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170508 Council AGDTable of Contents Agenda 3 Council Minutes of April 24, 2017 170424 Council MIN 12 NHL Centennial Fan Arena Kinsmen Delegation Request 23 Council May 8 25 NHL Centennial Fan Arena Informational Promo 27 NHL Centennial Fan Arena Sponsorship Opportunities 28 Colin Campbell Endorsement Letter 29 NHL_Arena_Rotated 30 Tillsonburg Hydro Inc Update 2017 THI Board Chair Report to Council 31 2017 THI Board Chair Update to the Shareholder 32 Application for Minor Variance A-01/17- Barry & Diann Propper, 32 North St E. CP Report 2017-119 62 Report Attachments 66 Application A-01/17 71 Application for Zone Change- ZN 7-17-03 (Curtis-Wilcox) 83 Rolph Street CP 2017-120 75 Report Attachments 84 Application Form 87 Lincoln M. Alexander Award Call for Nomination Letter 91 FIN 17 - 12 Final Tax Levy FIN 17-12 FINAL Tax Levy By-Law 93 2017 Final Levy Bylaw 94 FIN 17-13 Reserve Policy FIN 17 -13 98 Consolidated Reserve Report 99 By-Law 4107 Reserve Policy 135 FIN 17 - 05 141 OPS 17-14 Wood Haven Subdivision Sidewalks OPS 17-14 Wood Haven Subdivision Sidewalks 143 OPS 17-14 Attachement 1 - Resident Petition April 3, 2017 147 Report RCP 17-29 – Awarding 2017 Roofing Project Tender Report RCP 17-29 - Awarding 2017 Roofing Project Tender 150 RCP 17-30 – Celebration Plaza Amended Project RCP 17-30 - Celebration Plaza Amended Project 152 RCP 17-28 - Awarding RFP2017-003 Celebration Plaza 159 1 RCP 17-28 - Supplementary 161 Committee Minutes 170314 Development MIN 166 170403 Canada 150 MIN 170 170425 Canada 150 MIN 174 170406 HBC MIN 177 170418 Mem Park Com MIN 179 170427 Museum MIN 182 By-Law 4107 - To Adopt a Town of Tillsonburg Reserve Policy and to Repeal By-Law 3779 By-Law 4107 Reserve Policy 185 By-Law 4106 - To Provide for the Adoption of Budgetary Estimates, Tax Rates and for Penalty and Interest in Default of Payments for 2017 By-Law 4106 2017 Final Levy 191 By-Law 4104 - Being A By-Law to Amend Zoning By-Law 3295, (ZN 7-17-03, Curtis-Wilcox) By-Law Text 195 Schedule A 197 By-Law 4105 - To Confirm the Proceedings of the Council Meeting of May 8, 2017 By-law 4105 Confirming mAY 8 198 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, May 08, 2017, 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 April 24, 2017 170424 Council MIN Proposed Resolution #2 Moved By: Seconded By: THAT the Minutes of the Council Meeting of April 24, 2017, be approved. 6. Delegations and Presentations 6.1. NHL Centennial Fan Arena Presented By: Brad Martin - Kinsmen President Kinsmen Delegation Request Council May 8 The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, May 08, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - NHL Centennial Fan Arena Informational Promo NHL Centennial Fan Arena Sponsorship Opportunities Colin Campbell Endorsement Letter NHL_Arena_Rotated Proposed Resolution #3 Moved By: Seconded By: THAT Council supports the request from the Kinsmen Club of Tillsonburg for the NHL Centennial Fan Arena event as follows: THAT Council contributes $10,000 from General Reserves to the Kinsmen Club of Tillsonburg; AND THAT all facility rental fees and permit fees be waived for the event; AND THAT the Town’s insurance policy is extended to cover the event and name Tillsonburg Kinsmen Club as additional insured; AND THAT Town staff facilitate road closures and printing maps of premises to layout the event; AND THAT Town staff support be provided to ensure cleanliness of premises, setting up of road barricades, picnic tables in food vendor area during the weekend of the event; AND THAT the use of electrical and internet systems be provided to run NHL trucks and interactive portions of the Fan Arena; AND THAT an outside water source be provided to fill ballasts to hold down NHL tents and the entry arch; AND FURTHERMORE THAT council direct Senior Leadership Team to provide any and all additional requirements to facilitate a successful event. 4 Council Meeting – Agenda - 3 - Special Shareholder Meeting, Tillsonburg Hydro Inc. Proposed Resolution #4 Moved By: Seconded By: THAT Council moves into a Special Meeting of the Shareholder of Tillsonburg Hydro Inc. Proposed Resolution #5 Moved By: Seconded By: THAT, in accordance with Section 10.7 (waiver of notice) of Tillsonburg Hydro Inc. By- Law 1A, the Shareholder hereby waives notice of a Shareholders Meeting for the purpose of hearing a Tillsonburg Hydro Inc. Update. 6.2. Tillsonburg Hydro Inc Update Presented By: John Gilvesy, Chair, THI Board of Directors and Michael Desroches, General Manager, THI 2017 THI Board Chair Report to Council 2017 THI Board Chair Update to the Shareholder Proposed Resolution #6 Moved By: Seconded By: THAT Council receives the Tillsonburg Hydro Inc. Update as information. Proposed Resolution #7 Moved By: Seconded By: THAT the Shareholders Meeting be adjourned and that the Council Meeting is hereby resumed. 7. Committee Reports & Presentations 8. Public Meetings Proposed Resolution #8 Moved By: Seconded By: THAT Council move into Committee of Adjustment to hear an application for Minor Variance at _____ p.m. 5 Council Meeting – Agenda - 4 - 8.1. Application for Minor Variance A-01/17- Barry & Diann Propper, 32 North St E. CP Report 2017-119 Report Attachments Application A-01/17 Proposed Resolution #9 Moved By: Seconded By: THAT the Tillsonburg Committee of Adjustment approves Application File A-01/17, submitted by Barry & Diann Propper, for lands described as Lot 18, Plan 1062, Town of Tillsonburg, as it relates to relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 100 m2 (1,076.4 ft2) to 113 m2 (1216 ft2) to permit the construction of a detached accessory building; Subject to the condition that a building permit for the proposed accessory building shall be issued within one year of the date of the Committee’s decision. Proposed Resolution #10 Moved By: Seconded By: THAT Council move out of Committee of Adjustment and move back into regular session at _____ p.m. 8.2. Application for Zone Change- ZN 7-17-03 (Curtis-Wilcox) 83 Rolph Street CP 2017-120 Report Attachments Application Form Proposed Resolution #11 Moved By: Seconded By: THAT Tillsonburg Council approves the Zone Change Application submitted by 2117846 Ontario Inc (Curtis-Wilcox), whereby the lands described as Lot 761, Part of Lots 763 & 764A, Plan 500, known municipally as 83 Rolph Street, are to be rezoned from ‘Minor Institutional Zone (IN1)’ to ‘Special Entrepreneurial Zone (EC-9)’ to facilitate the residential conversion of a former public school. 6 Council Meeting – Agenda - 5 - 9. Planning Applications 10. Information Items 10.1. Lincoln M. Alexander Award Call for Nomination Letter 11. Mayor 12. Quarterly Reports 13. Reports from Departments 13.1. Chief Administrative Officer 13.2. Clerk’s Office 13.3. Development and Communication Services 13.4. Finance 13.4.1. FIN 17 - 12 Final Tax Levy FIN 17-12 FINAL Tax Levy By-Law 2017 Final Levy Bylaw Proposed Resolution #12 Moved By: Seconded By: THAT Council receives Report FIN17-12 2017 Budgetary Estimates and Tax Rates; AND THAT By-Law 4106 to provide for the adoption of budgetary estimates, tax rates, installment due dates and to further provide for penalty and interest on default of payment thereof for 2017 be brought forward for Council consideration. 13.4.2. FIN 17-13 Reserve Policy FIN 17 -13 Consolidated Reserve Report By-Law 4107 Reserve Policy FIN 17 - 05 7 Council Meeting – Agenda - 6 - Proposed Resolution #13 Moved By: Seconded By: THAT Council receives Report FIN 17-13 Reserve Policy; AND THAT Council approves the direction of the individual Reserves that are established therein; AND FURTHER THAT By-Law 4107 - Reserve Policy be brought forward for Council consideration. 13.5. Fire and Emergency Services 13.6. Operations 13.6.1. OPS 17-14 Wood Haven Subdivision Sidewalks OPS 17-14 Wood Haven Subdivision Sidewalks OPS 17-14 Attachement 1 - Resident Petition April 3, 2017 Proposed Resolution #14 Moved By: Seconded By: THAT Council receives Report OPS 17-14 Wood Haven Subdivision Sidewalks; AND THAT Council requests Permterra Development Corporation to complete all outstanding works, including sidewalks and surface asphalt, as per the approved Subdivision Agreement dated November 28, 2006. 13.7. Recreation, Culture & Park Services 13.7.1. Report RCP 17-29 – Awarding 2017 Roofing Project Tender Report RCP 17-29 - Awarding 2017 Roofing Project Tender Proposed Resolution #15 Moved By: Seconded By: THAT Council receives Report RCP 17-29 – Awarding 2017 Roofing Project Tenders; 8 Council Meeting – Agenda - 7 - AND THAT Council partially award RFT2017-004 to Northeastern Roofing Inc. for their negotiated price of $185,508.48 net of applicable taxes to restore three sections and replace one section of roof at the Tillsonburg Community Centre; AND THAT the project be funded with $167,500 in debt and $18,008.48 from reserves. 