution #12 Moved By: Seconded By: THAT Council receive Report RCP 16-24 Green Energy Act Reporting 2016; AND THAT Council approve the submission of the Energy Consumption and GHG Emissions report for 2014 to the Province to meet legislated reporting requirements. 11.2.2. RCP 16-25 TCT Extension Project Work Plan Update RCP 16-25 TCT Extension Project Work Plan Update Proposed Resolution #13 Moved By: Seconded By: THAT Council receive Report RCP 16-25 TCT Extension Project Work Plan Update, as information. 7 Council Meeting – Agenda - 6 - 12. Committee Minutes & Reports 12.1. Minutes, Accessibility Advisory Committee Minutes, June 8, 2016 12.2. Minutes, Development Committee Minutes, May 10, 2016 12.3. Minutes, Heritage, Beautification & Cemetery Advisory Committee Minutes, June 2, 2016 12.4. Minutes, Fire Strategic Planning Committee Minutes, May 31, 2016 12.5. Minutes, Museum Advisory Committee Minutes, May 26, 2016 12.6. Minutes, Physician Recruitment Committee Minutes, April 27, 2016 12.7. Minutes, Town Hall Steering Committee Minutes, April 13, 2016 Minutes, June 9, 2016 Proposed Resolution #14 Moved By: Seconded By: THAT Council receive the Minutes of the Accessibility Advisory Committee for June 8, 2016, the Development Committee of May 10, 2016, the Heritage, Beautification & Cemetery Advisory Committee for June 2, 2016, the Fire Strategic Planning Committee for May 31, 2016, the Museum Advisory Committee for May 26, 2016, the Physician Recruitment Committee for April 27, 2016, and the Town Hall Steering Committee for April 13, 2016 and June 9, 2016, as information. 8 Council Meeting – Agenda - 7 - 12.8. Minutes, LPRCA Minutes, May 4, 2016 Proposed Resolution #15 Moved By: Seconded By: THAT Council receive the minutes from the LPRCA for May 4, 2016 as information. 13. Notice of Motions 14. By-Laws By-Laws from the Meeting of Monday, June 27, 2016 Proposed Resolution #16 Moved By: Seconded By: 14.1. THAT By-Law 4028, To confirm the proceedings of Council at its meeting held on the 27th day of June, 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. 15. Items of Public Interest 16. Adjournment Proposed Resolution #17 Moved By: Seconded By: THAT the Council Meeting of Monday, June 27, 2016 be adjourned at _____ p.m. 9 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Janelle Costantino, Manager of Finance Rick Cox, Director of Recreation, Culture & Park Services Kevin DeLeebeeck, Director of Operations Tricia Smith, Deputy Clerk 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Closed Session Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council move into Closed Session to consider: 1. The meeting is held for the purpose of educating or training the members (Council Training); 2. Personal matters about an identifiable individual, including municipal or local board employees (THI - AGM). Carried The Corporation of the Town of Tillsonburg COUNCIL MEETING Thursday, June 16, 2016 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 10 Council Meeting Minutes, June 16, 2016 - 2 - Council moved into regular session at 6:05 p.m. 3. Adoption of Agenda Resolution #2 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Thursday, June 16, 2016, be adopted as amended to include the information from AMO on Board nominations. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. Adoption of Council Minutes of Previous Meeting 6.1 Minutes of the Meeting of May 24, 2016 Minutes, May 24, 2016 Resolution #3 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT the Minutes of the Council Meeting of May 24, 2016, be approved. Carried 7. Delegations and Presentations 7.1 2016 Ontario Senior of the Year Certificate Presentation Presented To: Gayle Vermeersch 7.2 2016 Celebrate Tillsonburg Event Delegation By: Rayburn Lansdell & Phil Gravelle Delegation Request Staff to contact the delegate to discuss use of the Town logo. 11 Council Meeting Minutes, June 16, 2016 - 3 - Resolution #4 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive the delegation regarding the 2016 Celebrate Tillsonburg event, as information. Carried 7.3 Lake Lisgar Revitalization Project – Great Lakes Guardian Community Fund Presented By: Joan Weston Delegation Request Presentation The Lake Lisgar Revitalization Project Committee requested that council keep in mind the dollars that will be required in the future for the dredging of the three areas of the ponds. Resolution #5 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive the presentation regarding the Lake Lisgar Revitalization project – Great Lakes Guardian Community Fund, as information. Carried 7.4 Robert Jones Marine Technical Services/Otter Valley Paddle Sports – Kayak rentals on Lake Lisgar Delegation By: Robert Jones Insurance for the kayak rental operation to be provided by Mr. Jones and the Town will be identified as an additional insurer. 12 Council Meeting Minutes, June 16, 2016 - 4 - Delegation Request Resolution #6 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive the delegation regarding kayak rentals on Lake Lisgar; AND THAT the matter be referred during consideration of Agenda Item 10.5.6, RCP 16-23 – Proposal for Kayak Rentals at Lake Lisgar. Carried Council moved to item 10.5.6 on the Agenda 10. Reports from Departments 10.5.6 RCP 16-23 – Proposal for Kayak Rentals at Lake Lisgar RCP 16-23 - Proposal for Kayak Rentals at Lake Lisgar Proposal from Robert Jones Marine Technical Services Report re Lake Lisgar Boat Rental Operation 2009 Resolution #26 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report RCP 16-23 – Proposal for Kayak Rentals at Lake Lisgar; AND THAT Council authorize Robert Jones Marine Technical Services/Otter Valley Paddle Sports to offer kayak rentals at Lake Lisgar for the 2016 season as outlined in their proposal; AND THAT Council direct staff to monitor the operation and bring a report forward in the fall for Council consideration with respect to approval for 2017 and beyond. Carried Council resumed the order of business. 13 Council Meeting Minutes, June 16, 2016 - 5 - 8. Public Meetings 8.1 Application for Zone Change - ZN 7-16-03- 1917043 Ontario Inc.- 519 Broadway CASPO Report 2016-144 Report Attachments Proposed By-law Amendment Application Form Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report CASPO 2016-144 for the application for Zone Change. Opportunity was given for comments and questions. Mr. Gilbert noted that the noise study for the roof top HVAC indicated that noise levels will not exceed MOE required limits. Mike Booth, agent for the applicant supported the recommendations of the Planner’s report. Dr. Gary Nelles appeared before council in support of the application. No member of the public appeared in support or opposition to the application. Resolution #7 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council of the Town of Tillsonburg approve the zone change application submitted on behalf of 1917043 Ontario Inc., whereby the lands described as Part Lot 34, Plan 551, Town of Tillsonburg, municipally known as 519 Broadway are to be rezoned from ‘Special Service Commercial Zone (SC- 19)’ to ‘Amended Special Service Commercial Zone 'SC-19)’ to permit a reduced minimum rear yard depth and interior side yard width as well as recognize the location of a proposed loading space. Carried 14 Council Meeting Minutes, June 16, 2016 - 6 - Resolution #8 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at 6:56 p.m. Carried 8.2 Application for Minor Variance - A-04/16 - Ron & Marilee Rohrer - 38 Clear Valley Drive CASPO Report 2016-142 Report Attachments Application A-04/16 Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report CASPO 2016-142 for the application for Minor Variance. Opportunity was given for comments and questions. The agent for the applicant Bill Braun appeared before Council in support of the application. No member of the public appeared in support of or opposition to the application. Resolution #9 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-4/16, submitted by Ron & Marilee Rohrer, for lands described as Lot 169, Plan M-53, Town of Tillsonburg, as it relates to Relief from Section 6.2, Table 6.2 – Zone Provisions, to decrease the minimum required rear yard depth from 12 m (39.3 ft) to 8.6 m (28.2 ft), to facilitate the construction of a sunroom addition at the rear of an existing single detached dwelling; AND THAT approval is conditional upon a building permit being issued within one year of the date of the Committee’s decision for the proposed sunroom. Carried 15 Council Meeting Minutes, June 16, 2016 - 7 - 8.3 Application for Minor Variance- A-05/16 - Southridge Heights Inc. -3 Morning Glory Drive CASPO Report 2016-143 Report Attachments Application A-05/16 Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report CASPO 2016-143 for the application for Minor Variance. Opportunity was given for comments and questions. The applicant John Bamford appeared before Council in support of the application. No member of the public appeared in support of or opposition to the application. Resolution #10 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-05/16, submitted by Southridge Heights Inc., for lands described as Lot 38, Plan 41M-145, Town of Tillsonburg, as it relates to Relief from Table 5.37.1 - Permitted Projections into Required Yards, to increase the permitted projection of an uncovered deck into a required rear yard from 3.7 m (12 ft) to 4.8 m (16 ft) and Relief from Table 5.37.1 - Permitted Projections into Required Yards, to increase the permitted projection of steps providing access above the ground floor into a required rear yard from 1.2 m (3.94 ft) to 3.6 m (11.8 ft), to permit the construction of a two-tiered deck and steps at the rear of a proposed single detached dwelling; AND THAT approval is conditional upon a building permit being issued within one year of the date of the Committee's decision. Carried 16 Council Meeting Minutes, June 16, 2016 - 8 - 8.4 Application for Minor Variance - A-06/16 - Dale Springer - 138 Broadway CASPO 2016-146 Report Attachments A-06/16 Application Form Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report CASPO 2016-146 for the application for Minor Variance. Opportunity was given for comments and questions. The applicant’s agent Neal Koppens and applicant Dale Springer appeared before Council in support of the application. No member of the public appeared in support of or opposition to the application. Resolution #11 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Town of Tillsonburg Committee of Adjustment approve Application File A-06/16, submitted by Dale Springer, for lands described as Part Lot 1070, Plan 500, Town of Tillsonburg, as it relates to Relief from Table 5.24.2.1 – Parking Standards, to further decrease the minimum required parking spaces for a professional office from 28 spaces (1 per 20 sq. m of gross floor area) to 3 spaces to facilitate the replacement of an existing commercial building; AND THAT approval is conditional upon the applicant entering into a cash-in- lieu of parking agreement with the Town of Tillsonburg. Carried Resolution #12 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council move out of the Committee of Adjustment and move back into regular session at 7:13 p.m. Carried 17 Council Meeting Minutes, June 16, 2016 - 9 - 9. Information Items 9.1 Thank you letter - Muscular Dystrophy Canada Thank you letter Resolution #13 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive item 9.1, as information. Carried 9.2 Resolution to Support Rural Economic Development Program 2016_05_16re certified res - Support Rural Economic Development Program Resolution #14 Moved By: Councillor Hayes Seconded By: Councillor Rosehart WHEREAS in the 2016 Ontario Budget, the government of Ontario has suspended current intake of applications to the Rural Economic Development Program and has indicated that it plans to integrate the program into the Jobs and Prosperity Fund; and WHEREAS the Jobs and Prosperity Fund is narrowly focused and is restricted to private sector organizations and industry partners, which prevents access to funding for rural municipalities and others who formerly benefitted from the Rural Economic Development Program. The emphasis on large projects that meet either of minimum $5 million or $10 million in eligible project costs thresholds, will significantly restrict benefits from this fund; and WHEREAS in contrast, the Rural Economic Development Program supported a number of capacity building projects including but not limited “Business Retention and Expansion” and “Downtown Revitalization” projects and Economic Development Strategic Planning projects for small rural municipalities who were looking to improve their local economy. Also of note is that because the Jobs and Prosperity Fund is not specifically designated for rural areas, that funds from this program will likely favour more urban areas of the province; 18 Council Meeting Minutes, June 16, 2016 - 10 - THEREFORE THAT the Council of the Town of Tillsonburg asks the government of Ontario to reconsider the suspension and the integration of the Rural Economic Development Program into the Jobs and Prosperity Fund with the view to ensuring that the Rural Economic Development Program stays as an intricate funding program of the Province that will support capacity building and foster economic growth in rural municipalities in Ontario; AND THAT a copy of this resolution, be circulated to the Premier and the Minister of Agriculture, Food and Rural Affairs, AMO, MP Dave MacKenzie and MPP Ernie Hardeman. Carried 10. Reports from Departments 10.1 Chief Administrative Officer 10.1.1 County Policy Options for the Extension and/or Connection of Services Outside of Settlement Boundaries CAO 16-07 County OP County OPA Report Resolution #15 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report CAO 16-07 County Policy Options for the Extension and/or Connection of Services Outside of Settlement Boundaries; AND THAT Council authorize the CAO to work cooperatively and jointly with the Town of Ingersoll and the City of Woodstock on a cost shared bases to retain independent professional planning advice, so as to be able to format a comprehensive response to the proposed County Official Plan Amendment; AND THAT Council request that the County formally amend the comment period from July 22nd, 2016 until September 30th, 2016 so as to provide a 19 Council Meeting Minutes, June 16, 2016 - 11 - reasonable timeframe for all municipalities to review the proposed amendment and format a complete response to the proposal. Carried 10.2 Clerk’s Office 10.2.1 CL 16-15, Dedicate part of public highway - South Ridge Road CL 16-15 Correspondence - Gavin Cond