13.7.2. RCP 17-30 – Celebration Plaza Amended Project RCP 17-30 - Celebration Plaza Amended Project RCP 17-28 - Awarding RFP2017-003 Celebration Plaza RCP 17-28 - Supplementary Resolution #16 Moved By: Seconded By: Deferred Motion, from the April 18, 2017 Special Council Meeting: Moved by: Councillor Hayes Seconded By: Councillor Rosehart THAT Report RCP 17-28 - Awarding RFP2017-003 Celebration Plaza is received; AND THAT Council awards RFP2017-003 Celebration Plaza to Euro Landscape Construction & Grounds Inc. at a cost of $235,000.00 including applicable taxes. Proposed Resolution #17 Moved By: Seconded By: THAT Report RCP 17-30 – Celebration Plaza Amended Project is received; AND THAT Council approve the partial award of RFP2017-003 Celebration Plaza to Euro Landscaping Group Inc. to construct a plaza, platform, bandshell & reduced scope gateway at a negotiated cost not to exceed $262,526.17 before applicable taxes; AND THAT Council authorize staff to proceed with the pathway from Sanders Street to the pedestrian bridge including the sculpture circle without any lighting at a cost not to exceed $30,000; 9 Council Meeting – Agenda - 8 - AND THAT Council authorize staff to have an electrical panel installed near the bandshell at a cost not to exceed $15,000; AND THAT Council authorize the use of up to $56,700 in Development Charges to partially fund the pathway and structure components of the project. 14. Unfinished Business 15. Staff Information Reports 16. Committee Minutes & Reports 16.1. Committee Minutes 170314 Development MIN 170403 Canada 150 MIN 170425 Canada 150 MIN 170406 HBC MIN 170418 Mem Park Com MIN 170427 Museum MIN Proposed Resolution #18 Moved By: Seconded By: THAT Council receives the Minutes of the Development Committee dated March 14, 2017, the Canada 150 Committee dated April 3 and 25, 2017, the Heritage, Beautification and Cemetery Committee dated April 6, 2017, the Memorial Park Committee dated April 18, 2017, and the Museum Advisory Committee dated April 27, 2017 as information. 17. Notice of Motions 18. Resolutions 19. Resolutions Resulting from Closed Session 10 Council Meeting – Agenda - 9 - 20. By-Laws By-Laws from the Meeting of Monday, May 08, 2017 Proposed Resolution #19 Moved By: Seconded By: 20.1. THAT By-Law 4104, to Amend Zoning By-Law 3295, (ZN 7-17-03, Curtis-Wilcox) Schedule A; By-Law 4106 , to Provide for the Adoption of Budgetary Estimates, Tax Rates and for Penalty and Interest in Default of Payments for 2017; and By-Law 4107, to Adopt a Town of Tillsonburg Reserve Policy and to Repeal By- Law 3779, be read for a first, second, 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. Proposed Resolution #20 Moved By: Seconded By: 20.2. THAT By-Law 4105, to Confirm the Proceedings of the Council Meeting of May 8, 2017, be read for a first, second, 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. 21. Items of Public Interest 22. Adjournment Proposed Resolution #21 Moved By: Seconded By: THAT the Council Meeting of Monday, May 08, 2017 be adjourned at _____ p.m. 11 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: Donna Wilson, Town Clerk Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks Jeff Smith, Fire Chief Lana White, Corporate Executive Assistant Regrets: David Calder, CAO Tricia Smith, Deputy Clerk 1. Call to Order The meeting was called to order at 6:00pm. 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, April 24, 2017, be adopted. Carried The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, April 24, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 12 Council Meeting – Minutes - 2 - 3. Moment of Silence 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 April 10, 2017 Council Meeting and the April 18, 2017 Special Council Meeting 170410 Minutes 170418 Council MIN Resolution #2 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting dated April 10, 2017 and the Special Council Meeting dated April 18, 2017 be approved. Carried 6. Delegations and Presentations 6.1. Volunteer Achievement Award - John Fisher Presented by Councillor Stephenson and Deputy Mayor Beres 7. Committee Reports & Presentations 8. Public Meetings 9. Planning Applications 10. Information Items 10.1. Petition - Wood Haven Sidewalks Wood Haven Sidewalk Petition Resolution #3 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the petition from the property owners of Wood Haven Subdivision; 13 Council Meeting – Minutes - 3 - AND THAT the matter be referred to the Director of Operations for review and a report to Council. Carried 10.2. Champion of Diversity Award Champion of Diversity Award 11. Mayor 12. Quarterly Reports 13. Reports from Departments 13.1. Chief Administrative Officer 13.1.1. CAO 17-03 Share Physician Recruitment Incentive Support Model Shared Physician Recruitment Incentive Support Model Attachments Resolution #4 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report CAO 17-03 Shared Physician Recruitment Incentive Support Model; AND THAT the Town of Tillsonburg supports the Physician Recruitment and Retention Committee recommended “Shared Physician Recruitment Incentive Support Model”, as attached to Report CAO 17-03; AND THAT the Town of Tillsonburg agrees to fund its share of the Physician Recruitment Incentive Support Model in 2017 from reserves up to a maximum of $60,000 (2 Physicians); AND THAT the Physician Recruitment Incentive Support Model associated funding be part of the 2018 budget. Carried 14 Council Meeting – Minutes - 4 - The Clerk was asked to follow-up in regards to posting the Physician Recruitment and Retention Committee Minutes on the Town of Tillsonburg website. 13.2. Clerk’s Office 13.2.1. CL 17-10 County Council Composition CL 17-10 County Council Composition Clerks - CAOs - Report No CAO 2017-04 MA Excerpt Changes to Council Resolution #5 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report CL 17-10 County Council Composition; AND THAT Tillsonburg Town Council supports Option 4, that the Warden of Oxford County be elected at large and to expand the County Council seat by one. Carried 13.2.2. CL 17-11 Additional Council Representation on County Council CL 17-11 Tillsonburg Rep County MA Excerpt Changes to Council Section 14 of Bill 68 - proposes changes to section 218 of the Municipal Act Resolution #6 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report CL 17-11 Additional Council Representation on County Council as information. Carried 13.2.3. CL 17-12 Community Transportation Pilot Grant Program Agreement CL 17-12 - Community Pilot Grant Trans Agree 2017 15 Council Meeting – Minutes - 5 - Resolution #7 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report CL 17-12, Community Transportation Pilot Grant Program Transfer Payment Agreement; AND THAT By-Law 4101 to authorize the Mayor and Clerk to sign the Community Transportation Pilot Grant Program Transfer Payment Agreement between Her Majesty the Queen in right of the Province of Ontario and the Town of Tillsonburg be brought forward for Council consideration. Carried 13.3. Development and Communication Services 13.3.1. Report DCS 17-16 Lease with Chesterman Farm Equipment Inc. Report DCS 17-16 Lease Resolution #8 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report DCS 17-16, Lease with Chesterman Farm Equipment Inc.; AND THAT the Mayor and Clerk be authorized to enter into a lease agreement for the lands described as: (i) Lot 1641, Plan 500, more particularly described as Part 1, Plan 41R- 8386; (ii) Part of Lot 10, Concession 4 NTR, and more particularly described as Part 2, Plan 41R-8386; and (iii) Consisting of approximately five acres of land at the Northwest corner of the property with access along the east and north sides of Parts 1 and 2, with Chesterman Farm Equipment Inc. for a three year term expiring on December 31, 2019, subject to the terms and conditions contained within the lease agreement; 16 Council Meeting – Minutes - 6 - AND THAT a by-law be brought forward in that regard. Carried 13.4. Finance 13.4.1. FIN17-11 2016 Development Charges Annual Statement FIN17-11 2016 Development Charges Annual Statement 2016 Reserve Fund Statement Resolution #9 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Report FIN 17-11 2016 Development Charges Annual Statement be received; AND THAT the Director of Finance ensure that the annual statement is made available to the public; AND THAT the Director of Finance be directed to provide the annual statement to the Minister of Municipal Affairs on request. Carried 13.5. Fire and Emergency Services 13.6. Operations 13.6.1. OPS 17-11 Results for Tender RFT 2017-003 Newell Road Reconstruction OPS 17-11 Results for Tender RFT 2017-003 Newell Road Reconstruction Staff confirmed that neighbouring municipalities and known users will be communicated with in advance, advising of the road reconstruction. Resolution #10 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report OPS 17-11, Results for Tender RFT 2017-003 Newell Road Reconstruction; 17 Council Meeting – Minutes - 7 - AND THAT Council awards Tender RFT 2017-003 to Euro-Ex Construction of Woodstock, ON at a cost of $864,450.69 (net HST included), the lowest bid received satisfying all Tender requirements. Carried 13.6.2. OPS 17-12 Results for Tender RFT 2017-006 Combination Snowplow OPS 17-12 Results for Tender RFT 2017-006 Combination Snowplow Resolution #11 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report OPS 17-12, Results for Tender RFT 2017-006 Combination Snowplow; AND THAT Council awards Tender RFT 2017-006 to Carrier Centers of Woodstock, ON at a cost of $257,910.72 (net HST included), the lowest bid received satisfying all Tender requirements. Carried 13.6.3. OPS 17-13 Results for Tender RFT 2017-007 Utility Tractor OPS 17-13 Results for Tender RFT 2017-007 Utility Tractor Resolution #12 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report OPS 17-13, Results for Tender RFT 2017-007 Utility Tractor; AND THAT Council awards Tender RFT 2017-007 to Premier Equipment Ltd, of Courtland, ON at a cost of $58,705.34 (net HST included), the lowest bid received satisfying all Tender requirements. Carried 13.7. Recreation, Culture & Parks Services 18 Council Meeting – Minutes - 8 - 14. Unfinished Business 15. Staff Information Reports 15.1. RCP 17-27 – January-March 2017 RCP Departmental Activity Reports RCP 17-27 - January-March 2017 RCP Departmental Activity Reports Jan-Mar 2017 Activity - Rec Programs and Services Jan-Mar 2017 Activity - Culture and Heritage Jan-Mar 2017 Activity - Parks and Facilities Resolution #13 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report RCP 17-27 – January-March 2017 RCP Departmental Activity Reports for information. Carried 16. Committee Minutes & Reports 17. Notice of Motions 17.1. Notice of Motion Motion to Reconsider Resolution #14 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Resolution number 19 from the Council meeting of April 10, 2017, Moved By: Councillor Adam, Seconded By: Councillor Stephenson THAT Council receives Report RCP 17-25 – Implementing an Off-Leash Dog Park in Tillsonburg; AND THAT Council authorize staff to install an off-leash dog park in Memorial Park as outlined in the report; AND THAT Council authorize the use of $36,000 from the Development Charge Reserve and $4,000 collected from late fees on dog licenses for construction of the dog park, be reconsidered in order to review the location of the dog park which was different from the original proposal. Carried 19 Council Meeting – Minutes - 9 - Councillor Hayes called for a recorded vote. Main Motion Moved By: Councillor Adam, Seconded By: Councillor Stephenson THAT Council receives Report RCP 17-25 – Implementing an Off-Leash Dog Park in Tillsonburg; AND THAT Council authorize staff to install an off-leash dog park in Memorial Park as outlined in the report; AND THAT Council authorize the use of $36,000 from the Development Charge Reserve and $4,000 collected from late fees on dog licenses for construction of the dog park, be reconsidered in order to review the location of the dog park. Recorded Vote: NAME VOTE IN FAVOUR VOTE AGAINST Councillor Adam X Deputy Mayor Beres X Councillor Esseltine X Councillor Hayes X Mayor Molnar X Councillor Rosehart X Councillor Stephenson X The recorded vote reflects the vote is 6 in favour of the Motion and 1 against the Motion. The motion is "Carried " 20 Council Meeting – Minutes - 10 - 18. Resolutions 19. Resolutions Resulting from Closed Session 20. By-Laws 20.1 By-Laws from the Meeting of Monday, April 24, 2017 Resolution #15 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT By-Law 4101, To Authorize a Community Transportation Pilot Grant Program Transfer Payment Agreement 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 Resolution #16 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT B y-Law 4103, To Authorize a Land Lease Agreement with Chesterman Farm Equipment Inc. 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 Resolution #17 Moved By: Councillor Hayes Seconded By: Deputy Mayor Beres 20.2 THAT By-Law 4102, To confirm the proceedings of Council at its meeting held on the 24th day of April, 2017, 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 21. Items of Public Interest Keep Tillsonburg Beautiful Day is planned for May 6, 2017. Participants are invited to meet at the Annandale Ball Diamonds at 9am. 21 Council Meeting – Minutes - 11 - 22. Adjournment Resolution #18 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT the Council Meeting of Monday, April 24, 2017 be adjourned at 8:45pm. Carried 22 K i n s m e n C l u b o f T i l l s o n b u r g KINSMEN CLUB OF TILLSONBURG “Serving the Community’s Greatest Need” Present NHL CENTENNIAL FAN ARENA Dear Mayor and Councillors, The Tillsonburg Kinsmen Club would like to formally request financial assistance as well as in kind donations for an upcoming community event. In partnership with the National Hockey League (NHL), the NHL Centennial Fan Arena is being brought to the Tillsonburg Community Center on August 10th through the 12th. This event will be offered as a free admission event to all patrons within the Southwestern Ontario region. The event is expected to draw 30 000 people to Tillsonburg throughout the weekend. Highlights for the weekend include: - The Stanley Cup - Ball Hockey Tournament - Virtual Reality Zamboni Races - Interactive Hockey Shooting Games - Pop up Ball hockey rink - Breakfast with the Stanley Cup - Travelling Hockey Hall of fame - Fireworks - Autograph sessions with current NHL players - Interactive Vendor Booths For further information regarding the NHL Centennial Fan Arena please view these video clips; https://www.nhl.com/video/t-285526634 https://www.nhl.com/video/nhl-centennial-fan-arena-tour/t-285526634/c-47309003 The Tillsonburg Kinsmen Club would like to request the following: 1) $10 000.00 2) All facility rental fees waived 3) Extension of the Town’s insurance policy to cover the event, including naming Tillsonburg Kinsmen Club as additional insured 4) Support by senior management to help with road closures, printing maps of premises to layout event 5) Support of Town staff on weekend of event to take care of cleanliness of premises, setting up of road barricades, picnic tables in food vendor area 6) Any permit fees waived 7) Allow use of electrical and internet systems to run NHL trucks and interactive portions of the Fan Arena 8) Allow use of outside water source to fill ballasts to hold down NHL tents and entry arch 23 K i n s m e n C l u b o f T i l l s o n b u r g For your information, a budget will be provided. We sincerely appreciate any assistance the Town of Tillsonburg is willing to offer. We look forward to seeing everyone at the event. Sincerely, Brad Martin President Tillsonburg Kinsmen Club 24 K i n s m e n C l u b o f T i l l s o n b u r g KINSMEN CLUB OF TILLSONBURG “Serving the Community’s Greatest Need” Present NHL CENTENNIAL FAN ARENA Dear Mayor and Councillors, The Tillsonburg Kinsmen Club would like to formally request financial assistance as well as in kind donations for an upcoming community event. In partnership with the National Hockey League (NHL), the NHL Centennial Fan Arena is being brought to the Tillsonburg Community Center on August 10th through the 12th. This event will be offered as a free admission event to all patrons within the Southwestern Ontario region. The event is expected to draw 30 000 people to Tillsonburg throughout the weekend. Highlights for the weekend include: - The Stanley Cup - Ball Hockey Tournament - Virtual Reality Zamboni Races - Interactive Hockey Shooting Games - Pop up Ball hockey rink - Breakfast with the Stanley Cup - Travelling Hockey Hall of fame - Fireworks - Autograph sessions with current NHL players - Interactive Vendor Booths For further information regarding the NHL Centennial Fan Arena please view these video clips; https://www.nhl.com/video/t-285526634 https://www.nhl.com/video/nhl-centennial-fan-arena-tour/t-285526634/c-47309003 The Tillsonburg Kinsmen Club would like to request the following: 1) $10 000.00 2) All facility rental fees waived 3) Extension of the Town’s insurance policy to cover the event, including naming Tillsonburg Kinsmen Club as additional insured 4) Support by senior management to help with road closures, printing maps of premises to layout event 5) Support of Town staff on weekend of event to take care of cleanliness of premises, setting up of road barricades, picnic tables in food vendor area 6) Any permit fees waived 7) Allow use of electrical and internet systems to run NHL trucks and interactive portions of the Fan Arena 8) Allow use of outside water source to fill ballasts to hold down NHL tents and entry arch 25 K i n s m e n C l u b o f T i l l s o n b u r g For your information, a budget will be provided. We sincerely appreciate any assistance the Town of Tillsonburg is willing to offer. We look forward to seeing everyone at the event. Sincerely, Brad Martin President Tillsonburg Kinsmen Club 26 NHL, the NHL Shield and the word mark and image of the Stanley Cup are registered trademarks and the NHL Centennial Season logo is a trademark of the National Hockey League. NHL and NHL team marks are the property of the NHL and its teams. © NHL 2017. All Rights Reserved. ZAMBONI and the configuration of the Zamboni Ice resurfacing machine are registered trademarks of Frank J. Zamboni & Co., Inc. KINSMEN CLUB OF TILLSONBURG “Serving the Community’s Greatest Need” Present NHL CENTENNIAL FAN ARENA Featuring The Rink A pop-up ball hockey rink will give youth hockey players a chance to shine with programmed games and clinics. The Stanley Cup® The oldest and most revered trophy in all professional sports will make a special appearance in every NHL market. Museum Truck The main attraction is a 53-foot museum truck with an innovative interior featuring more than 1,000 square feet of interactive digital displays, original video content, historical memorabilia, and unique photo moments. A second 53-foot trailer will host a giant video screen featuring team trivia and highlights, as well as a pop-out stage for special appearances. Clear The Ice Zamboni® VR Experience This never-before-seen VR experience allows fans from across North America to compete against each other in a race to resurface the ice. Fans will take a seat in a mini-Zamboni® ice resurfacer, feel cool air on their skin and their seat rumble, as they are tasked with creating the perfect sheet of ice - in virtual reality. 