Reference Plan 41R2445 Draft By-Law Resolution #16 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report CL 16-15, Dedicating part of a public highway - South Ridge Road; AND THAT By-law 4023, be brought forward for Council's consideration. Carried 10.3 Development and Communication Services 10.3.1 DSC 16-18 Appointment of By-Law Enforcement Officer Assistant DSC 16-18 Appointment of By-Law Enforcement Officer Assistant Resolution #17 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report DSC 16-18 Appointment of By-Law Enforcement Officer Assistant; AND THAT a By-Law to appoint Mackenzie Wild as a By-Law Enforcement Officer for the Town of Tillsonburg, be brought forward for Council’s consideration. Carried 20 Council Meeting Minutes, June 16, 2016 - 12 - 10.3.2 DCS 16-19 Sign Variance – 98 King Street/Annandale Heights Subdivision DCS 16-19 Sign Variance – 98 King Street/Annandale Heights Subdivision Staff to review the conditions of the Sign Variance Application with the applicant every two years. Resolution #18 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report DCS 16-19 Sign Variance – 98 King Street/Annandale Heights Subdivision; AND THAT Council approve a variance to Sign By-Law 3798 for the construction of a temporary 2 sided 12 feet x 12 feet x 16 feet high subdivision promotional directional sign located on the West side of Tillson Ave. between First Street and Pine Street described as 98 King Street (Plan 500 PT LOTS 424, 427-429). Carried 10.4 Operations 10.4.1 OPS 16-17 Results for Tender F2016-003 Roads Service Truck OPS 16-17 Results for Tender F2016-003 Roads Service Truck Staff to review the established specifications of the tendering process to ensure fairness and consistency. Councillor Hayes requested a Recorded Vote. Resolution #19 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receive Report OPS 16-17 Results for Tender F2016-003 Roads Service Truck; 21 Council Meeting Minutes, June 16, 2016 - 13 - AND THAT Council approve the post-tender negotiations and awards Tender F2016-003 to Oxford Dodge Chrysler Ltd. at the post-tender negotiated cost of $119,588.00 plus applicable taxes. NAME VOTE IN FAVOUR VOTE AGAINST Councillor Hayes x Mayor Molnar x Councillor Rosehart x Councillor Stephenson x Councillor Adam x Deputy Mayor Beres x Councillor Esseltine x The recorded vote reflects the vote is 4 in favour of the Motion and 3 against the Motion. The motion is "Carried" Deputy Mayor Beres assumed the chair at 8:21 p.m. 10.4.2 OPS 16-20 Results for Tender RFT 2016-003 Riverview Subdivision Reconstruction - Stage 1 OPS 16-20 Results for Tender RFT 2016-003 Riverview Subdivision Reconstruction - Stage 1 22 Council Meeting Minutes, June 16, 2016 - 14 - Resolution #20 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receive Report OPS 16-20, Results for Tender RFT2016- 005 Riverview Subdivision Reconstruction – Stage 1 of 2; AND THAT Council award Tender RFT2016-005 to Titan Group Construction Inc. of Dutton, ON at a cost of $535,762.63 (net HST included), the lowest bid received satisfying all Tender requirements; AND THAT Council direct staff to issue a Change Order in the amount of $30,919.78 (net HST included) to remove the Provisional Item of surface asphalt from the Contract; AND THAT Council authorize the use of $8,845.72 from General Reserves to fund the remaining project cost. Carried 10.5 Recreation, Culture & Park Services 10.5.1 RCP 16-17 – Utility Corridor Agreement – Straffordville RCP 16-17 - Utility Corridor Agreement – Straffordville By-law & Tri-partite Agreement re 56466 Heritage Line Board of Management Minutes Oct 13 2015 Board of Management Minutes Feb 08 2016 Resolution #21 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report RCP 16-17 – Utility Corridor Agreement – Straffordville; AND THAT Council authorize the tri-partite Agreement between the Municipality of Bayham, the Town of Tillsonburg, and Ricky Milton Roberts and Deborah Anne Roberts regarding use of the Otter Valley Utility Corridor for access to 56466 Heritage Line; AND THAT a By-law, be brought forward for Council’s consideration. Carried 23 Council Meeting Minutes, June 16, 2016 - 15 - Mayor Molnar assumes the chair at 8:37 p.m. 10.5.2 RCP 16-18 – Awarding Barrier Free Washroom Tender RCP 16-18 - Awarding Barrier Free Washroom Tender Resolution #22 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report RCP 16-18 – Awarding Barrier Free Washroom Tender; AND THAT Council award the barrier free washroom project to PK Construction Inc. at a cost not to exceed their tendered price of $55,996 before taxes; AND THAT in addition to the $50,000 approved in the 2016 Budget, Council authorize $15,000 from the 2016 allocation for Community Centre roof work to be used for this project. Carried 10.5.3 RCP 16-20 - Carroll Trail Repair RCP 16-20 - Carroll Trail Repair GHD Slope Restoration Design Envirolok Brochure RCP 15-52 - Carroll Trail Costs 2008-2015 Resolution #23 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report RCP 16-20 – Carroll Trail Repair; AND THAT Council authorize staff to proceed with issuing the tender for the repair to the Carroll Trail as designed by GHD using the Envirolok vegetated system. Carried 24 Council Meeting Minutes, June 16, 2016 - 16 - 10.5.4 RCP 16-21 – Cultural Improvement Alliance Next Steps RCP 16-21 - Cultural Improvement Alliance Next Steps TCIA 2.0 Concept Outline Staff to provide Council with a copy of the post project report of the Cultural Improvement Alliance, which will be submitted to the Province - Culture Development Fund. Resolution #24 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receive Report RCP 16-21 – Cultural Improvement Alliance Next Steps; AND THAT Council authorize the use of the $13,600 allocation in the 2016 Budget to continue the Tillsonburg Cultural Improvement Alliance (TCIA); AND THAT Council authorize Recreation Culture & Parks staff to work with the Tillsonburg Cultural Improvement Alliance partnership and the Cultural Advisory Committee to develop a common Terms of Reference. Moved By: Councillor Adam Seconded By: Councillor Esseltine THAT a decision on Report RCP 16-21, be deferred to the first meeting in July, 2016. Carried 10.5.5 RCP 16-22 – Canada 150 Infrastructure Funding Intake 2 RCP 16-22 - Canada 150 Infrastructure Funding Intake 2 RCP 15-24 - Potential Projects for Canada 150 Funding Resolution #25 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT staff prepare an application for Canada 150 Infrastructure Funding; 25 Council Meeting Minutes, June 16, 2016 - 17 - AND FURTHER THAT the Celebration Plaza be the focus of this Resolution to the amount $128,300. Carried 11. Staff Information Reports 11.1 FIN16-23 2015 OMERS Contribution Summary FIN16-23 2015 OMERS Contributions Resolution #27 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receive Report FIN16-23 – OMERS Contribution Summary, as information. Carried 11.2 DCS 15-20 Sign By-Law – Animated Sign Third Party Advertising Update DCS 15-20 Sign By-Law – Animated Sign Third Party Advertising Update Resolution #28 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receive Report DCS 15-20 Sign By-Law – Animated Sign Third Party Advertising Update, as information. Carried 12. Notice of Motions 13. Resolutions Resolution #29 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine 13.1 THAT Council receive the request from the Association of Municipalities Ontario (AMO) regarding the 2016-2018 AMO Board of Directors Call for Nominations: 26 Council Meeting Minutes, June 16, 2016 - 18 - AND THAT Tillsonburg Council supports Deputy Mayor Dave Beres as nominee for the AMO office of Director Small Urban Caucus for 2016- 2018. Carried 14. By-Laws By-Laws from the Meeting of Thursday, June 16, 2016 Resolution #30 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson 14.1 THAT By-Law 4022, To Authorize an Agreement between The Town of Tillsonburg, Municipality of Bayham and Ricky & Deborah Roberts for a Utility Corridor Use Agreement; AND THAT By-Law 4023, Being a By-Law to Amend Zoning By-Law 3295 (ZN 7-16-03); AND THAT By-Law 4024, To dedicate certain lands as part of a public highway; AND THAT By-Law 4025, To appoint a By-Law Enforcement Officer; be read for 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 Proposed Resolution #31 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson 13.2 THAT By-Law 4026, To confirm the proceedings of Council at its meeting held on the 16th day of June, 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 27 Council Meeting Minutes, June 16, 2016 - 19 - Universal water meter replacements are approximately 80% complete in Tillsonburg. Residents are reminded to book their appointment for their water meter replacement if they haven’t already done so. 16. Adjournment Proposed Resolution #32 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Council Meeting of Thursday, June 16, 2016 be adjourned at 10:29 p.m. Carried 28 = Attendance: Mayor Stephen Molnar Deputy Mayor Beres Councillor Adam Councillor Esseltine Councillor Rosehart Regret: Councillor Jim Hayes Councillor Stephenson Staff: David Calder, CAO Donna Wilson Town Clerk 1. Call to Order The meeting was called to order at 11:00 a.m. 2. Adoption of Agenda Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT the Agenda as prepared for the Council meeting of Tuesday, June 21, 2016, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. The Corporation of the Town of Tillsonburg COUNCIL MEETING Tuesday, June 21, 2016 11:00 AM Council Chambers 200 Broadway, 2nd Floor MINUTES 29 Council Meeting – Agenda - 2 - 4. Public Meetings 4.1. Tillsonburg Hydro Inc. Annual General Meeting Tillsonburg Hydro Inc. Agenda 2016-06-21 12-15 Resolution # 2 Moved By: Councillor Esseltine Seconded By: Rosehart THAT Council move into the Annual General Meeting of the Shareholder of Tillsonburg Hydro Inc. Carried Council moved back into regular session at 11:31 a.m. 5. By-Laws By-Laws from the Meeting of Tuesday, June 21, 2016 5.1. By-Law 4027, To Confirm the Proceedings of the Council Meeting of June 21, 2016.By-law Confirming 062116 Proposed Resolution # 3 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT By-Law 4027, To confirm the proceedings of Council at its meeting held on the 21st day of June, 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 6. Adjournment Resolution # 4 Moved By: Deputy Mayor Beres Seconded By: Councillor Esseltine THAT the Council Meeting of Tuesday, June 21, 2016 be adjourned at 11:34 a.m. 30 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 tsmith@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 31 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 32 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. 33 Report Title T:GO CALL-N-RIDE Update Report No. [CTPPSC 27-16] Author John Preston Meeting Type Council Meeting Council Date June 27, 2016 Attachments  Appendix 1: Ridership Summary – Mar – June. pdf Page 1 / 3 CTPPSC Report 27-16 TGO Update RECOMMENDATION THAT Report CTPPSC 27-16 – T:GO CALL-N-RIDE Update be received for information; EXECUTIVE SUMMARY To provide an update on the program details around Ride Requests, Routes & Schedules, and Ridership. BACKGROUND T:GO CALL-N-RIDE began operations March 1, 2016, and started making regular trips for subscription riders on March 14. The Official Launch of T:GO CALL-N-RIDE was April 4, when four set schedules and routes were offered. The cost per trip since the start of T:GO is $2 per person. Ride Requests Ride Requests can be made up to an hour’s notice; staff do try to accommodate requests in less than an hour but depends on availability and location of T:GO Bus. Residents can also flag the T:GO Bus on route, or at one of the locations listed on the schedules. Routes & Schedules There are currently five scheduled runs throughout the day, Monday to Friday, 6:10AM to 4:30 PM. The first run begins at 6:10AM from The Livingston Centre with the purpose of bringing residents down to the industrial areas for work beginning at 7AM; this run then performs a return from Norfolk Mall starting at 7AM to take workers home. The fourth (starting at 2:10PM) and fifth runs (starting at 3:30PM) of the day have a similar purpose in getting residents to work, however, have been able to provide service to residents for a variety of other purposes around Tillsonburg. The second run begins at 7:45AM and to combine getting residents to work, and to programs in Tillsonburg. This run adds in the Hickory Hills area, and directly connects to Tillsonburg District 34 Page 2 / 3 CAO Memorial Hospital, Town Centre Mall, and Norfolk Mall. The third run is similar to the second with the additional areas, and begins at 11AM. Ridership Between March 14th and June 23rd, 616 rides, total, have been performed within Tillsonburg. These have been for a wide range of purposes – work, medical, social services, day care, shopping. Whereas the number of individuals using T:GO to get to work remains steady, shopping and medical appointments are increasing. An approximate survey of registered riders shows that the majority of individuals using T:GO CALL-N-RIDE are seniors. Other riders consist of clients under Human Services (Ontario Works, ODSP), Community Living Tillsonburg, Employment Ontario, and riders who qualify as youths. A summary of the Ridership since March has been attached (Appendix 1: Ridership Summary Mar – June.pdf). Program Development Two days have been scheduled over the summer to act as a test for Try T:GO Days on Sundays – July 17, August 14. This is in partnership with the Bethel Church in Tillsonburg, who will cover the cost for the day, providing free rides to all residents in Tillsonburg along our set routes and times. Additional run times will need to be developed to ensure consistent service between 8:30AM and 4:30PM. The cost for this initial service is $160 per day. This covers the cost of the driver and bus for eight hours. These test days will provide a basis for September, when it is hoped that Try T:GO Days will be offered every Sunday, and can be part of an advertising package to sponsors for other days of the week to be covered. Children Services will be engaging T:GO over the summer months for six days to provide transportation to children in their day program. Outreach has been made to various groups and organizations to promote T:GO CALL-N-RIDE, and to increase ridership. These organizations include the Hickory Hills Residents’ Association, the Seniors’ Centre, Tillsonburg Resource Network, Special Olympics, Community Advocates, Tillsonburg District Memorial Hospital, Children Services, Harvest Home and others. CONSULTATION/COMMUNICATION Ridership Statistics were acquired through Simpli Transport. This program continues to be used for booking trips, and gathering data on riders, and operational analysis. Pastor Brent Shepherd of the Bethel Pentecostal Church has been working with the Transportation Coordinator to develop the Try T:GO Days on Sundays. This will provide transportation to Tillsonburg residents on Sundays, with two pilot days scheduled for July 17th and August 14th; the aim being that regular Sunday service will begin in September. 