27 NHL, the NHL Shield and the word mark and image of the Stanley Cup are registered trademarks and the NHL Centennial Season logo is a trademark of the National Hockey League. NHL and NHL team marks are the property of the NHL and its teams. © NHL 2017. All Rights Reserved. KINSMEN CLUB OF TILLSONBURG “Serving the Community’s Greatest Need” Present NHL CENTENNIAL FAN ARENA SPONSORSHIP OPPORTUNITIES BENEFITS VENDOR $500 SILVER $2500 GOLD $5000 PLATINUM $10 000 EVENT $20 000 Recognition in all Media Publications Gala Night Recognition as Event Sponsor Table at Gala Dinner Rink Board Exclusive Advertisement Radio Publications Verbal Recognition throughout weekend Email Promotional Blasts Pre and Post Event Television Backdrop Vendor Booth – Tier 1 Location Promo Items Placed in Gala Swag Bag Logo on Event Website Signage Social Media Shout Outs Vendor Booth – Tier 2 Location 28 29 TOWN OF TILLSONBURG ENGINEERING SERVICES CUSTOMER SERVICE CENTRE 10 LISGAR AVE, TILLSONBURG, ON, N4G 5A5 SCALE: TITLE:TILLSONBURG COMMUNITY CENTRE NHL FAN ARENA ¯¯KEY MAP 1:2000 1:500 5 0 52.5 Meters 10 0 105 Meters 64.5 m(212 ft) 48 m(158 ft) 30 Tillsonburg Hydro Report Board Chair THI Title: Board Chair, Tillsonburg Hydro Inc. Report No.: Board Chair THI 17-01 Shareholder Update Author: John Gilvesy/Michael Desroches Meeting Type: THI BOARD MEETING Council Meeting Date: MAY 8, 2017 Attachments: 2017 THI BOARD CHAIR UPDATE TO THE SHAREHOLDER RECOMMENDATION THAT Council receives Tillsonburg Hydro Inc. Update as information. INFORMATION Council, as the single Shareholder of Tillsonburg Hydro Inc.(THI), this is an update on the business activities of Tillsonburg Hydro. The Town of Tillsonburg and Tillsonburg Hydro Inc. has a Master Service Agreement (MSA). As one of the requirements of that agreement, THI is presenting their plans for 2017 and an overview of the industry and the current regulatory environment. 1 CEO 31 Tillsonburg Hydro Shareholder’s Update 2017 May 8, 2017 32 2 Our Stakeholders 1.Town of Tillsonburg 2.Our Customers 3.Ontario Energy Board 4.Electrical Safety Authority 5.Independent Electricity System Operator Shareholders Update 2017 33 3 Our Shareholder Tillsonburg’s Councilors (elected members from the people of Tillsonburg) •THI’s Sole Owner. •Appoints THI’s Board of Directors. •Receives a yearly dividend. •Receives additional financial benefits through the contracted services to THI in terms of a Master Service Agreement (MSA). •Ongoing Review/Revisions and Updates to the MSA/MOUD •Community Participation and Support from their Utility. Shareholders Update 2017 34 4 Skill Based Board 7 Members 1 Councilor (elected member of the citizens of Tillsonburg) 1 Finance 1 HR/Safety 1 Local Business Representative 1 Utility Board and corporate/regulatory Experience 2 Electrical Utility Sector Shareholders Update 2017 35 5 What THI’s Board is Managing on Behalf of the Shareholder 1. Electricity Act, 1998 2. Ontario Energy Board Act, 1998 3. Green Energy Act 4. Energy Consumer Protection Act, 2010 5. Distribution Licence - Licence Numbers 6. Affiliate Relationships Code 7. Distribution System Code 8. Retail Settlement Code 9. Standard Service Supply Code 10. Conservation and Demand Management Code 11. Transmission System Code 12. Ontario Regulation 22/04 - Electrical Safety Authority (ESA) 13. Measurement Canada Shareholders Update 2017 36 6 As a result, THI is subject to a greater degree of regulatory supervision. From the OEB “An LDC has a monopoly on the distribution of electricity. In return for enjoying the benefits of that monopoly, the LDC must act in the best interests of its ratepayers” THI is providing an Essential Service to the Town of Tillsonburg Shareholders Update 2017 37 7 More from the OEB that your Board is asked to Manage •THI is required to survey their customers every two years. For rate applications, our investments and business plan must relate what our customers feel important. •We are benchmarked with our peers on efficiencies and financial results. •THI is required to be an advocate of sustainable Energy. Recently, we have been mandated not to disconnect customers to due arrears during the winter months. Shareholders Update 2017 38 8 Our Business Plan for 2017 Shareholders Update 2017 Projected 39 9 Our Capital Plan Shareholders Update 2017 •System Access represents spending related to new customers and customers changes to power requirements. Most of this work is recoverable by the individual customers themselves as set out in the rules by the OEB. •System Reliability is spending required to upgrade our aging infrastructure and keep it safe and reliable. •System Service represents spending related to Smart Grid technology, Metering enhancements, etc. •Contribution represents the money collected from customers to provide power to them 40 10 More About System Access •Misc capital is a holder for projects that come to us unplanned from our customers. •The New Residential Homes item are the connections for the final service connect. Shareholders Update 2017 41 11 More About System Reliability •End of Life Poles: more than 800 (1/3+) poles are past their useful life. •End of Life Primary Conductors are conductors past their useful life. The cost to replace will need to cover many years. 2017’s plan is to extend their useful life through injection technology. •Many of the other projects are to upgrade the system from 4kV to 27kV. The 4kV system was built more than 40 yrs ago. Shareholders Update 2017 Will reduce maintenance costs, outage times and improve public safety. 42 12 More About System Service •Smart Grid technology aims to improve reliability through smart self-healing network elements. First year is to introduce sensors. •Bell Mill Side Rd allows for Load transfer as needed to balance system feeders and to improve the flexibility of the system. Shareholders Update 2017 43 13 About our Operations, Maintenance and Distribution Plan •Focus on inspections and testing with the system •OEB mandates that our entire system to be inspected every three years. •Testing will identify those elements that are deemed unsafe and require immediate attention. •2017 will complete all inspections of our system and will be in compliance with Regulations. Shareholders Update 2017 44 14 Our Customers •THI has more than 7,100 customers to date. •6,300+ residential customers •675+ small business customers •95+ medium to large customers •60+ Scattered Load Connections •In 2016, THI hired an independent consultant to ask our customers how we are doing. •Our customers said… Shareholders Update 2017 45 15 Shareholders Update 2017 46 16 As Compared to what Our Customers said about the System overall in Ontario Shareholders Update 2017 47 17 Some Concerns we need to Work on Shareholders Update 2017 “Did you Utility Answer your question the first time” 48 18 Overall Score from Our Customers Shareholders Update 2017 49 19 OEB’s Role with Your Utility •Make rules that protect THI’s consumers •Establish the rates THI can charge •Monitor the performance of THI and how well the wholesale electricity market is working. •Issue a licence to THI in order to do business Shareholders Update 2017 50 20 Recent Ontario Energy Board (OEB) Focus Areas •Hydro Board Governance •Winter Disconnects •Oversight on Rates •Hydro Corporate Performance •Hydro Corporate Benchmarking •Price of Hydro: Low income customers •Introduce LEAP, OESP, Reduced Time of Use (TOU) pricing •Industry Consolidation Shareholders Update 2017 Ontarian's Priorities 51 21 Zooming into the THI’s Public Performance Scorecard Shareholders Update 2017 52 22 Shareholders Update 2017 Zooming into the THI’s Public Performance Scorecard 53 23 Shareholders Update 2017 Zooming into the THI’s Public Performance Scorecard 54 24 Community Participation •THI is a proud member of the Tillsonburg’s community. •Last year THI supported TurtleFest with a donation of $3,500. •THI places a float in the Annual Christmas Parade, •We, at no charge, help our customers find ways to save money through energy efficiency – on May 16th we will be celebrating customers who have saved money and reduced their energy bill. •We work hard to ensure we have the backs of those customers who have difficulty paying their bills and work with them to find a solution that works for them. •We place a priority on working with the Economic Development team to help promote the Town’s growth plans. Shareholders Update 2017 55 25 Electrical Safety Authority •ESA’s primary activities are: identifying and targeting leading causes of electrical safety risk; ensuring compliance with regulations; promoting awareness, education and training; and collaborating with stakeholders to improve the state of electrical safety in Ontario. •As a requirement for THI to be a licensed distributor of electricity, the OEB mandates THI to be in compliance with the ESA. Shareholders Update 2017 56 26 THI is working on Long term Solutions with Hydro One and the IESO to improve System reliability for our customers. •Currently the Town of Tillsonburg is being served by one feeder from Hydro One – a single point of failure. The consequence could result in long outages for the entire Town. •THI is working with the IESO and Hydro One to provide a second connection to Hydro One’s 115kv System. •Additionally, THI is working with Hydro One, independently, to provide backup power through their system in the surrounding area of Tillsonburg to provide near seamless power in the event of the 115kV failure. •All this will make Tillsonburg more attractive to new manufacturers. 115kV Town of Tillsonburg Surrounding areas of Tillsonburg Served by Hydro One Shareholders Update 2017 57 27 Tillsonburg Hydro’s Achievements •In 2017, first to implement the latest release of the Customer Information system (CIS) in the province. •Introduced “Health Map” to monitor system and improve locating troubles. •Partnering with the University of Western Ontario in developing Smart Grid strategy and innovations – received funding from Government sources of more than $180,000 over 2 years. •Paperless locates (completed 2016) •Paperless work orders (end of 2017) •Electric Vehicle Charging Station in town (end of 2017) •Implementing Price reductions to our customers on behalf of the Province. •Voluntarily stopped winter disconnections as requested by the Ministry of Energy. Presentation Title | Section 58 28 Board Current Work Includes •Internal Board Governance. •Long Term Strategic Plan for THI •Capital Spending related to our aging infrastructure. •5 Year Distribution System Plan •Safety of Tillsonburg Staff •Risk: Financial/Safety/Regulatory/Health and Safety •Customer Service Presentation Title | Section 59 29 Finally for the Shareholder •Yearly the Shareholder receives a Dividend of $150,000 from their Utility. •The Master Service Agreement (MSA) between the Shareholder and the Hydro Utility also represents a significant financial benefit to the Shareholder. •THI contracts all services to the Town of Tillsonburg. In doing so THI: •Pays $207,800 for Fleet Services; •Pays $131,600 for the use of your CSC Bldg; •Pays $32,300 for Firecom Services to handle our after hours calls; •Pays $140,000 to share in the costs of administration. •Pays shared indirect costs related to the staff of Tillsonburg such as: •the Town CAO, the Finance team, the HR team and more… •Overall there are 38 Town employees who support THI and we support the Town in sharing those costs. A long standing relationship between the two corporations. Shareholders Update 2017 60 30 Thank You Questions Shareholders Update 2017 61 Community 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 Files: A-01/17 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: May 8, 2017 REPORT NUMBER: 2017-119 OWNER: Barry & Diann Propper 32 North Street East, Tillsonburg Ontario REQUESTED VARIANCE: Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 100 m2 (1046 ft2) to 113 m2 (1216 ft2) to permit the construction of a detached accessory building. LOCATION: The subject lands are described as Lot 18, Plan 1062, in the Town of Tillsonburg. The subject property is located on the north side of North Street East, between Woodcock Drive and Falcon Drive, and is known municipally as 32 North Street East. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1) SURROUNDING USES: surrounding uses to the north, west and east include low density residential uses, consisting of single detached dwellings. Service commercial uses are present to the south. 62 File Number: A-01/17 Report Number 2017-119 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted provision of the Town Zoning By-law to facilitate the construction of a detached accessory building on the subject lands. The subject property is approximately 1977 m2 (0.49 ac) in size and contains a single detached dwelling with attached garage (circa. 1969), and gazebo. Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, 2015 Aerial Photo, provides an aerial view of the subject lands and surrounding properties. Plate 3, Applicant’s Sketch, shows the dimensions of the proposed accessory building. Plate 4, Proposed Building Elevations, provides the elevations of the proposed accessory building from the north and south. Plate 5, Proposed Building Elevations, provides the elevations of the proposed accessory building from the east and west. (b) Agency Comments This application was circulated to a number of public agencies. No concerns were raised through the agency circulation process. Public Notice was mailed to surrounding property owners on April 28th, 2017. As of the writing of this report, no concerns have been received from the public. (c) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses are primarily low density housing forms including single detached dwellings, duplexes and street fronting town houses and accessory uses. The use of the lands for a single detached dwelling and accessory uses thereto conforms to the ‘Low Density Residential’ policies of the Official Plan. (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘R1’, which permits a single detached dwelling. Provisions respecting accessory buildings and structures on large residential zoned lots are outlined in Section 5.1.1.4.1 v). Structures accessory to a residential use on an existing lot larger than 1,500 m2 (16,146.4 ft2) are permitted to occupy up to 100 m2 (1,076.4 ft2) of gross floor area. Lot coverage provisions for accessory structures are intended to ensure that accessory uses and structures remain clearly secondary to the main residential use of the property and have minimal impact on neighbouring properties. 63 File Number: A-01/17 Report Number 2017-119 Page 3 In this instance, the requested relief would facilitate the construction of a detached accessory structure, approximately 93 m2 (1,001 ft2). The resulting total lot coverage, including the detached garage and gazebo will be slightly larger (13 m2 or 140 ft2) than what is permitted. Planning staff note that the lot coverage would represent 5.7% of the total lot area. The proposed accessory building will comply with the other provisions of the Zoning By-Law. (e) Desirable Development/Use: Notwithstanding that the requested lot coverage of the proposed accessory structure and existing gazebo is larger than what is typically permitted, in this instance, Planning staff are satisfied that the proposed accessory structure is in keeping with the general purpose and intent of the Official Plan and Zoning By-law, and is desirable development for the subject lands. The presence of the accessory building is unlikely to negatively impact any adjacent properties, and given the large size of the subject lot, ample amenity area will remain for the applicant. It is also noted that although there is a private septic system servicing the property at this time, the property will be serviced with municipal sanitary sewers once the reconstruction of North Street East is completed. In light of the foregoing, it is the opinion of this Office that the requested relief maintains the general intent of the Official Plan and the Zoning By-law and can be given favorable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-01/17, submitted by Barry & Diann Propper, for lands described as Lot 18, Plan 1062, Town of Tillsonburg, as it relates to: 1. Relief from Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 100 m2 (1,076.4 ft2) to 113 m2 (1216 ft2) to permit the construction of a detached accessory building; Subject to the following condition: i) A building permit for the proposed accessory building shall be issued within one year of the date of the Committee’s decision. As the proposed variance is: (i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: Eric Gilbert, MCIP RPP, Senior Planner Approved by: Gordon K. Hough, RPP, Director 64 File Number: A-01/17 Report Number 2017-119 Page 4 EG 65 April 28, 2017 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 920 Notes NAD_1983_UTM_Zone_17N 46 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) 66 April 28, 2017 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 67 68 69 70 71 72 73 74 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Zone Change ZN 7-17-03 – Curtis Wilcox REPORT HIGHLIGHTS • The application for Zone Change proposes to rezone the subject property to ‘Special Entrepreneurial Zone (EC-9)’ to facilitate the conversion of the former Rolph Street Public School into 45 residential dwelling units. Special provisions are being sought to permit dwelling units on the lower floor of the former school building. • No exterior changes are proposed to the historically designated façade of the building. • Comments received through the agency circulation of the proposal will be largely addressed through the site plan approval process. • Planning staff are recommending that the application be supported, as it maintains the strategic goal of the Official Plan to increase residential density in the Central Area. DISCUSSION Background OWNER: Thames Valley District School Board 951 Leathorne St, London ON N5Z 3M2 APPLICANT: 2117846 Ontario Inc (Curtis-Wilcox) P.O. Box 61, Tillsonburg ON N4G 4H3 LOCATION: The subject property is described as Lot 761 and Part of Lots 763 & 764A, Plan 500, in the Town of Tillsonburg. The