35 Page 3 / 3 CAO FINANCIAL IMPACT/FUNDING SOURCE Funding for the Community Transportation Pilot Program, of which includes the Community Transportation Coordinator’s salary, Coordination Software (Simpli Transport), and marketing, comes from the Ministry of Transportation’s CT Pilot Program Grant; $100,00 awarded to the Town of Tillsonburg and its community partners. COMMUNITY STRATEGIC PLAN (CSP) IMPACT 3.1 – Make Tillsonburg an attractive place to live for youth and young professionals 3.2 – Provide opportunities for families to thrive Provide an enhanced range of family-oriented services and amenities… 3.3 – Support the ageing population and an active senior citizenship Improve mobility and independence 4.1 – Promote Tillsonburg as a unique and welcoming community Tourism 4.3 – Improve mobility and promote environmentally sustainable living Town Senior Management to implement a suitable transportation program and support the program through town-wide marketing 36 Ridership Stats March 14 - 31 April 1 - 30 May 1 - 31 June 1 - 23 TTD Total Rides 114 178 152 172 616 Total Fares (Approximate):204.00$ 342.00$ 296.00$ 190.00$ 1,032.00$ Ticket Ticket/Pass Sales ***830.00$ Total Riders 26 19 23 31 99 Total Subscription Passengers:7 8 9 10 34 Total Unique Passengers:19 11 14 21 65 Total Return Trips:60 70 64 42 236 Total Single Fare Trips:8 30 20 9 67 Purpose - Registered Riders:June 1 -17 0 Work 6 8 4 3 21 Community Programs 16 1 2 2 21 Medical 1 1 2 3 7 Shopping 1 7 8 6 22 Education/Training 1 2 3 0 6 Social Services 2 0 2 4 Food Bank 1 0 1 Day Care 1 0 1 Special Olympics 5 5 10 Other 1 1 3 4 9 Purpose - Total Trip Count March 14 - 31 April 1 - 30 May 1 - 31 June 1 - 17 Work 46 64 41 27 178 Community Programs 16 5 10 5 36 Medical 1 2 3 9 15 Shopping 1 9 12 3 25 Education/Training 4 10 8 3 25 Social Services 1 0 5 6 Food Bank 1 1 0 2 Day Care 1 0 1 Special Olympics 6 8 14 Other 6 2 8 16 37 Report No: PW 2016-34 PUBLIC WORKS Council Date: June 22, 2016 Page 1 of 5 To: Warden and Members of County Council From: Director of Public Works Trans Canada Trail – Work Plan Update RECOMMENDATION 1.That County Council receive this report as an information update for the Trans Canada Trail construction from Tillsonburg to Norfolk County. REPORT HIGHLIGHTS Oxford County and the Town of Tillsonburg have entered into an agreement for the construction and operation of the Trans Canada Trail link between Tillsonburg and Norfolk County. Preliminary work has been completed along the abandoned railway corridor to facilitate development of a work plan and a detailed cost estimate which are outlined in this report. Implementation Points County and Town of Tillsonburg staff have worked together on this work plan. Town of Tillsonburg staff will report to their Council on June 27, 2016. A public information session will be held prior to the start of construction. It is anticipated that construction will commence in July. Financial Impact There is no financial impact beyond what has already been approved by County Council. To the end of June when brushing is complete, the total cost spent on this project is estimated to be $100,000. The total project budget considered by the TCT funding grant is $870,000. At this time, the proposed trail between Zenda Line and Base Line Road is estimated to cost $717,000, as detailed within this report. The Treasurer has reviewed this report and agrees with the financial impact information. 38 Report No: PW 2016-34 PUBLIC WORKS Council Date: June 22, 2016 Page 2 of 5 Risks/Implications This project has the risks associated with a construction project and the additional issues of the role of constructor if the County takes on this role as recommended. Public Works has taken on the role of Constructor in the past and will work with the County Health and Safety Coordinator to minimize these risks. All purchases will be made in accordance with the County purchasing policy and in accordance with the TCT Funding Agreement. Strategic Plan (2015-2018) County Council adopted the County of Oxford Strategic Plan (2015-2018) at its regular meeting held May 27, 2015. The initiative contained within this report supports the Values and Strategic Directions as set out in the Strategic Plan as it pertains to the following Strategic Directions: 2. i. A County that is Well Connected – Improve travel options beyond the personal vehicle by: - Creating, enhancing and promoting the use of an integrated trail and bike path system - Promoting active transportation 4. i. A County that Informs and Engages - Harness the power of the community through conversation and dialogue by: - Understanding and addressing public aspirations for a more livable community DISCUSSION Background County Council adopted Report PW 2015-53 at the September 23, 2015 County Council Meeting, authorizing staff to proceed with the construction of the Trans Canada Trail (TCT) to connect the existing TCT in Tillsonburg to Norfolk County, and to enter into an agreement with the Town of Tillsonburg for the construction and operation of the Trans Canada Trail (TCT). Public consultation meetings were in held in Springford and Tillsonburg on November 3, 2015 and November 5, 2015, respectively. Individual meetings were held with Landowners on an as-requested basis to discuss specific property related issues associated with the abandoned railway corridor and the proposed trail. An agreement between the Town of Tillsonburg and Oxford County was executed on February 10, 2016. A copy of the agreement is enclosed as Attachment 1. The agreement requires that both Councils approve any changes to the scope of work for this project. No changes are proposed at this time. A third public consultation meeting was held on May 4, 2016 in Tillsonburg to provide an update on the TCT project. 39 Report No: PW 2016-34 PUBLIC WORKS Council Date: June 22, 2016 Page 3 of 5 Comments To assist with the development of a work plan and detailed cost estimate, the following preliminary activities have been initiated along the abandoned railway corridor from Zenda Line to Base Line. Environmental Monitoring A consultant has been retained to complete environmental monitoring and prepare a risk assessment with recommendations for mitigation measures to be implemented during construction. Findings are expected to indicate some impact in the soil, typical of former railway corridors. Brushing Brushing is currently underway along the abandoned railway corridor and is expected to be completed before the end of June. Access Control/Parking County and Tillsonburg staff reviewed corridor access points at the various road crossings and developed access control measures (fencing and gates) to minimize unauthorized access by motorized vehicles. Parking areas will be established at Base Line and Middletown Line. Trail Construction – Pilot Project A section of trail surface was constructed as a pilot project to evaluate construction methods required for surface preparation and to calculate equipment and material costs. The pilot project demonstrated that an adequate trail surface can be constructed with minimal grading of the existing surface and placement of 100mm - 150mm thick layer of limestone screenings. A photograph of the trail construction pilot project, just west of Base Line, is shown below. 40 Report No: PW 2016-34 PUBLIC WORKS Council Date: June 22, 2016 Page 4 of 5 A detailed cost estimate has been prepared by County and Tillsonburg Staff and is enclosed as Attachment 2. The cost estimate is based on the TCT segment identified in the County/Tillsonburg agreement which includes an off-road/rail-trail section from Zenda Line to Base Line and two on- road sections; west of Tillson Ave to Zenda Line and Base Line to Mall Road. The majority of costs are associated with trail construction along the abandoned railway corridor including construction of the trail surface, brushing, and access control. The work on the on-road sections simply involves installation of TCT route markers for wayfinding which will be supplied at no cost from TCT. Norfolk County will install route markers for the on-road section within their jurisdiction, from Mall Road to Delhi. Provisional costs have been identified for the off-road/rail-trail section from the existing TCT in Tillsonburg to Zenda Line, however this section is contingent on the purchase of the CASO railway in Tillsonburg. The funds allocated for this section will be retained initially as a contingency allowance in case of cost overruns and/or unforeseen conditions. This provisional section will be completed, subject to approval of County Council and Town of Tillsonburg Council, if there are adequate funds remaining and the CASO purchase has been finalized. A map of the TCT segment and provisional off-road section is enclosed as Attachment 3. Further investigation is required for the design of pedestrian access at some of the bridge crossings, specifically the rail bridge at Otter Creek. County and Tillsonburg Staff have discussed narrowing the access across this bridge for pedestrians and light maintenance equipment. The access may include a wooden platform with railings as well as a possible lookout or viewing platform. Repair and maintenance of bridges and culverts are not part of this work plan. This work will be financed through the County’s annual repair and maintenance program. Staff have received fencing requests from landowners adjacent to the TCT corridor as well as other abandoned railway corridors owned by the County. Fencing requests are being considered in accordance with the County’s obligation under the Line Fences Act. The recommendations of Report PW (CS) 2016-17 were publicly released by County Council by Resolution at the April 13, 2016 County Council Meeting. A future report to County Council will be prepared to deal with this issue. The line fencing costs with the exception of access control at roads, is not considered an eligible cost for the TCT grant or a cost to be shared with the Town of Tillsonburg under the agreement to construct the TCT. Report PW 2016-36 also to be considered at the June 22, 2016 County Council meeting discusses a potential funding source for fencing of the TCT. For the construction of this project, the County intends to hire equipment through an RFQ and construct the TCT as a day labour project. In reviewing this trails project it is evident that there are not many local contractors which are set up to do this scope of work and manage it as a General Contractor. There are numerous small contractors with equipment for rent that can act under the County and/or Town supervision. The County would act as the General Contractor. Costs will be compiled daily to ensure conformance to the budget. 41 Report No: PW 2016-34 PUBLIC WORKS Council Date: June 22, 2016 Page 5 of 5 Conclusions The initial work plan and detailed cost estimate have been developed based on information gathered from preliminary work activities. The total cost for construction of the TCT segment is approximately $717,000. The remaining $153,000 will be utilized as a contingency allowance. Significant changes to this work plan will be subject to Council approval as per the agreement between the Town and the County. SIGNATURES Report Author: Original signed by: Frank Gross, C.Tech Supervisor of Engineering Services Departmental Approval: Original signed by: Robert Walton, P.Eng. Director of Public Works Approved for submission: Original signed by: Peter Crockett, P.Eng. Chief Administrative Officer ATTACHMENTS Attachment 1: Agreement between County of Oxford and the Town of Tillsonburg Attachment 2: Cost Estimate Attachment 3: Map of TCT Segment and Provisional Off-Road Section 42 Attachment 1 to PW 2016-34June 22, 2016 43 44 45 46 47 OXFORD COUNTY - TRANS CANADA TRAIL LINK WORK PLAN/COST ESTIMATE - June 8, 2016 Oxford (85%) Tillsonburg (15%)Total BUDGET 870,000.00$ 560,000.00$ 263,500.00$ 46,500.00$ 310,000.00$ TRAIL DESIGN & PLANNING a) Environmental Testing 14,000.00$ 8,960.00$ 4,284.00$ 756.00$ 5,040.00$ b) Public Meeting Facilitator 6,000.00$ 3,840.00$ 1,836.00$ 324.00$ 2,160.00$ c) Design/Engineering 15,000.00$ 9,600.00$ 4,590.00$ 810.00$ 5,400.00$ d)Trail Opening Event 5,000.00$ 3,200.00$ 1,530.00$ 270.00$ 1,800.00$ TRAIL CONSTRUCTION - Zenda Line to Base Line - 15.3km (Rail Trail) and On-Road Sections (10km) a) Brushing 75,000.00$ 48,000.00$ 22,950.00$ 4,050.00$ 27,000.00$ b) Surface preparation, supply, place, and compact limestone screenings, 2.5m wide $ 380,000.00 243,200.00$ 116,280.00$ 20,520.00$ 136,800.00$ c) Access control (gates and fencing)90,000.00$ 57,600.00$ 27,540.00$ 4,860.00$ 32,400.00$ e) Parking areas; includes surface preparation, supply, place, and compact granular materials $ 37,000.00 23,680.00$ 11,322.00$ 1,998.00$ 13,320.00$ f) Signage $ 15,000.00 9,600.00$ 4,590.00$ 810.00$ 5,400.00$ g) Pedestrian access at bridge crossings $ 80,000.00 51,200.00$ 24,480.00$ 4,320.00$ 28,800.00$ TOTAL - Zenda Line to Base Line - 15.3km (Rail Trail) and On-Road Sections (10km)717,000.00$ 458,880.00$ 219,402.00$ 38,718.00$ 258,120.00$ REMAINING BUDGET (Contigency Allowance)153,000.00$ 101,120.00$ 44,098.00$ 7,782.00$ 51,880.00$ PROVISIONAL TRAIL CONSTRUCTION Tillsonburg TCT to Zenda Line - 2 km (Rail Trail) a) Brushing 7,500.00$ 4,800.00$ 2,295.00$ 405.00$ 2,700.00$ b) Surface preparation, supply, place, and compact limestone screenings, 2.5m wide $ 50,000.00 32,000.00$ 15,300.00$ 2,700.00$ 18,000.00$ c) Access control (gates and fencing)25,000.00$ 16,000.00$ 7,650.00$ 1,350.00$ 9,000.00$ e) Parking areas; includes surface preparation, supply, place, and compact granular materials $ 15,000.00 9,600.00$ 4,590.00$ 810.00$ 5,400.00$ f) Signage $ 2,000.00 1,280.00$ 612.00$ 108.00$ 720.00$ g) Pedestrian access at TCT connection $ 50,000.00 32,000.00$ 15,300.00$ 2,700.00$ 18,000.00$ TOTAL Tillsonburg TCT to Zenda Line - 2 km (Rail Trail) 149,500.00$ 95,680.00$ 45,747.00$ 8,073.00$ 53,820.00$ TOTAL COST ESTIMATE INCLUDING PROVISIONAL SECTION 866,500.00$ 554,560.00$ 265,149.00$ 46,791.00$ 311,940.00$ Municipal Contribution (36%) Total Cost Grant Funding (64%) Attachment 2 to PW 2016-34 June 22, 2016 48 NINTH RD POTTERS RD MALL RD ROKEBY SRKESWICK RD NEIDERT LINE OTTERVILLE RD OSTRANDER RD F U R N ACE R D