lands are located on the west side of Rolph Street, lying between Brock Street West and Washington Grand Avenue, and are municipally known as 83 Rolph Street. Page 1 of 9 75 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 COUNTY OF OXFORD OFFICIAL PLAN: Existing: Schedule “T-1” Town of Tillsonburg Land Use Plan Entrepreneurial District & Environmental Protection TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Minor Institutional Zone (IN1), with Environmental Protection 2 Overlay Proposed Zoning: Special Entrepreneurial Zone (EC-9), with EP2 Overlay PROPOSAL: The purpose of the application for Zone Change is to permit the conversion of the former Rolph Street Public School for residential use. The applicant proposes to accommodate 45 apartment dwelling units within the former school, and has requested relief of Section 5.4 - Dwelling Units Below Grade, to permit apartment dwelling units in the lower level of the former school. The applicant has not requested any other relief from the zoning by-law, as all required setbacks and parking will be provided. The subject property is approximately 1.8 ha (4.5 ac) and contains the former Rolph Street Public School. The western portion of the property consists of ravine lands and a former playground proposed for parking purposes is located on the southern boundary of the site, fronting on Rolph Street. The subject property also includes a parking lot, containing 14 spaces, located on the west side of Valleyview Lane. Surrounding land uses to the north, south and east include office and residential (single detached dwellings and duplexes, triplexes, and apartments) uses fronting on Rolph Street, Ridout Street West, Edgewood Drive, and Valleyview Lane. Ravine and valleylands bordering Stony Creek are present to the west. Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, 2015 Aerial Photo (with existing zoning), provides an aerial view of the subject property. Plate 3, Applicant’s Site Plan, depicts the location of the existing building and proposed parking lot layout. The Thames Valley District School Board, as the owner of the site, has signed an agreement of purchase and sale and has authorized the applicant to submit required zoning by-law amendment and site plan approval applications. Page 2 of 9 76 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.1 provides that healthy liveable and safe communities are sustained by accommodating an appropriate range and mix of residential development (including second units, affordable housing, and housing for older persons) to meet long-term needs, and promoting cost-effective development that minimizes land consumption and service costs. Section 1.4.3 directs that planning authorities shall provide for an appropriate range and mix of housing types and densities to meet projected requirements of current and future residents by permitting and facilitating all forms of housing required to meet the social, health, and well-being requirements of current and future residents, including special needs requirements and increasing the supply of affordable housing, and utilizing existing infrastructure and public service facilities. Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Land use patterns within settlement areas shall be based on: • densities and mix of land uses which are appropriate for, and efficiently use the infrastructure and public service facilities which are planned or available; • support active transportation; • efficiently use land and resources; • a range of uses and opportunities for intensification and redevelopment in accordance with the criteria in policy 1.1.3.3, where this can be accommodated. Section 1.7.1 of the PPS states that long-term economic prosperity should be supported by maintaining and, wherever possible, enhancing the vitality and viability of downtowns and main streets. OFFICIAL PLAN: The Official Plan states that Entrepreneurial District areas are those lands which feature a range of commercial and business development opportunities through the conversion of existing residential dwellings and new development or redevelopment. It is intended that development in this District will result in a mixture of residential and non-residential land uses. The vision for the Central Area is articulated in Section 8.3.2.1. In the future, the Central Area of the Town of Tillsonburg will remain as the most functionally diverse area of the Town and will serve as the primary business, cultural and administrative centre. The commercial core of the Central Area will remain a viable regional retail shopping district capable of meeting the day to day and specialty needs of residents of the Town as well as serving the southern part of Oxford County and portions of Elgin and Norfolk Counties. At the same time the Central Area will increasingly serve as a people place and will have increased day and night activity through the introduction of residential development within and near the Central Area and through better integration of the Central Area with the wider community. Page 3 of 9 77 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 A strategic objective of the Official Plan is to increase the residential population living within and in the vicinity of the Central Area. The creation of mixed use buildings and residential intensification is supported. Section 8.3.2.3.2.1- POLICIES FOR CONVERSION OF EXISTING BUILDINGS provides review criteria for development proposals to convert existing buildings within the Entrepreneurial District, as contemplated by this application. Review criteria include: • Form of development - it is intended that any business uses be small-scale in terms of floor area and number of employees and shall not significantly alter the residential character of the neighbourhood. This will be accomplished by restricting non-residential uses primarily to existing dwellings and structures and through site design on an individual basis by requiring that all proposals be subject to site plan control; • Alterations including building additions, enlargement of parking areas and landscaping will be based on the proposed use, neighbouring uses and lot size and configuration, and will be designed and oriented in such a manner as to blend into the existing residential character of the neighbourhood. In order to ensure that the use does not have an adverse effect on the residential character of the area, Town Council shall establish maximum lot coverage and parking provisions in the Zoning By-Law; • It is recognized that within the Entrepreneurial District, existing building locations and access points may constrain the ability to provide driveway widths, loading areas and parking spaces in accordance with the provisions of the Town Zoning By-law. As such, Town Council may establish reduced or altered standards for driveways, loading and parking areas, and may consider flexible parking arrangements such as tandem parking for employees, off-site parking or similar measures provided that such measures do not effect nearby residential uses or interfere with the functionality of the site. In order to minimize traffic disruption on major roads, new access points will generally be discouraged within the Entrepreneurial District. Residential intensification and compact urban form shall be facilitated through appropriate zoning standards and Town Council may consider the use of reduced municipal infrastructure requirements and lot standards on a site or area specific basis, provided that such standards are still in keeping with the overall objectives of the Official Plan. Medium density residential development is permitted within the Entrepreneurial District. The maximum residential density for medium density residential development is 62 units per hectare (25 units per acre). The development as proposed has a residential density of 51 units per hectare (21 units per acre). TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘Minor Institutional Zone (IN1)’, according to the Town of Tillsonburg Zoning By-law. The IN1 Zone reflects the former use of the land as a public school. The EP2 Overlay is present on the portion of the lands that are considered valleylands or ravine. Permitted uses within the ‘Entrepreneurial Zone (EC)’ include a wide variety of residential uses, including an apartment dwelling, and business/professional, medical offices, and small scale business uses outlined in Section 12.1. Page 4 of 9 78 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 Development within or adjacent to (within 50 m) of lands identified within the EP2 Overlay is generally prohibited, unless an Environmental Impact Study is required. In this instance, the development is proposed within the existing building and the former playground area and an EIS is not required to facilitate the conversion of the property for residential use. The provisions for parking areas are contained with Section 5.24 of the Zoning By-law. Section 5.4- Dwelling Units Below Grade, provides that a dwelling unit, in its entirety, may be located in a basement provided the finished floor level of such basement is not below the level of the sanitary or storm sewer serving the building or structure in which such basement is located and further, that the floor level of such basement is not more than 1.2 m (3.9 ft) below