ROCK'S MILL LINEWENDY'S RD KELLETT RD OXFORD 13SUMMERVILLE LINEJ O H N P OUND R DBASE LINEZENDA LINEVIENNA RDCRANBERRYLINEMIDDLETOWN LINED O V E R S T OATMAN LINECORNELL RD SWIMM ING POOL RDWEST ST NHI G H W A Y 5 9 SIMC O E S T C O A L L I N E B R O A DW A Y NEW RD MAIN ST EMAIN ST W HIGHWAY 3 CRANBERRY RDBALDWIN ST NORTH ST E OXFORD 13NINTH RD ZENDA LINEZENDA LINEPOTTERS RD MALL RD MIDDLETOWN LINEMALL RD NINTH RD CORNELL RD VIENNA RDHIGHWAY 59HI G H W A Y 5 9 OSTRANDER RD POTTERS RD MALL RD MALL RD NEW RD NEW RD HIGHWAY 59OTTERVILLE RD POTTERS RDNEW RD PO T T ERSRD MALL RD MALL RD OTTERVILLE RD MALL RD POTTERS RD POTTERS RD MALL RDOXFORD 13OTTERVILLE RD SUMMERVILLE LINENINTH RDNINTH RD HIGHWAY 3 OXFORD 13BASE LINEMIDDLETOWN LINEPOTTERS RD MALL RDMIDDLETOWNLIN E NEW RD SWIMMING POOL RDMALL RD BASE LINEMALL RD CORNELL RD CORNELL RDMALL RD C O A L L I N E OXFORD 13NEW RD MAIN ST E ZENDA LINEMALL RD MALL RD NINTH RDCRANBERRY LINEBASE LINENINTH RD OTTERVILLE RD BASE LINECORNELL RDNEIDERT LINEOTTERVILLE RD MALL RD CORNELL N O R F O L K C O U N T Y OLD MILL RO A DHAWL E Y ROAD NORTH STREET BURWELL ROADGOSHEN R OA D 1ST CONC NTR ROAD ROKEBY ROADLIERMAN DAM SIDEROAD TALBOT STREET J AC K SON S ID E RO AD R EG IONA L ROAD 3 0 BY E RL A Y SI DE R OA DWINDHAM ROAD 7 S CHA F E R S ID ERO AD WINDHAM ROAD 11 WINDHAM ROAD 9 COUNTY ROAD 38DALTON ROAD KING S T R E E T MAIN STR E E T 2ND CONC NTR ROADN O R W I C H R O A D 1ST CONC STR ROAD WINDHAM R O A D 1 9 WILLIAMSTREET BELL MILL ROADWILSON AVENUE WINDHAM ROAD 6 FERTILIZER ROAD WINDHAM ROAD 10 TALBOT ROADCONCESSION 3 NTRWINDHAM ROAD 5 F E RN L EA S ID EROAD HIGHWAY 3 COUNTY ROAD 37 WINDHAM ROAD 20 HAW T R E Y ROAD H IGHW A Y 5 9REGIONAL ROAD 19COUN T Y ROAD 1 6 WINDHAM ROAD 19 HIGH W A Y 3 HIGHWAY 3 WINDHAM ROAD 19 1ST CONC STR ROAD F E RN L E A S ID ERO AD HIGHWAY 3HIGHWAY 3 B Y ER L A Y S ID E ROAD COUN T Y ROAD 1 6 1ST CONC NTR ROADHIGHWAY 3GOSHEN RO A D 1ST CONC NTR ROAD1ST CONC STR ROAD WINDHAM ROAD 6 COUN T Y ROAD 1 6 GOSHEN R O A D 1ST CONC NTR ROAD HIGH W A Y 3 HI G H W A Y 5 9 HIGHWAY 3 HI GHWA Y 5 9 1ST CONC NTR ROAD HI G H W A Y 5 9 2ND CONC NTR ROADWINDHAM ROAD 5 TALBOT STREET SCHA F ER S ID E ROA D2ND CONC NTR ROADWINDHAM ROAD 19GOSHEN ROADMAIN STREET OTTERVILLE CANADIANPA C I FI CRAI LWAYMill Pond Big Otter CreekLake Lisgar PlumbCreek SpittlerCreek SpittlerCre e k SpittlerCreek Sweet s C r e e k Big Ott e r C r e e kBig O tter C reekBig Otter CreekBig Otter CreekPlu m b C r e e k Otter CreekStony Creek Sto n y C r e e k St o n y C r e e kSto n y C r e e k St o n y C r e e kStony CreekStony C r e e k Sp i t t l e r C r e e k Spi t t l e r C r e e k Spittler Creek Spittler Creek Spittler CreekSp i t t l e r C r ee k Sp i t t l e r C r e e kSpittler CreekÜ1:55,000 0 2,750 5,5001,375 Meters Oxford County - Trans Canada Trail Link Legend Not Under County Ownership Existing Trans Canada Trail On Road Trail Off Road Trail Provisional Off Road Attachment 2 to PW 2016-34 June 22, 2016 49 NINTH RD POTTERS RD MALL RD ROKEBY SRKESWICK RD NEIDERT LINE OTTERVILLE RD OSTRANDER RD F U R N ACE R D ROCK'S MILL LINEWENDY'S RD KELLETT RD OXFORD 13SUMMERVILLE LINEJ O H N P OUND R DBASE LINEZENDA LINEVIENNA RDCRANBERRYLINEMIDDLETOWN LINED O VER ST OATMAN LINECORNELL RD SWI MMI NG POOL RDWEST ST NHIGH W AY 59 SIMCOE ST C O AL LINE B R O A D WA Y NEW RD MAIN ST EMAIN ST W HIGHWAY 3 CRANBERRY RDBA LD W IN STNORTH ST E OXFORD 13NINTH RD ZENDA LINEZENDA LINEPOTTERS RD MALL RD MIDDLETOWN LINEMALL RD NINTH RD CORNELL RD VIENNA RDHIGHWAY 59HIG H W AY 59 OSTRANDER RD POTTERS RD MALL RD MALL RD NEW RD NEW RD HIGHWAY 59OTTERVILLE RD POTTERS RDNEW RD PO T T ERSRD MALL RD MALL RD OTTERVILLE RD MALL RD POTTERS RD POTTERS RD MALL RDOXFORD 13OTTERVILLE RD SUMMERVILLE LINENINTH RDNINTH RD HIGHWAY 3 OXFORD 13BASE LINEMIDDLETOWN LINEPOTTERS RD MALL RDMIDDLETOWNLIN E NEW RD SWIMMING POOL RDMALL RD BASE LINEMALL RD CORNELL RD CORNELL RDMALL RD C O AL LINE OXFORD 13NEW RD MAIN ST E ZENDA LINEMALL RD MALL RD NINTH RDCRANBERRY LINEBASE LINENINTH RD OTTERVILLE RD BASE LINECORNELL RDNEIDERT LINEOTTERVILLE RD MALL RD CORNELL N O R F O L K C O U N T Y O LD M IL L R O A DHAWL E Y R OADNORTH STREET BURWELL ROADGO SH EN RO AD 1ST CONC NTR ROAD ROKEBY ROADLIERMAN DAM SIDEROAD TALBOT STREET J A CK S ON SI DE R OA DR E GI ONAL R OAD 3 0 BY E RL A Y SI DE R OA DWINDHAM ROAD 7 S C HAF E R SI DE ROA DWINDHAM ROAD 11 WINDHAM ROAD 9 COUNTY ROAD 38DALTON ROAD KING STREET MAIN STREET 2ND CONC NTR ROADN O R W IC H R O A D 1ST CONC STR ROAD WINDHAM ROAD 19 WILLIAMSTREET BELL MILL ROADWILSON AVENUE WINDHAM ROAD 6 FERTI LIZER ROADWINDHAM ROAD 10 TALBOT ROADCONCESSION 3 NTRWINDHAM ROAD 5 F E R NL E A S I DE ROADHIGHWAY 3 COUNTY ROAD 37WINDHAM ROAD 20 H AWT R E Y R OADH I GHWA Y 5 9REGIONAL ROAD 19C OUNT Y R OAD 1 6 WINDHAM ROAD 19HIGHWAY 3 HIGHWAY 3 WINDHAM ROAD 191ST CONC STR ROAD F E R NL E A S I DE ROA DHIGHWAY 3HIGHWAY 3B Y E RL A Y SI DE R OADCOU NT Y R OAD 1 6 1ST CONC NTR ROADHIGHWAY 3GOSHEN R O A D 1ST CONC NTR ROAD1ST CONC STR ROAD WINDHAM ROAD 6 COU NT Y ROAD 1 6 G O SH EN RO A D 1ST CONC NTR ROAD HIGHWAY 3 HIGH W AY 59 HIGHWAY 3 HI G HWAY 5 9 1ST CONC NTR ROAD HIGH W AY 59 2ND CONC NTR ROADWINDHAM ROAD 5 TALBOT STREET S CHAF E R S I DE R OAD2ND CONC NTR ROADWINDHAM ROAD 19GOSHEN ROADMAIN STREET OTTERVILLE CANADIANPA C I FI CRAI LWAYMill Pond Big Otter CreekLake Lisgar PlumbCreek SpittlerCreek Spittler Cre e k SpittlerCreek Sweets Creek Big Otter CreekBig Ot ter Cr eekBig Otter CreekBig Otter CreekPlumb Creek Otter CreekStony Creek Stony Creek Stony CreekSton y Cr e e k Sto n y Cr e e kStony CreekStony Creek Spittler Creek Spittler Creek Spittler Creek S p ittle r C re e k Spittler CreekS pittle r Cr e ek Spittler CreekSpittler CreekÜ1:55,000 0 2,750 5,5001,375 Meters Oxford County - Trans Canada Trail Link Legend Not Under County Ownership Existing Trans Canada Trail On Road Trail Off Road Trail Provisional Off Road50 Report Title Town Hall Project Steering Committee Public Notice Report No. CA0 16-08 Author David Calder on behalf of the Town Hall Project Steering Committee Meeting Type Council Meeting Council Date June 27, 2016 Attachments • LETTER – CHAIR, TOWN HALL POJECT STEERING COMMITTEE • PUBLIC NOTICE RECOMMENDATION THAT Council receive report CAO 16-08 Town Hall Project Steering Committee Public Notice for information. EXECUTIVE SUMMARY The purpose of the Town Hall Project Steering Committee is to provide input, feedback, advice and recommendations on the business and financial decisions for the location and construction/renovation of a building for the purpose of a Tillsonburg Town Hall. The first step in the Committee’s work was to define space needs for a standalone Town Hall taking into account the need for public space, joint space, Council Chambers, meeting rooms and Town administration offices. Council reviewed the Space Needs Study in May. The Town Hall Project Steering Committee is now going out to the public to investigate what opportunities might be available for community partnerships by seeking information from interested parties to determine if there are shared development opportunities. As a result, the Town Hall Project Steering Committee will be sending out the attached letter from the committee Chair as well as circulating a public notice in the local newspaper, on the Town website and through direct emails. The Committee Chair will be appearing before Council as a delegation in order to update Council on the recent work of the committee. CONSULTATION/COMMUNICATION The Committee has met to draft the attached letter and public notice. COMMUNITY STRATEGIC PLAN IMPACT Excellence in Local Government through the development of a standalone Town Hall as the seat of government for the municipality of the Town of Tillsonburg. Page 1 / 2 CAO 16-08 51 Ensure the implementation of an appropriate communication strategy to inform the community and obtain input from the community as the project moves forward. FINANCIAL IMPACT/FUNDING SOURCE No direct costs other than some staff time and possibly some minor advertising costs. Page 2 / 2 CAO 52 June 27, 2016 To Interested Community Members: Re: Town Hall Project As the community may know, the Town of Tillsonburg Council established a Town Hall Project Steering Committee to make recommendations to Council on the feasibility, business case and the achievement of outcomes for a Town Hall project. To date, a Space Needs Study, which outlines the municipal administration space required, has been completed and presented to Town Council. Subsequently, Council authorized the Town Hall Project Steering Committee to work on investigating site locations, partnership opportunities, budget requirements and possible financing options for a future Town Hall building. Prior to continuing the work as described, the Town Hall Project Steering Committee is seeking additional information from the Tillsonburg community. The Town Hall Project Steering Committee is seeking preliminary information from interested parties to determine if there are shared development opportunities from public or private agencies, social agencies, educational institutions, multi-unit residential providers, retailers, local developers, etc. in order to determine interest in a Town Hall development. The intent is to determine if there is interest from the local community to participate in a Town Hall development and to what degree. The attached notice document is being circulated in order to provide an avenue for any interested parties to contact the Town Hall Project Steering Committee through the Economic Development Commissioner, in order to discuss interest in a Town Hall Project. This interest could be through a partnership opportunity, interest from local developers, landlord tenant relationship, shared use arrangement, multi-use project or any other such arrangement. The committee is using this opportunity to gage interest from a variety of parties and learn about local opportunities should a Town Hall project proceed. Please contact the Town of Tillsonburg using the contact information on the attached notice by July 22, 2016. Yours truly, Marty Klein, Chair, Town Hall Project Steering Committee 53 Public Notice Corporation of the Town of Tillsonburg Town Hall Project Steering Committee Information Request On behalf of the Council of the Town of Tillsonburg, the Town Hall Project Steering Committee is seeking input from community members. The purpose of community members input is for a possible Town Hall building project. The Committee is seeking information from interested parties on such items as; A) Development opportunities from the local development community (i.e. rent to own, lease back, etc.) B) Information from parties interested in a joint use building with such parties as local social agencies, educational institutions, or other government agencies. C) Opportunities around a mixed use building which includes a retail and/or residential component. The Town Hall Project Steering Committee is interested in a core area location for a Town Hall which may include some of the additional components listed above. The most critical determinant for the location of a Town Hall is “Community Presence”, one that is prominent in the town’s core domain, easily visible and recognizable as the town’s place of government for staff and visitors and the community customers it serves. Interested parties are directed to www.tillsonburg.ca/spaceneedstudy to review the Town of Tillsonburg Space Needs Study which was completed in May, 2016 and outlines building size, site criteria, amenity space, etc. Please contact Cephas Panschow, Economic Development Commissioner by July 22, 2016 at: Town of Tillsonburg 200 Broadway Street, Suite 204 Tillsonburg, Ontario. N4G 5A7 519-688-3900 ext. 3250 cpanschow@tillsonburg.ca *This notice has no legal status and is for the purposes of information gathering only. All inquiries will be kept confidential. 54 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-7/16 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: June 27, 2016 REPORT NUMBER: 2016-153 OWNER: Tilldent Holdings Limited 155 Allen Street, Tillsonburg ON, N4G 5W1 APPLICANT: Dan Schinkelshoek (Melchers Construction Limited) 22662 Komoka Road, Komoka ON, N0L 1R0 REQUESTED VARIANCE: Relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum required parking spaces for a professional office from 37 spaces (1 per 20 m2 of gross floor area) to 36 spaces to facilitate the replacement of an existing commercial building. LOCATION: The subject property is described as Lot 7, Plan 1033, in the Town of Tillsonburg. The lands are located on the east side of Broadway, between Devonshire Avenue and North Street East and are municipally known as 584 Broadway Street. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Service Commercial, with Special Policy Area permitting a medical centre as an additional permitted use TOWN OF TILLSONBURG ZONING BY-LAW: Special Service Commercial Zone (SC-21) SURROUNDING USES: predominately service commercial uses, fronting on Broadway and Vance Drive 55 File Number: A-07/16 Report Number 2016-153 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted provision of the Town Zoning By-law to facilitate the replacement of an existing commercial building. For the Committee’s information, a previous Official Plan Amendment and Zone Change application was approved by County Council and Town Council permitting a medical centre on the service commercial lands. The applicant has since modified the layout of the medical clinic to include an additional treatment room, and thus has increased the minimum required number of parking spaces. The subject property is approximately 2373 m2 (25 543ft2) and contains a vacant commercial building, which is proposed to be demolished and replaced with a one storey commercial building with an approximate gross floor area of 370 m2 (3983 ft2). The building will be occupied by a medical practice (dentist). Plate 1, Existing Zoning & Location Map, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, 2015 Air Photo, shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Site Sketch, shows the dimensions and setbacks of the proposed commercial building, as well as the location of the proposed parking spaces. (b) Agency Comments: The application was circulated to a number of public agencies and no concerns were raised. The Town of Tillsonburg Engineering Services Department provided the following comments: “Engineering Services has no concerns with the proposed minor variance, however the applicant should confirm that the comments previously provided by the Town (regarding existing drainage swale, SWM requirements, and required parking space and aisle dimensions) can be incorporated into the site plan for the proposed development, without requiring additional zoning relief”. Public Notice was mailed to surrounding property owners on June 10, 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 property is designated ‘Service Commercial, Special Policy Area’ according to the Official Plan. Areas designated for Service Commercial use are intended to provide for a broad range of commercial uses that, for the most part, are not suited to locations within the Central Area because of their site area, access or exposure requirements or due to incompatibility or land use conflicts with residential development. The use of the lands for a medical centre is permitted by the Special Policy Area that was approved by Oxford County Council through Official Plan Amendment No. 196. 56 File Number: A-07/16 Report Number 2016-153 Page 3 (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Special Service Commercial Zone (SC-21)’ according to the Town of Tillsonburg Zoning By-law. In addition to the standard uses permitted in the Service Commercial Zone, a medical center is permitted on the subject lands. According to Table 5.24.2.1 (Parking Standards), a professional office is required to provide 1 parking space per 20 m2 (215.3 ft2) of gross floor area. In this case, a total of 37 standard parking spaces are required to accommodate the proposed medical office. Minimum parking requirements ensure that all necessary parking to support the development is provided on the subject property. Sufficient accessible parking spaces are provided onsite. The development of the property is subject to site plan control. (e) Desirable Development/Use: It is the opinion of this Office that the proposed variance to reduce the minimum required parking spaces from 37 to 36 to facilitate the construction of a medical centre can be considered desirable development of the subject property. While the required parking cannot be provided on the site based on the conceptual site plan, it is anticipated that the parking demand is not expected to exceed the parking supply onsite. Additionally, the nature of the proposed use is such that most visitors will arrive as per scheduled appointments and significant peak parking demand that would exceed supply is not anticipated. 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-07/16, submitted by Tilldent Holdings Limited, for lands described as Lot 7, Plan 1033, Town of Tillsonburg, municipally known as 584 Broadway, as it relates to: 1. Relief from Table 5.24.2.1 – Parking Standards, to decrease the minimum required parking spaces for a professional office from 37 spaces (1 per 20 m2 of gross floor area) to 36 spaces to facilitate the replacement of an existing commercial building; Subject to the following condition: i. That a building permit for the proposed medical centre be issued within 1 year of the date of the Committee’s decision. 57 File Number: A-07/16 Report Number 2016-153 Page 4 As the proposed variance is: (i) minor in nature; (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 signed by” Eric Gilbert, MCIP, RPP, Senior Planner Reviewed by: “original signed by” Gordon Hough, RPP, Director EG June 14, 2016 58 June 14, 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 770 Notes NAD_1983_UTM_Zone_17N 38 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) 59 March 22, 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 270 Notes NAD_1983_UTM_Zone_17N 14 Meters 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –County of Oxford Report No.: MYR 16-08 Author: Mayor Molnar Meeting Type: COUNCIL MEETING Council Date: JUNE 27, 2016 Attachments: RECOMMENDATION: THAT Council receives report MYR 16-08 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 • CASPO Report 2016-50 (5/25) gave direction for County to proceed with an OP Amendment dealing with extension of Water and Wastewater services beyond municipal boundaries. There will be opportunity for local comment, with the anticipated response time being extended until September 2016. • CAO Report 2016-06, of June 8, 2016, confirmed the receipt of grant dollars from Province through the EVCO (Electric Vehicle Chargers Ontario) Program for sites in Ingersoll and Woodstock. Tillsonburg had partnered with the County in this program but were unsuccessful, as almost all provincially funded stations have immediate access to a 400-series highway. An aggressive approach continues to provide access in south end of County to ensure accessibility and connectivity. 76 • Oxford County Council approved their own application (OP 15-08-9) to amend sections of the Official Plan concerning Waste Management. This material had been circulated and members of Tillsonburg Senior Leadership were provided opportunity to comment. This further incorporated relevant principles of sustainability as contained in the Future Oxford Community Sustainability Plan; • At the meeting of June 22, Council endorsed a commitment to continue with strategies and implementation on Draft plans to ensure 100% Renewable Energy in Oxford County by 2015. This Draft document is a blueprint for the process ahead, and there is an anticipation of a broader public outreach to engage all stakeholders in the near future. (See – www.smartenergyoxford.ca) • PW 2016-34 of June 22, highlights the work plan for development and completion of Trans Canada Trail as previously endorsed by Council. A parallel report (RCP 16-25) is expected to be introduced at local Council of June 27. 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: 6/27/16 Page 2 / 2 CAO 77 Report Title Additional Committee Appointments Report No. CL 16-17 Author Tricia Smith, Deputy Clerk Meeting Type Council Meeting Council Date June 27, 2016 Attachments RECOMMENDATION THAT Council receives Report CL 16-17, Additional Committee Appointments; AND THAT Council appoint Jane McLean (J.L. Scott McLean Legacy Fund) and Ken Patterson (Tillsonburg Rotary Club) to the Memorial Park Revitalization Project Sub-Committee. EXECUTIVE SUMMARY At the April 25, 2016 meeting, Council endorsed the Terms of Reference for the Memorial Park Revitalization Project Sub-Committee and appointed (15) members to the sub-committee. The Parks & Recreation Advisory Committee recommended that various community groups be represented on the sub-committee. Representation from (3) of the (10) recommended community groups remained outstanding at the time of the initial appointments and staff were directed to report back to Council with additional names once they were received. Jane McLean, representing the J.L. Scott McLean Legacy Fund and Ken Patterson, representing the Tillsonburg Rotary Club have put their names forward for appointment to the Memorial Park Revitalization Project sub-committee. FINANCIAL IMPACT/FUNDING SOURCE Financial impacts are contained in the 2016 budget. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Committee appointments demonstrate an excellence in local government through increased opportunities for citizens and stakeholders to be included in oversight on municipal operations. Page 1 / 1 Report CL 16-17 78 Report Title Green Energy Act Reporting 2016 Report No. RCP 16-24 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date June 27, 2016 Attachments • Energy consumption spreadsheet RECOMMENDATION THAT Council receives Report RCP 16-24 Green Energy Act Reporting 2016 for information; AND THAT Council approves submission of the Energy Consumption and GHG Emissions report for 2014 to the Province to meet legislated reporting requirements. EXECUTIVE SUMMARY Bill397/11 Green Energy Act requires that municipalities must report natural gas and hydro consumption for all facilities where the municipality pays the utility bills. By July 1, 2016, municipalities must report 2014 consumption. BACKGROUND Regulation 397/11 of the Green Energy Act (2009) requires public agencies including municipalities to prepare, publish, make available and implement energy conservation and demand management plans. In addition, there is an annual July 1 deadline by which municipalities must publish on their website certain prescribed energy consumption information. This year the requirement is for publishing consumption data from 2014. Town staff has compiled all of the necessary data facility energy use for 2014 and are using software provided by AMO/LAS to manage the reporting. The next target deadline is July 1, 2017 at which time 2015 consumption data must be published. Below is a chart of the totals reported since 2011: CONSULTATION/COMMUNICATION N/A Cost ($)Energy (ekWh/yr)GHG Emissions (kg CO2e/yr)# of Degree Days 2011 534,415$ 7,957,000 1,138,498 4503 2012 530,046$ 7,973,666 1,117,243 3525 2013 607,987$ 8,412,940 1,208,845 3898 2014 603,269$ 8,303,497 1,139,579 4151 Page 1 / 2 RCP 16-24 Green Energy Act Reporting 201 79 FINANCIAL IMPACT/FUNDING SOURCE There is no cost to the Town as a direct result of this report. Continuing implementation of the Town’s Energy Management Plan will result in significant cost avoidance if not in actual cost reductions. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This report supports the following CSP priorities: 1.1 Demonstrate excellence in local government initiatives 1.3 Demonstrate accountability 4.3 Improve mobility and promote environmentally sustainable living Page 2 / 2 RCP 16-24 Green Energy Act Reporting 201 80 Energy Consumption and GHG Emmissions From: 2014-01-01 To: 2014-12-31 Facility Name Address Total Area (m2)Average Hours/DaFuel Types Consumption Cost ($)Energy (ekWh/yr)GHG Emissions (kg GHG Intensity (kg Energy Intensity Facility Primary Type: Office Tillsonburg Cemete191 Simcoe Street 200 6.43 NG 5199.00 m3 1,698 55,254 9,829 49.15 276.27 (ekWh/m2) Elect.17639.00 kWh 2,803 17,639 1,341 6.7 88.19 (ekWh/m2) Corporate Office 200 Broadway 500 5.71 NG 2440.00 m3 950 25,932 4,613 9.23 51.86 (ekWh/m2) Elect.32497.00 kWh 5,856 32,497 2,470 4.94 64.99 (ekWh/m2) Facility Type Total 11,308 131,322 18,253 Facility Primary Type: Museum Museum 28 Tillson Ave 1090 6.28 NG 17802.00 m3 5,096 189,196 33,657 30.88 173.57 (ekWh/m2) Elect.115812.00 kWh 17,101 115,812 8,803 8.08 106.25 (ekWh/m2) Facility Type Total 22,197 305,008 42,460 Facility Primary Type: Fire Fire Hall 80 Concession Stre 670 24 NG 27339.00 m3 7,672 290,553 51,688 77.15 433.66 (ekWh/m2) Elect.75681.00 kWh 10,886 75,681 5,753 8.59 112.96 (ekWh/m2) Facility Type Total 18,558 366,234 57,441 Facility Primary Type: Police Police Station 90 Concession Stre 1250 24 NG 28134.00 m3 7,921 299,002 53,191 42.55 239.20 (ekWh/m2) Elect.190127.00 kWh 27,327 190,127 14,452 11.56 152.10 (ekWh/m2) Facility Type Total 35,248 489,129 67,643 Facility Primary Type: Recreation Complex Tillsonburg Commu 45 Hardy Avenue 14000 23.93 NG 313749.00 m3 87,987 3,334,454 593,182 42.37 238.18 (ekWh/m2) Elect.2496600.00 kWh 350,473 2,496,600 189,772 13.56 178.33 (ekWh/m2) Facility Type Total 438,460 5,831,054 782,954 Facility Primary Type: Public Works Public Works 20 Spruce Street 1600 6.43 NG 33298.00 m3 9,262 353,884 62,954 39.35 221.18 (ekWh/m2) Elect.98287.00 kWh 14,374 98,287 7,471 4.67 61.43 (ekWh/m2) Customer Service C10 Lisgar Ave 1895 6.41 NG 31749.00 m3 8,862 337,421 60,026 31.68 178.06 (ekWh/m2) Elect.204469.00 kWh 29,584 204,469 15,542 8.2 107.90 (ekWh/m2) Facility Type Total 62,081 994,061 145,993 Facility Primary Type: Other Lake Lisgar Waterp8 Ross 200 7 NG 9831.00 m3 3,030 104,482 18,587 92.93 522.41 (ekWh/m2) Elect.69065.00 kWh 10,163 69,065 5,250 26.25 345.32 (ekWh/m2) Summer Place 8 Ross 150 5.71 Elect.13143.00 kWh 2,224 13,143 999 6.66 87.62 (ekWh/m2) Facility Type Total 15,417 186,690 24,836 Grand Total 603,269 8,303,497 1,139,579 81 Report Title TCT Extension Project Work Plan Update Report No. RCP 16-25 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date June 27, 2016 Attachments • Oxford County Report PW 2016-34 & attachments RECOMMENDATION THAT Council receives Report RCP 16-25 TCT Extension Project Work Plan Update for information. EXECUTIVE SUMMARY The Trans Canada Trail Extension Project is being implemented as a partnership between Oxford County and the Town of Tillsonburg. At the County Council meeting of June 23, 2016 County staff provided an update on progress to date and the workplan moving forward. The same update is being provided to the Council of the Town of Tillsonburg. CONSULTATION/COMMUNICATION County staff contributed the project update and will be present during the Council meeting to present the information. FINANCIAL IMPACT/FUNDING SOURCE There is no new financial impact to the Town considered as part of this report beyond what has already been approved by Town Council. The partnership Agreement between the County and the Town for the TCT Extension Project commits the Town to contribute 15% of the municipal share of the project cost. In the Agreement, Tillsonburg’s contribution is capped at $46,500. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This report supports the following CSP priorities 1.1 Demonstrate excellence in local government initiatives 1.3 Demonstrate accountability 4.3 Improve mobility and promote environmentally sustainable living Page 1 / 1 RCP 16-25 TCT Extension Project Work Pla 82 = Attendance: Mike Cerna, Robert Doerr, Michael Kadey, Margaret McCrimmon, Peter Staley, Councillor Brian Stephenson, Tricia Smith Regrets: Helen Lamos-Parker, Scot Richardson 1. Call to Order The meeting was called to order at 3:56 p.m. 2. Adoption of Agenda Moved By: Peter Staley Seconded By: Robert Doerr THAT the Agenda for the Committee meeting of June 8, 2016, be adopted as amended. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 4. Adoption of Minutes of Previous Meeting Moved By: Mike Cerna Seconded By: Margaret McCrimmon THAT the Minutes of the Committee meeting of April 13, 2016, be approved. Carried The Corporation of the Town of Tillsonburg ACCESSIBILITY ADVISORY COMMITTEE June 8, 2016 3:00 p.m. Annex 200 Broadway Street, Tillsonburg MINUTES 83 Accessibility Advisory Committe Meeting – Agenda - 2 - 5. Delegations and Presentations 5.1. Transportation Pilot Program Update – John Preston, Community Transportation Coordinator John Preston, Community Transportation Coordinator provided an update on the Transportation Pilot Program and circulated a copy of the program schedule and information on the Regional Ride Share program. The official launch of the T:GO program was April 4, 2016. Mr. Preston indicated that there is the potential for the program to be expanded to include additional pick-up times. There will be test days run in August for Sunday service to gage public interest. An additional run has now been added to the Norfolk Mall at 3:30 p.m. Continuing efforts are being made to adjust the routes to meet client needs. 