the adjacent finished grade. The applicant is seeking relief from this section to permit a dwelling unit in a basement 1.4 m (4.6 ft) below adjacent finished grade. TOWN OF TILLSONBURG CENTRAL AREA DESIGN STUDY: The subject property is located in the Residential/Institutional Area as identified in the Central Area Design Study, which was adopted by Town Council in 2012. These areas are characterized by single family detached dwellings, semi-detached dwellings, seniors housing, and other multi-unit residential buildings. The residential areas have potential to accommodate additional residential development in more compact building forms. Priority recommendations for new development within Residential Areas include respecting and complementing the heritage character of the downtown, with heritage elements being retained and/or refurbished. Under the Private Realm & Architectural Control Guidelines, the design study identifies the Rolph Street Public School as a property with identified heritage character, and provides suggestions for any additions, signage, or redevelopment of the site, to ensure that any additions or exterior modifications undergo a rigorous process of design review in order to ensure they contribute to the character of heritage architecture. AGENCY COMMENTS: The proposal was circulated to various public agencies considered to have an interest in the application. The Tillsonburg Chamber of Commerce indicated that they have no concerns with this application. Town of Tillsonburg Building Services provided the following comments: • basement units will need to meet the Ontario Building Code requirements for height and window areas; • all proposed alterations will need to meet the requirements of the Ontario Building Code; • the proposed change of use is subject to site plan approval; • property is subject to a heritage designation. Page 5 of 9 79 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 Town of Tillsonburg Engineering Services Department provided the following comments: The existing sanitary sewer that bisects the property is to be flushed, videoed, located, and 6.0 m easement and agreement to be granted for it. The area that encompasses the existing sidewalk along the west side of Rolph Street that encroaches on private property is to be dedicated to the Town. Oxford County Public Works Department indicated that the existing municipal sanitary sewer that crosses the property (adjacent to rear of building) requires an easement. The Town Development Commissioner provided the following comments: I have no concerns with the proposed rezoning and re-use of the property. In fact, the proposed rezoning for higher density residential supports the Economic Development Strategy item to encourage higher density development in the Downtown core. Further, supporting higher density is consistent with Theme 3.1 of the Community Strategic Plan, which identifies the goal of making Tillsonburg an attractive place to live for youth and young professionals (and also retirees) as downtowns are increasingly attractive for these demographics as they provide ease of access to services and amenities. Town of Tillsonburg Fire and Rescue Services indicated that site plan approval will be required for the change of use from Institutional (OBC Group B) to Residential (OBC Group C). Canada Post Corporation indicated that Canada Post will provide mail delivery service to the development through centralized Lock Box Assembly. The development includes plans for a multi-unit building with common indoor entrances. The developer must supply, install and maintain mail delivery equipment within these buildings to Canada Post’s specifications. PUBLIC CONSULTATION: Notice of complete application and notice of public meeting regarding this application were circulated to surrounding property owners on two occasions, April 4, 2017 & April 24, 2017. Planning staff responded to queries from three residents in the immediate vicinity of the property. Planning Analysis The application for Zone Change proposes to permit the conversion of the former Rolph Street Public School for multi-unit residential use consisting of up to 45 apartment dwelling units. Relief of Section 5.4 of the Zoning By-Law is being sought to permit apartments in the lower level of the existing building, which are 0.15 m lower than what is permitted. The proposed development of the subject lands is considered to be an efficient use of the lands, municipal services and infrastructure. It is the opinion of this Office that the subject application is consistent with the housing, intensification, and redevelopment policies of the PPS. The applicant has indicated that a number of the units will be constructed to be fully accessible. Additionally, staff are of the opinion that this proposal will assist in providing a mix of housing types and tenures, while maintaining the strategic goal of the Official Plan to concentrate employment and retail uses within the Central Area. The proposal also supports the planned function of the downtown as per Section 8.3.2.1 of the Official Plan as it will increase the Page 6 of 9 80 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 residential density of the Central Area, and will preserve the façade of the Rolph Street Public School, which is designated and protected by a Heritage Designation. Page 7 of 9 81 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 Any modifications to the heritage façade will require the approval of the Town’s Heritage, Beautification & Cemetery Advisory Committee. The subject lands comprise approximately 1.8 ha (4.5 ac) and the applicant’s proposal is to develop 45 residential units on the site, within the existing classrooms, gymnasium and library of the former school. Medium density residential development is permitted within the Entrepreneurial District, and the development, as proposed, has a net residential density of 51 units per hectare (21 units per acre), which is within the range as contemplated by the Medium density residential designation. The proposal is consistent with the policy direction of the Official Plan respecting redevelopment and conversion of existing buildings within the Entrepreneurial District. The proposed development will convert the existing building from an Institutional to a Residential use, and no additions or significant exterior alterations are proposed. All required parking can be accommodated onsite on the former playground area, and the accessible apartment dwelling units will make use of the existing parking lot on the property located on Valleyview Lane. Planning staff are of the opinion that the relief sought from the Zoning By-Law with respect to the basement elevation is minor as the proposed dwelling units in the lower level of the building will be below the permitted depth by only 0.15 m (0.49 ft). As noted by the Town Building Services Department, the proposed apartment dwellings in the lower level of the building must comply with the provisions of the Ontario Building Code respecting height and window areas for basement apartment dwelling units. The proposed conversion is subject to site plan approval, and the applicant has submitted a site plan and required supporting documentation and is working towards the required approval. Although the western portion of the subject property is located within the Environmental Protection 2 Overlay and contains ravine and valleylands associated with Stony Creek, an EIS was not required as part of this development due to the extent of existing development, and the location of the proposed development outside of the LPRCA Regulation Limit. The proposed conversion and renovations will be wholly contained within the existing building, and any new catchbasins, stormwater infrastructure, or sanitary sewers will be required to outlet to Rolph Street or Valleyview Lane. As part of the site plan process, existing infrastructure will need to be located and drainage patterns for the parking lot established to ensure that there is no additional impact or run off through the ravine. The Central Area Design Study promotes the maintenance and enhancement of existing heritage characteristics in the Central Area, particularly for buildings such as the Rolph Street Public School which is designated under the Ontario Heritage Act. In this respect, the applicant has not proposed exterior additions or alterations to the existing façade facing Rolph Street, apart from some minor changes to accommodate HVAC equipment for the apartment dwellings. The subject property is identified in the design study as being within the ‘Residential/Institutional Area’, and the proposed development is consistent with the principles and objectives of the study for renovations of existing heritage character buildings. In light of the foregoing, this Office is satisfied that the applicant’s proposal to rezone the subject lands to facilitate the conversion of a former public school within the Entrepreneurial District for multi-unit residential use is consistent with the PPS and supports the strategic objectives and general intent and purpose of the Official Plan and can therefore be given favourable consideration. Page 8 of 9 82 Report No: CP 2017-120 COMMUNITY PLANNING Council Date: May 8, 2017 RECOMMENDATION 1. It is recommended that the Council of the Town of Tillsonburg approve the zone change application submitted by 2117846 Ontario Inc (Curtis-Wilcox), whereby the lands described as Lot 761 and Part of Lots 763 & 764A, Plan 500, known municipally as 83 Rolph Street, are to be rezoned from ‘Minor Institutional Zone (IN1)’ to ‘Special Entrepreneurial Zone (EC-9)’ to facilitate the residential conversion of a former public school. SIGNATURES Authored by: Eric Gilbert, MCIP RPP Senior Planner Approved for submission: Gordon K. Hough, RPP Director Page 9 of 9 83 March 29, 2017 This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not beaccurate, current, or otherwise reliable. This is not a plan of survey Legend 1540 Notes NAD_1983_UTM_Zone_17N 77 Meters 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) 84 March 29, 2017 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 720 Notes NAD_1983_UTM_Zone_17N 36 Meters 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) 85 86 ZN 7-17-03 Mar. 28/17 87 TOWN Of TJLLSONBURG APPLICATION FOR ZONE CHANGE Page 2 c) Zoning: d) Uses: Present: ___ _.Y,'-'-'ft'-'C=#.