6. General Business & Reports 6.1. Review of the Terms of Reference Tricia Smith, Deputy Clerk provided a review of the committee’s Terms of Reference. The only change made to the Terms of Reference was to reduce the minimum number of meetings a year the committee will have from (8) to (5). Additional meetings may still be called at the will of the chair. Moved By: Mike Kadey Seconded By: Margaret McCrimmon THAT the Accessibility Advisory Committee approve the amended Terms of Reference. Carried 6.2. Review of the Multi-Year Accessibility Plan Tricia Smith, Deputy Clerk, provided a review of the Multi-Year Accessibility Plan. She indicated that the plan was first implemented in 2014 and that a number of accessibility initiatives have taken place since the plan was first created and the membership of the committee has changed. A copy of the plan 84 Accessibility Advisory Committe Meeting – Agenda - 3 - will be circulated to Senior Leadership for review and input prior to coming back to the committee for final review and approval. The committee discussed implementing a process with Town Engineering staff to allow for input and recommendations by the Accessibility Advisory Committee in regards to accessibility features for major developments or renovations of municipal property and buildings prior to such work being undertaken. 6.3. Accessibility Recognition Award The Deputy Clerk provided an overview of the draft Accessibility Recognition Award criteria and Nomination form. Robert Doerr, Scot Richardson and Councillor Stephenson provided assistance and input for the development of the award criteria. Contact has been made with the Tillsonburg Chamber of Commerce, and an invitation has been extended for the committee to provide a presentation to the Chamber Board on the Business Accessibility category. It was recommended by the committee, that Institutions and Schools be added to the types of nominations that may be received and to include a statement in the award criteria that the committee is not obligated to present the Accessibility Achievement Award annually, but as nominations are selected. Moved By: Robert Doerr Seconded By: Peter Staley THAT the Accessibility Advisory Committee, receive the Accessibility Recognition Award criteria and Nomination form, as information. Carried 7. Correspondence 7.1. Planning Accessible Events – Ministry of Economic Development, Employment & Infrastructure 85 Accessibility Advisory Committe Meeting – Agenda - 4 - A copy of the Planning Accessible Events by the Ministry of Economic Development, Employment & Infrastructure was circulated to the committee as information. 7.2. Accessible Parking Bill - AMCTO The Deputy Clerk provided a review of Bill 187, a private members bill regarding Accessible Parking, which has passed second reading. Should the Bill receive Royal Assent, the Premier would be required to appoint a commission of inquiry into accessible parking and municipalities would be encouraged to adopt standard accessible parking by-laws. 7.3 AMCTO Accessibility Hub AMCTO will be launching an Accessibility Hub website in early June, which will provide an opportunity for individuals, municipalities, public, private and non- profit organizations to share information and access resources in an effort to increase awareness and build on good practices in regards to accessibility. 8. Other Business 8.1 Barrier-free washroom at Tillsonburg Community Centre Rick Cox, Director of Recreation, Culture & Parks spoke to the committee about a proposed unisex barrier-free washroom at the Community Centre and asked for input from the committee on the washroom’s location. Due to a number of structural issues relating to the originally proposed location, a new location was recommended adjacent to the wheelchair ramp opposite the Lion’s Auditorium in a section of the storage room. The project has been tendered and funding has been secured to help offset a portion of the costs for the installation of the washroom. Mr. Cox noted that funding is required to be spent by the end of July, but an extension for the project has been applied for. Discussion took place about another possible location and raising the floor of washroom. 86 Accessibility Advisory Committe Meeting – Agenda - 5 - Mr. Cox noted that this process would increase the cost of the project and requirement for municipal funds. Moved By: Mike Cerna Seconded By: Robert Doerr THAT the Accessibility Advisory Committee endorse the proposed location for the barrier-free washroom at the Tillsonburg Community Centre with the addition of a railing in the centre of the adjacent staircase to control pedestrian traffic. Carried 8.2 Meeting Schedule – 2017 Moved By: Mike Cerna Seconded By: Peter Staley THAT the Accessibility Advisory Committee meet on the second Wednesday at 3:00 p.m. during the months of September and November in 2016 and in February, April and June in 2017. Carried 9. Next Meeting The next meeting of the Accessibility Advisory Committee will be held on Wednesday, September 14, 2016 at 3:00 p.m. in the Annex Board Room. 10. Adjournment Moved By: Mike Kadey Seconded By: Peter Staley The meeting was adjourned at 4:50 p.m. Carried 87 = ATTENDANCE Andrew Burns, Lisa Gilvesy, Jesse Goossens (Departed 8:55 AM), Councillor Jim Hayes, Kirby Heckford (Arrived 7:48 AM), Mayor Stephen Molnar (Departed 8:55 AM), Lindsay Morgan, Ashton Nembhard (Departed 9:20 AM), Steve Spanjers, Randy Thornton, Cedric Tomico Staff Present: David Calder, Cephas Panschow, Geno Vanhaelewyn (Departed 7:50 AM) MEMBERS ABSENT/REGRETS John Veldman 1. Call to Order The meeting was called to order at 7:30 AM. 2. Adoption of Agenda Moved By: R. Thornton Seconded By: J. Hayes Proposed Resolution # 1 THAT the Agenda as prepared for the Development Committee meeting of May 10, 2016 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of April 12, 2016 Moved By: A. Burns Seconded By: R. Thornton Proposed Resolution # 2 THAT the Minutes of the Development Committee Meeting of April 12, 2016 be approved. Carried The Corporation of the Town of Tillsonburg Development Committee May 10, 2016 7:30 AM Board Room, Customer Service Centre 10 Lisgar Ave, Tillsonburg MINUTES 88 Development Committee Meeting Minutes (May 10, 2016) - 2 - 5. Delegations and Presentations 5.1. Building Department Q1 Report G. Vanhaelewyn presented his first quarter report. Residential and commercial sector construction values are high with both single family and total residential units above average. Hayhoe Homes and Baldwin Place are responsible for the majority of the new homes being built. Industrial and Institutional sector values are below average, but they are expected to rebound later in the year. Question regarding lack of activity on some of the other subdivisions. Is there an opportunity to provide information to help these builders improve sales? Do these subdivisions meet property standard requirements and are standards a tool to help encourage maintenance? Yes, this process is in place. 6. Information Items 6.1. Community Strategic Plan D. Calder provided summary of Open House and Branding Launch event on April 18. Event was very successful with good attendance. Clerk’s office will continue to monitor and provide updates. 6.2. Post-Secondary Education C. Panschow provided update of meeting with Fanshawe College. 2015 Education Survey provided a lot of support for collaboration between local companies for basic training and the next step is building that support. Committee requested report on this item as a priority and also including Chamber action items. 6.3. Tillsonburg Hydro Inc No update. 6.4. Town Hall Task Force D. Calder advised that KNY Architects had completed the space needs study and provided to Council at their May 9, 2016 meeting. Study was well received and identified next steps for the Town to action. There is a commitment to continue this initiative. Committee requested a copy of the study. 7. General Business & Reports 7.1. Draft Community Improvement Plan Guidelines have been updated to reflect streamlined names for each program. Committee requested that the different rebate levels related to the tax rebate be confirmed to ensure that the High level is indeed significantly better than the General level. Agreed that specific areas in Downtown be confirmed to be both the Central Commercial and Entrepreneurial, the deadline 89 Development Committee Meeting Minutes (May 10, 2016) - 3 - for applying (before building permit issued), and to develop a maximum rebate amount per project (Is $100,000 appropriate?). Should employment be one of the criteria? Moved By: J. Hayes Seconded By: K. Heckford Proposed Resolution # 3 THAT the draft Community Improvement Plan guidelines for the Town of Tillsonburg be supported in principle subject to being revised to reflect Committee’s comments on and also maintaining flexibility in the program criteria. Carried 7.2. Committee Vacancies Council appointed Mel Getty and Deb Gilvesy to fill the vacancies. Clerk’s Office will advise and provide committee information. Analysis conducted by J. Goossens was benefit and confirmed that the Committee does have representation and expertise across a broad number of sectors. Need to continue to ensure this in the future. 7.3. Economic Development Q1 Report C. Panschow indicated that most metrics were comparable or above last year’s but some are below targets. This is partially due to the increase in target levels and also branding project management in Q1. Already seeing improvement in Q2. Reviewed Highway 3 Business Park plans. Suggestion to develop a new lotting plan showing smaller parcels of land. Request for Proposals for the detailed design of the Hwy 3 and Clearview intersection has closed and review is in process. 8. Committee Minutes & Reports 8.1. Tillsonburg District Chamber of Commerce Awards Gala was sold out with record attendance (265). Chamber will be doing an event in June to review red tape issues with local businesses. 8.2. Downtown Business Improvement Association March AGM was well attended. Also have a couple of board vacancies that need to be filled. Worked with Fanshawe students on some initiatives and hope to have that continue. Turtlefest is three days with more events being added to the Sunday. 8.3. Tillsonburg District Real Estate Board Transactions levels are very high and inventory is low. 8.4. Physician Recruitment Town and Oxford committees are working together. There is a medical student event that will be hosted at the end of May. 90 Development Committee Meeting Minutes (May 10, 2016) - 4 - 9. Correspondence - None 10. Other Business 10.1. Roundtable Inquiry regarding the state of the woodlot being harvested sustainably at the northwest corner of Baldwin and Quartertown Line. Advised that it will be cleaned up further. 11. Closed Session 12. Next Meeting The next meeting of the Development Committee will be on Tuesday, June 14, 2016. 13. Adjournment Moved By: R. Thornton Seconded By: Proposed Resolution 4 THAT the Development Committee Meeting of May 10, 2016 be adjourned at 9:40 PM. 91 = ATTENDANCE MEMBERS PRESENT: Charles Baldwin, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian Smith, Tricia Smith, Maurice Verhoeve, Paul Wareing. Janet Wilkinson MEMBERS ABSENT/REGRETS: Ken Butcher, Penny Esseltine 1. Call to Order The meeting was called to order at 8:59 a.m. 2. Adoption of Agenda Moved By: S. Saelens Seconded By: C. Nagy Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of June 2, 2016, be adopted. Carried. 3. Disclosures of Pecuniary Interest and the General Nature Thereof: None 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of May 5, 2016 Moved By: S. Saelens Seconded By: P. DeCloet Proposed Resolution #2 THAT the Minutes of the Heritage, Beautification & Cemetery Advisory Committee Meeting of May 5, 2016, be approved. Carried 5. Delegations and Presentations 5.1. Heritage Designation Process – T. Smith gave a power point presentation on the important issues related to designation of heritage properties (a copy of this presentation will be forwarded to all members by e-mail) 6. General Business & Reports 6.1. Keep Tillsonburg Beautiful – P. DeCloet – 600 trees were successfully planted by about 10:30 a.m. and a BBQ was appreciated by the participants, many of whom were parents with children. Local donators were: Lions Club and Knights of Columbus – cash; McDonalds Restaurant – a large number of free bakery item and McFlurry coupons; Home Hardware – two bird feeders and a wooden insect habitat; Canadian Tire – free oil change coupon; Tim Hortons – coffee, hot chocolate and Timbits; Tillsonburg Community Centre – season pass to waterpark. It was noted that the local community in this subdivision were very displeased with the tree planting location. It is a large park The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE June 02, 2016 9:00 a.m. Marwood Lounge Community Centre MINUTES 92 but they claimed that children used this section to playing ball. They felt they should have been notified even though the notices were in the paper for a few weeks ahead of the planting. 6.2. Report from Beautification Working Group and Tillsonburg Horticultural Society – C. Nagy reported that the downtown hanging baskets should be installed any day. There will be 8 planters on the corners of Brock and Ridout at Broadway. Four of these are loaned by Garden Gate. Knights of Columbus have given $2,000 for the other four. This year these planters are being loaned as the decision has not been made yet as to which planters will be purchased for permanent use. Plans are to enhance the parkette at Oxford and Broadway with canopy trees and a more appropriate fountain. The plans and costing are in process and will be forwarded to this committee for approval before sending to Council. The Clock Tower property, much of which is currently parking, is another possibility for future enhancement. Moved By: P. DeCloet Seconded By: P. Wareing Proposed Resolution #3 THAT the Beautification Working Group continue to meet during the summer to expedite planning, funding applications deadlines to be met, etc. These actions would be reported back to the Heritage, Beautification and Cemetery Committee. Carried 7. Correspondence 8. Other Business 8.1. Rolph Street School – as a result of T. Smith’s power point presentation, a discussion took place about the importance of preserving Rolph Street School. Moved By: M. Verhoeve Seconded By: S. Saelens Proposed Resolution #3 THAT the Heritage, Beautification and Cemetery Advisory Committee ask Tillsonburg Town Council to consider, with some urgency, the possible purchase of Rolph Street School for future beneficial community uses. Carried 8.2. Trottier Woodlot – open for walking now 8.3. Annandale Field – the tree planting site from last year was reviewed. Estimated 15% mortality rate which is very good. 8.4. There will be a possible tour of a London cemetery planned for the fall. 9. Next Meeting The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on September 1, 2016 at 9:0 a.m. in the Marwood Lounge. 10. Adjournment Moved By: P. DeCloet Seconded By: J. Wilkinson Proposed Resolution # THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on June 2, 2016 be adjourned at 10:02 a.m. Carried. 93 = ATTENDANCE Stephen Molnar Jim Hayes John Bamford Shane Curtis Mike Dean Mel Getty Ian Messenger John Prno Staff: Jeff Smith, Fire Chief Donna Wilson, Clerk MEMBERS ABSENT/REGRETS Ted Sanders Gord Collins 1. Call to Order The meeting was called to order at 7:01p.m. 2. Adoption of Agenda 3. Disclosures of Pecuniary Interest and the General Nature Thereof 4. Adoption of Minutes of Previous Meeting N/A. 5. General Business & Reports 5.1. Election of Chair Moved By: Jim Hayes Seconded By: John Bamford Resolution #1 The Corporation of the Town of Tillsonburg FIRE STRAT PLANNING COMMITTEE May 31, 2016 7:00p.m. Fire Station Training Room 80 Concession Street East MINUTES 94 Fire Services Strategic Planning Committee Meeting Minutes, May 31, 2016 - 2 - THAT Shane Curtis is nominated as Fire Services Strategic Planning Committee Chair. CARRIED 5.2. Election of Vice Chair Moved By: Stephen Molnar Seconded By: John Bamford Resolution #2 THAT John Prno is nominated as Fire Services Strategic Planning Committee Vice Chair. CARRIED 5.3. Introduction Fire Chief provided an overview presentation of the Terms of Reference for the committee and general discussion on the strategic planning process. Discussion about setting meeting times, dates and frequency. Meetings will be held monthly at first, on Tuesdays and scheduled from 7:00p.m. to 8:30p.m.. Discussion was held about reference materials and background information that Committee would like prior to next meeting. Fire Chief provided a list as follows: • Fire Comm customer list • Provincial statistics for comparison • Historic (10 year) call statistics for Tillsonburg • Sample strategic plans • Municipal comparators • Copy of Establishing & Regulating By-law 6. Next Meeting The next meeting of the Fire Services Strategic Planning Committee will be on at the call of the Chair. 7. Adjournment Moved By: John Bamford Seconded By: John Prno Resolution #3 THAT the Fire Services Strategic Planning Committee meeting of May 31, 2016 be adjourned at 8:40p.m. 95 = ATTENDANCE Bob Marsden, Patty Phelps, Mary Lou Sergeant, Dianne MacKeigan MEMBERS ABSENT/REGRETS Helen Lamos-Parker, Chris Rosehart 1. Call to Order The meeting was called to order at 4:32 pm 2. Adoption of Agenda Moved By- Mary Lou Sergeant Seconded By- Dianne Mackeigan Proposed Resolution #_1 THAT the Agenda as prepared for the Museum Advisory Committee meeting of May 26, 2016 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof- none 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of March 31, 2016 Moved By: Mary Lou Sergeant Seconded By: Dianne MacKeigan Proposed Resolution #_2 THAT the Minutes of the Museum Advisory Committee Meeting of March 31,2016 be approved. Carried 5. Delegations and Presentations- None The Corporation of the Town of Tillsonburg COMMITTEE NAME May 26, 2016 4:30 pm Program Room- 2nd floor Annandale NHS 30 Tillson Ave., Tillsonburg MINUTES 96 6. General Business & Reports 6.1. Financial- $113 196.16 Balance in the trust account 6.2. Tour Guides- nothing to report 6.3. Curator’s Report- The Curator’s report was circulated and included the following highlights: 1. March numbers were down but April numbers were up due to 2 motor coach tours and room rentals 2. Pratt Gallery exhibit, Before the Little Black Dress has been well received. Next exhibit- A Tisket- A Tasket, an exhibition of baskets opens June 18. 3. Turtlefest plans continue with turtle croquet on the lawn planned for Sunday, 4. Students, Victoria Hanson and Madison Wild started on May 16. 5. The dress workshop was cancelled because of low numbers. Basket making workshop is planned for July 23. 6. Porch repairs are being worked on and should be completed in the next few weeks. 7. Wingfield tickets are still available. Encourage attendance. 8. Doors Open Oxford scheduled for May 28. Museum basement storage will be open. 9. Three more Lunch and Learns are scheduled for June, September and October. 10. 25 people took part in the bus trip to the Cambridge Butterfly Conservatory and South Works Mall. 11. Trip of the Month tickets are available for sale. Sellers are needed. 12. Application for the CMOG grant has been received and is being worked on to be submitted by June 30, 2016 13. A request has been received from Rebecca Perry to borrow the native village artefact collection for study. Moved by Mary Lou Sergeant Seconded by Dianne MacKeigan Proposed Resolution # 3 THAT the request to remove artefacts for study be denied, but that the student be allowed to examine the artefacts on-site. Carried 14. Two museum supporters recently passed away, Ruby Fleming (April 27) and Marion Pratt (May 11). Both families listed the Annandale House Trust Fund as a charity of choice and several donations have been received in their memory. Moved By: Dianne MacKeigan Seconded By: Mary Lou Sergeant 97 Proposed Resolution # 4 THAT the reports be adopted as presented Carried 7. Correspondence- None 8. Other Business 8.1. Porch repairs are underway. 8.2. A request for quotes for repairs and painting is going out Moved By: Mary Lou Sergeant Seconded By: Dianne MacKeigan Proposed Resolution #_5 That the information presented pertaining to Other Business be adopted as presented. Carried 9. Next Meeting The next meeting of the Museum Advisory Committee will be on June 23, 2016 at 4:30 p.m. 10. Adjournment Moved By: Dianne MacKeigan Seconded By: Mary Lou Sergeant Proposed Resolution # 6 THAT the Museum Advisory Committee Meeting of May 26, 2016 be adjourned at 5:10 pm 98 = Attendance Chair and Deputy Mayor Dave Beres, Mayor Stephen Molnar, Councillor Penny Esseltine, Dr. Mohamed Abdalla, Dr. Howard Lamb, Dr. Gerry Rowland, Crystal Houze, Lance Scott, Lana White Jane Tillman Regrets: David Calder 1. Call to Order 2. Adoption of Agenda Moved By: C.Houze Seconded By: P.Esseltine Resolution THAT the Agenda as prepared for the Committee meeting of April 27, 2016, be adopted. ‘Carried’ 3. Disclosures of Pecuniary Interest and the General Nature Thereof None 4. Adoption of Minutes of Previous Meeting – March 30, 2016, including ‘Frequently Used Acronyms and Definitions’ attachment The Minutes were not discussed or adopted - deferred to the next meeting. 5. Delegations and Presentations 5.1. Jane Tillmann, Health Force Ontario – Areas of High Physician Need Jane Tillman met with the Physician Recruitment Committee and presented the attached powerpoint presentation. The Corporation of the Town of Tillsonburg PHYSICIAN RECRUITMENT & RETENTION April 27, 2016 12:00noon Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 99 Physician Recruitment and Retention Committee Minutes – April 27, 2016 - 2 - Timeframe – They have to apply for legislature change for LHINs to take over this area. The first reading should be in May; then the earliest it will go forward will be October. We are likely looking at next year for rollout. The LHINs are preparing for this. Discussion was held about the Oxford Sub LHIN, and the various models. Patients First mean the patient chooses where he/she wishes to go. It was noted that Brant and Norfolk have been deemed high needs as well. J.Tillman noted that last year, when she met with this Committee, LHINs didn’t have a means of determining high needs, and Tillsonburg was not on the list. Tillsonburg is now on the list, and that was based on the communication from Tillsonburg through herself. They will be putting things on the website showcasing what was looked at and how high needs is defined. This is being implemented next month. Doctor to population will be determined. LHINs will listen to the community. Tillsonburg is on the list because it’s proactive and engaged. Tillsonburg is on the high needs list, so LHINs wants to hear what our recruitment plan is. What is our catchment population? 50-60,000 has historically been used. It was noted that retail consultant reports have said it is as high as 90,000. Comment was made – One factor that never gets accounted for is, when a community is asking for more doctors the entire community means we need doctors, despite what the numbers says. It was noted that physicians are a limited supply, so LHINs needs to make sure they go where they are needed. With respect to gathering dates, privacy has to be considered. Postal codes can be submitted. Discussion was held about a survey, asking such questions as…do you have a family physician?...if you do, do you drive?...if we brought an additional physician to the community would you roster to that physician? 100 Physician Recruitment and Retention Committee Minutes – April 27, 2016 - 3 - Discussion was held to clarify the high needs designation. Tillsonburg is now currently high needs. Any of our 3 physician groups can recruit more physicians. A new FHO can also be started. The Ministry has not said when the next high needs list will be out, but it’s not expected for 6 months. The Income Stabilization program was discussed, along with restrictions. J.Tillman to provide information on Income Stabilization and options, as well as examples of what communities are offering. Noted was that incentives we have previously offered often ease pressure on the FHO rather than the physician. J.Tillman commented that there is a benefit to having someone, a point person, where all 3 FHOs can be explored, as well as options. Clarification was given with respect to FHOs. No one owns a FHO. It’s an agreement between the Ministry and the physicians. One physician is assigned to be the lead. Discussion was held regarding a coordinator, to work with the 3 FHOs, the hospital, medical doctors, the Town, etc. If we had a coordinator that, through this community, reported to the LHINs, would that be something the province would look at and appreciate? J.Tillman responded that a number of communities do that, and that would be helpful. She can speak more to members about that. Mayor Molnar suggested a couple generic job descriptions would be helpful for the next meeting, as well as incentive information on what we did in the past. Further to the coordinator position, if we want a recruitment plan it needs to be clear. The value of having someone, a coordinator, is so we can dig down and see where we can recruit in Tillsonburg. 101 Physician Recruitment and Retention Committee Minutes – April 27, 2016 - 4 - It’s our job to start the wagon. The issue of professional courtesy is an issue, and that is something a coordinator could deal with. Funding and job description to be discussed by D.Calder and C.Houze. C.Houze to email Fish. 6. General Business & Reports 6.1. Report from the CAO – March 30th Meeting Folllow-up Deferred to the next meeting. 7. Correspondence 8. Other Business 9. Next Meeting – Tentatively the last Wednesday in May at noon. Agenda items: - Coordinator position – a couple generic job descriptions; members be prepared to discuss the position - Discussion regarding a Survey; and circulation through tax billing, etc. - Discussion regarding the following ‘draft’ motion… Recommendation to move forward with discussion and a request for information from each of the 3 individual FHOs as they currently exist, asking if they are in a position to accept or willing to entertain the addition of family doctors; AND FURTHER, asking if they are willing to share their roster list by postal code. - With the circulation of the Minutes, Mayor Molnar asked for circulation of the previous incentive program, as information. 10. Adjournment Moved By: C.Houze Resolution THAT the April 27, 2016 meeting be adjourned at 1:02pm. 102 = ATTENDANCE: Marty Klein, Chair Councillor Penny Esseltine David Calder Andrew Gilvesy Rick Strouth John Veldman Lana White Also Present: Stephan Namisniak, KNY Architects Inc. Regrets: Mayor Stephen Molnar 1. Call to Order – 12:04 2. Adoption of Agenda Moved By: R.Strouth Seconded By: P.Esseltine Resolution THAT the Agenda as prepared for the Committee meeting of April 13, 2016, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee April 13, 2016 12:00am Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 103 Town Hall Project Steering Committee Minutes – April 13, 2016 - 2 - 4. Approval of Previous Minutes Moved By: D.Calder Seconded By: A.Gilvesy Resolution THAT the Town Hall Project Steering Committee Minutes dated March10, 2016 be approved. ‘Carried’ 5. General Business and Reports i) KNY Space Needs Study Draft Report, dated April 1, 2016 S.Namisniak reviewed the Draft Report. A couple small changes are needed and he will circulate a new copy. As the report was reviewed, there was opportunity for questions. With respect to #8, there was a question regarding how the range was arrived at, 10,463 – 15,887 SF. The consultant responded that corporate clients sometimes want 100% expansion, which he thinks is excessive. For that reason, in this case he allowed for 50% expansion. With respect to #11, the Building Cost of $275 / SF was based on no particular design. The number for a recent project was $250. Discussion was held regarding the square footage, proposed at 23,000 SF for 47 staff, perhaps appearing excessive in comparison to current square footage. We have to be able to recognize the value added, i.e. enhanced Council Chambers, meeting spaces, etc. An independent cost consultant would come in during the design process. Discussion was held regarding the possibility of vacating one of our current buildings to justify the expenditure. Perhaps rent money would pay a mortgage rather than liquidating an asset. 104 Town Hall Project Steering Committee Minutes – April 13, 2016 - 3 - It was noted that there had previously been discussion about utilizing existing municipal parking, as there is lots of parking in town. Parking garages cost approximately $30,000/space. The consultant talked about the basis for interior design. Government manuals and guidelines provides guidelines for typical work stations, suggested layouts, etc. Details are contained in the report. Budget costing was discussed, both construction costs and soft costs, as outlined in the report. The escalation component was also discussed. Numbers come from cost reports and independent cost consultants. The conclusions contained in the report were reviewed and discussed. During this study, various sites have been identified for consideration. New costs vs renovation costs need to be considered as well. The costing component that was included with the report is value added. Discussion was held regarding separating that. It was noted that at the last meeting the appropriateness of the proposed office sizes wasn’t discussed. The Consultant noted that the best way to save money is by reducing square footage. Further discussion was held regarding the proposed square footage, space for 47 employees, public space, and value added. The impression was that creating ‘inviting space’ was important for this project. 105 Town Hall Project Steering Committee Minutes – April 13, 2016 - 4 - It was noted that there are heavy numbers in terms of common office space. Some of the numbers could be reduced, i.e. depending on the Chambers, that space could also be used as common space. The Consultant commented that he worked a bit with the Development Commissioner through the CAO, and identified potential development sites. To do more than this is a huge amount of work. It was suggested that we check in with Council at this point. The Consultant has given us a report on the size of building that is required, and what’s included in that. The numbers can be tweaked depending on what can be given up. The next step would be to look at alternatives. Then, the best way to deliver that to the community needs to be considered. Any reference to costs would need to be discussed in camera. At this point costs won’t be discussed. A motion was passed to go to council with an update. Moved by A.Gilvesy Seconded by R.Strouth THAT the Town Hall Project Steering Committee provide a status report to Council; AND FURTHER THAT the Committee request Council to continue the Committee’s mandate to look at possible sites, which may or may not include other partners. ‘Carried’ The Consultant to add the existing Customer Service staff and perhaps add another column to the report identifying where we can save some space. To also include an option for removing all employees from Lisgar as a possibility. The report to go to the May 9, 2016 Council Meeting. Chair Klein will introduce, the Consultant will present the report, and the Chair will do a summary. The revised report to be circulated by email prior to the May 9th Council Meeting. 106 Town Hall Project Steering Committee Minutes – April 13, 2016 - 5 - 6. Round Table 7. Next meeting 8. Adjournment Moved By: J.Veldman Seconded by A.Gilvesy Resolution THAT the April 13, 2016 meeting be adjourned at 1:27pm. ‘Carried’ 107 = ATTENDANCE: Marty Klein, Chair Mayor Stephen Molnar Councillor Penny Esseltine Rick Strouth John Veldman David Calder Lana White Absent: Andrew Gilvesy 1. Call to Order - 12:09 2. Adoption of Agenda Moved by J.Veldman Seconded by R.Strouth THAT the Agenda as prepared for the Town Hall Project Steering Committee Meeting of June 9, 2016 be adopted. ‘Carried’ 3. Disclosures of Pecuniary Interest and the General Nature Thereof None 4. Adoption of Minutes of Previous Meeting - April 13, 2016 Moved by P.Esseltine Seconded by S.Molnar THAT the Town Hall Project Steering Committee Minutes dated April 13, 2016 be approved. ‘Carried’ The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE June 9, 2016 12:00noon Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES 108 Town Hall Project Steering Committee June 9, 2016 – Minutes - 2 - 5. General Business & Reports 5.1. Resolution of Council dated May 9, 2016 THAT Council receives Report CAO 16-05 Town Hall Project Steering Committee Space Needs Study Project; AND THAT Council approves the Town Hall Project Steering Committee's continued work on investigating site locations, budget requirements and possible financing options for a future Town Hall building. 5.2. Exploring Options Discussion was held around the table about options. Possibilities include: - Build to suit - Either the Town owns the land or not - Go for a RFP for a build to suit - A long-term lease 20+ years - Partnering - A RFI - A multi-purpose building The CAO has been approached about partnering – just general interest. Discussion was held about who makes the initial contacts, and also about asking interested partners who are willing to discuss being a tenant or a partner to contact the CAO or Development Commissioner. The Development Commissioner could filter and provide us with information. A RFI, posted in the usual places, may encourage more enquiries. If there is no interest then we know the Town has to drive this itself. 5.3. Next Steps The CAO will talk to the Purchasing Coordinator. We need to develop a criteria. We want to be open and transparent and give anybody the opportunity to be involved. Letters could be sent to varies parties. The following motion was passed. Moved by R.Strouth 109 Town Hall Project Steering Committee June 9, 2016 – Minutes - 3 - Seconded by J.Veldman THAT the CAO be directed to draft a Notice regarding the Town Hall Project for public distribution; AND THAT the draft Notice and a covering letter come back to the next Town Hall Project Steering Committee Meeting for review. ‘Carried’ The Committee will meet again June 23rd. After the 23rd, this would go to Council as information. We could be a delegation at the June 27th Council Meeting. 6. Next Meeting – June 23rd @ 4:00pm. 7. Adjournment Moved by R.Strouth Seconded by P.Esseltine THAT the meeting adjourn at 12:54. ‘Carried’ 110 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 1 - LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES - May 4th, 2016 (as approved at the Board of Directors meeting held June 1, 2016) Members in attendance: Leroy Bartlett, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Noel Haydt, David Hayes, Tom Southwick and John Scholten Staff in attendance: C. Evanitski, J. Robertson, J. Maxwell, D. Holmes, L. Minshall, P. Gagnon, B Hodi and D. McLachlan Regrets: Dave Beres and Craig Grice The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, May 4th, 2016 in the Tillsonburg Administration Office Boardroom. ADDITIONAL AGENDA ITEMS MOTION A-66/16 moved: J. Scholten seconded: L. Bartlett THAT the LPRCA Board of Directors add “an item dealing with litigation or potential litigation” under the in-camera session as item 1 (a) to the May 4th, 2016 agenda. CARRIED DISCLOSURES OF INTEREST None DEPUTATIONS None MINUTES OF PREVIOUS MEETINGS MOTION A-67/16 moved: L. Bartlett seconded: N. Haydt THAT the minutes of the LPRCA Board of Directors Regular Meeting held April 6th, 2016 be adopted as circulated. CARRIED 111 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 2 - T. Southwick informed the Board that the East Beach Restoration Project funded by the Great Lakes Guardian Community Fund is not proceeding as per resolution by Bayham Council. BUSINESS ARISING a) LPRCA Conservation Stewardship Award Staff developed and presented an application process and terms of reference for the new LPRCA Conservation Stewardship Award to be presented annually at the Annual General Meeting. The initial start-up costs would be approximately $800 to $1000 and $200 to $400 annually. There were no questions or comments MOTION A-68/16 moved: L. Bartlett seconded: N. Haydt THAT the LPRCA Board of Directors approves the nomination form and terms of reference for the new Long Point Region Conservation Stewardship Award. CARRIED REVIEW OF COMMITTEE MINUTES MOTION A-69/16 moved: N. Haydt seconded: L. Bartlett THAT the minutes from the Backus Museum Committee meeting of February 8th, 2016 and the Lee Brown Marsh Management Committee meeting of December 18th, 2015 be received as information. CARRIED It was noted that a volunteer member of the Backus Museum Committee has resigned and the Committee has since discussed reducing membership. CORRESPONDENCE In reference to the letter re: Conservation Authorities Act Review from the Ministry of Natural Resources and Forestry (MNRF), the GM has been invited to participate in a Conservation Authorities Act Review Working Group this month. MOTION A-70/16 moved: L. Bartlett seconded: J. Scholten THAT the correspondence outlined in the Board of Directors’ Agenda of May 4th, 2016 be received as information. CARRIED 112 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 3 - DEVELOPMENT APPLICATIONS a) Staff Approved applications Planning staff approved 20 applications over the past month. MOTION A-71/16 moved: R. Chambers seconded: N. Haydt That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated May 4th, 2016 as information. CARRIED b) New Applications The Planning Department recommended the approval of three applications. L. Minshall reviewed the applications detailing the reasons for recommendation. MOTION A-72/16 moved: D. Hayes seconded: R. Geysens 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-59/16 LPRCA-60/16 LPRCA-62/16 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 Staff will be participating in two children’s water festivals this month, the first is Brantford/Brant at Mohawk Park May 17-19 and the second is Haldimand at Taquanyah CA May 25-26. J. Robertson presented the park information/brochure distribution list and requested suggestions for further distribution locations from the Board. 113 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 - MOTION A-73/16 moved: D. Brunton seconded: R. Geysens THAT the LPRCA Board of Directors receives the May Calendar Review Report as information. CARRIED b) GENERAL MANAGER’S REPORT The GM reported that seasonal campers have begun to move into the parks and park staff have been asked to become actively engaged in their respective campers associations. The recent fundraising events held at both Backus and Camp Trillium were deemed great successes. MOTION A-74/16 moved: D. Hayes seconded: R. Geysens THAT the LPRCA Board of Directors receives the General Manager’s Report for April 2016 as information. CARRIED c) VITTORIA EA PROCESS REPORT As per the Dam Safety Review, a Class Environmental Assessment (EA) is required for the Vittoria Dam. The Class EA will evaluate and identify options for the dam including: 1) do nothing, 2) rebuild, 3) repair, 4) modify or 5) decommission the structure. Staff proposed to do much of the Class EA work in-house except where additional expertise is required. LPRCA has recently been notified that the Water and Erosion Control Infrastructure Program (WECI) has granted $50,000 to match funds approved in the 2016 budget for the Class EA study of Vittoria Dam. The project must be completed by March 31, 2017. MOTION A-75/16 moved: J. Scholten seconded: N. Haydt That the LPRCA Board of Directors directs staff to proceed with the Vittoria Dam Environmental Assessment project based on the in-house approach outlined in the staff report. CARRIED d) REGULATIONS OFFICER APPOINTMENT L. Bower recently completed the Basic Law Enforcement/Conservation Authority Compliance Training organized by the MNRF and Conservation Ontario, and is now eligible to be appointed as a Regulations Officer to enforce the regulations under 114 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 5 - Section 28. L Bower will be replacing J. Miller who has left the organization; she will work with B. Hodi who is also a current Regulations Officer. MOTION A-76/16 moved: R. Geysens seconded: D. Hayes THAT the LPRCA Board of Directors appoints Leigh-Anne Bower, Planning Technician, as an LPRCA Regulations Officer to enforce any regulation made under Section 28 of the Conservation Authorities Act. CARRIED e) PROVINCIAL OFFENCES OFFICER APPOINTMENT P. Walther-Mabee recently completed the Basic Law Enforcement/Conservation Authority Compliance Training Level 1 organized by the MNRF and Conservation Ontario, and is now eligible to be appointed as a Provincial Offences Officer under Section 29 of the Conservation Authorities Act. The addition of Ms. Walther-Mabee brings the total of Provincial Offences Officers at LPRCA to four including D. Holmes. MOTION A-77/16 moved: D. Brunton seconded: Roger Geysens THAT the LPRCA Board of Directors designates Pamela Walther-Mabee as a Provincial Offences Officer in accordance with the Provincial Offences Act for the purpose of enforcing Section 29 of the Conservation Authorities Act, plus all the applicable legislation. CARRIED f) FIRST QUARTER FINANCIAL REPORT There were no adjustments required to the budget during the first quarter but since April 1st a couple of items require adjusting. 1) Septic charges to the parks will be higher than anticipated based on the recent tendering process; and 2) the capital budget has been adjusted to remove the shoreline mapping project for Norfolk County. Staff reviewed the report and responded to questions. It was requested that the purchased services at the parks be detailed further. The Chair and GM met with Norfolk County staff to discuss options for the Waterford North CA gatehouse. The discussions are ongoing. MOTION A-78/16 moved: L. Bartlett seconded: J. Scholten THAT the LPRCA Board of Directors receives the 1st Quarter, 2016 Budget Performance Report as information. CARRIED 115 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick - 6 - g) APPENDIX – PUBLIC FORESTRY INCOME STATEMENT A report had been brought to the Board at the last meeting regarding the revenue and expenses of the Public Forestry Department. There was concern regarding some of the expenses within the department and staff was directed to research cost-savings options. Staff noted that the costs for ecological studies have been trending down due to increased staff knowledge/training. MOTION A-79/16 moved: N. Haydt seconded: L. Bartlett That the LPRCA Board of Directors does now enter into an “In Camera” session to discuss: litigation or potential litigation, including matters affecting the Conservation Authority CARRIED MOTION A-80/16 moved: D. Hayes seconded: R. Geysens That the LPRCA Board of Directors does now adjourn from the “In Camera” session. CARRIED MOTION A-81/16 moved: T. Southwick seconded: D. Brunton THAT the LPRCA Board of Directors receives the GM’s verbal report regarding a potential litigation matter as information. CARRIED The Chair adjourned the meeting at 9:05pm. ____________________________ ________________________________ Michael Columbus Dana McLachlan Chair Administrative Assistant 116 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4028 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 27th day of June, 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 June 27, 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 27th DAY OF JUNE, 2016. READ A THIRD AND FINAL TIME AND PASSED THIS 27th DAY OF JUNE, 2016. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 117