={'/-'-I'-~.5c"'-~t-fqc?-'-"'"""'L~------------------ Proposed: (Include description) -"-C.-'<-"-Yl4<-Lum=-./<--.c..fJ"'!1-"14"-"'~c'-'r'-'-;--'t1'-~..t:.;.-z='f/YI'-'-'!.-"L-"-''1'------------- 3. Buildings/Structures: For all buildings/structures, either existing or proposed on the subject lands, please supply the following information: Exjstinq/Proposed Use: Date Constructed (if known): Floor Area: Setbacks: Front lot line Side lot lines Rear lot line 0 None Existing Building 1 6 r?.. r;:: fi'<l 9/;oc c, s t'-6-TL.,;d 0 None Proposed Building 2 Please complete for residential, commercial/industrial or institutional uses. etc. Apt., semi, townhouse, retail, restaurant, church, FLOOR AREA by dwelling unit or by type (office, retail common rooms, etc.) underground parking, pool, etc.) i i (for restaurant, assembly hall, etc.) RESIDENTIAL 4. Site Information (proposed use(s): Lot Frontage 5 Ffff SiLfi-TCrl Lot Depth Lot Area Lot Coverage Front Yard Rear Yard Interior Side Yard Exterior Side Yard (corner lot) Landscaped Open Space(%) No. of Parking Spaces No. of Loading Spaces Building Height Width of Planting Strip Driveway Width INSTITUTIONAL 88 T•DWN OF TILLSONBURG APPLICATION FOR ZONE CHANGE Page 3 5. Services: (check appropriate box) ~ ~osed 6. Water supply Sewage Disposal Storm Drainage Access: Provincial Highway County Road Publicly owned and operated piped water system Privately owned and operated individual well Other (specify)--------- Publicly owned and operated sanitary sewer system Privately owned and operated individual septic tank Other (specify)--------- Municipal Sewers [JV" Ditches Municipal Drains D Swales D D D Unopened Road Allowance D Right-of-Way owned by Municipal Road maintained all year g/ Other (specify) Municipal Road seasonally maintained D D D [jJ/" D D D D ul D D D D D 7. Generallnformation: a) Is the Subject Land the subject of regulations for flooding or fill and construction permits of the Long Point Region Conservation Authority? D No ~ If yes. has an Application been filed with the Conservation Authority? ~0 D Yes b) Present land use(s) of adjacent properties: @_fi-SI Qr£1'0\iA-L- c) Characteristics of subject land (check appropriate space(s) and add explanation, if necessary) (i) Does the land contain environmental features such as wetlands, woodlots, watercourses, etc.? D No [?"Yes If yes, describe _.(l.&i:::t:t.I'</:L/!../1/,~;<~;:::=------------------- (ii) Has any part of the land been formally used for any purpose other than agricultural purposes? ffi"No D Yes If yes, describe former use: 8. Historicallnformation: a) Is the subject land the subject of a current Application for Consent to the Oxford County Land Division Committee or a current application fo~raft plan of subdivision to the County of Oxford? IE(' No D Yes-> Application No. ------ b) Have the subject land(s) ever been the subject of any other application under the Planning Act, such as an application for approval of an Official Plan amendment, a zoning by-law amendment, a Minister's Zoning Order amendment, consent, a minor variance, or ~proval of a plan of subdivision? if No D Unknown D Yes-> File No.------Status/Decision _7r _______ _ c) If known, the date the subject land was acquired by the owner? /b 5/l0/2iih fV' 6N/ f?IU- 80:2._ d) If known, the length of time that the existing uses of the subject land have continued? 2o{ (., 89 ' ' ' ' TOWN OF Tlt.LSONBURG APPliCATION FOR ZONE CHANGE :.Th:;:a::m:;:e:,:s~V:.:a::lle:iy~D:;i::::st::rt:::Cic:S::C:::h:::OO::I.:B::o::ar::d.:is:.._ __ ~ll, the owner(s) of the !and that Is the subject of this application for _:.2:.1 1..:7:.8.:.46:.0.:.:..nt:::•:.rio:.:.ln:::c·~-----, to make this 8011n,;tlidii;o40 my/our behalf. Per: THIS SECTION TO BE COMPLETED IN THE PRESENCE OF A COMMISSIONER FOR TAKING AFFIDAVITS Y4J::rrv,( c...fi.:t'? 5 of the p2t-v,N I /We of {{a.~ ut? 0 in the ~f'J!l( of ~/'2..J>::::> , ' DO SOLEMNLY DECLARE THAT: AU of the pruscribed Information oonlafned In thl& application is true and that the Information conlained in the documents that may accompany this appllcatinn is true Md 1 make this tolemn dedaratlon consdentlously believing i1.1o ba true and knoWing tl\atlt i$ of tlut same farce end erfectas,if made under oath and by Vlltl.le of the Canpda Gvidonca Ac;l. -p;;;;;;;::. . L Q<-<HJ ~ DECLARE~ before me at the or Ti I Son bcv-'1 in the l De r.-k.\ of ~ \-o.-.-:1 Owner(s)/Appllcant this 'r day of /:co;,a;b. 20..1..1:- (},)a L'rnf_J A Owner(s)/Appllcant A cmtuliiSSit.n•n !VIJ Alfld&vlls HELEN JOHNSON, a Commissioner. etc., Province of Ontario, for the ' Cor ' , nftho T, Exp1res: March 1 O, 2020 ·-w•tf lli:!te&: -, .--Applications will not be considered complete untU all requested information has been supplied. 3. lt. is required that one original of this application (Including the sketch/site plan) be filed, accompanied by the applicable fee of$650.00 In cash or cheque, payable to the Treasurer, Town ofTIIIsonburg. Municipal Fraedom of Information and Protacllpn of Privacy Act-Notice of Collection & Dliclosure The collection o! personal information on this form Is legaUy authorized under Sec.34 or the Planning Act and o.Reg.545/06 for the purpose of processing your planning application. Questions. abaul this collection shoukl be directed to the Corporate Manager of Community and Strateglc Planning at the County of Oxford, 21 Reeve St., P.O~ Box 1614, Woodslock, ON N4S 7Y3 or at 519·539-9800 (exl.3207). Pursuant to Sec.1.0.1 of the Planning Acl, and in accordance with Sec.32(e) of the Munfclpsl Freedom of Information and Proteclioo of Privacy Act, it is the poflC\1 of the County of Oxford to make all planning appllcallons and supporting matertal avallablelo the public. 90 91 92 Report Title 2017 BUDGETARY ESTIMATES AND TAX RATES Report No. FIN 17-12 Author DENIS DUGUAY Meeting Type Council Meeting Council Date MAY 8, 2017 Attachments • 2017 FINAL LEVY BY-LAW 4106 RECOMMENDATION THAT Council receives report FIN17-12 2017 Budgetary Estimates and Tax Rates. AND THAT By-Law No. 4106 to provide for the adoption of budgetary estimates, tax rates, installment due dates and to further provide for penalty and interest on default of payment thereof for 2017 be brought forward for Council consideration. EXECUTIVE SUMMARY To present the By-Law adopting the 2017 budgetary estimates and tax rates to Council for consideration. FINANCIAL IMPACT/FUNDING SOURCE At the Council meeting held on February 13, 2017, Council adopted the 2017 budget and business plans establishing a requirement from taxation for general purposes of $13,989,100. To meet this levy requirement, tax rates founded on the 2016 current value phase-in assessment and those parameters mandated by the County of Oxford for class ratios and subclass discounts have been calculated. Attached is By-Law No.4106 specifying the approved levy amount along with Schedule “A” that provides for the applicable calculated 2017 tax rates to generate the levy amounts for each requisitioning body. The By-law will be brought forward later in this meeting for three readings. COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A Page 1 / 1 FIN 17-12 FINAL Tax Levy By-Law 93 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO 4106 A BY-LAW TO PROVIDE FOR THE ADOPTION OF BUDGETARY ESTIMATES, TAX RATES AND TO FURTHER PROVIDE FOR PENALTY AND INTEREST IN DEFAULT OF PAYMENT THEREOF FOR 2017. WHEREAS Section 290 of the Municipal Act, 2001, S.O. 2001 c.25, as amended, provides that the Council of a local municipality shall prepare and adopt estimates of all sums required during the year for the purposes of the municipality, WHEREAS Section 312 of the said Act provides that the Council of a local municipality shall, after the adoption of estimates for the year, pass a by-law to levy a separate tax rate on the assessment in each property class, and WHEREAS Sections 307 and 308 of the said Act require tax rates to be established in the same proportion to tax ratios; and WHEREAS regulations require reductions in certain tax rates for certain classes or subclasses of property. Now therefore the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1) That the budget estimates setting out the revenues and expenditures as detailed in the Business Plans for the year 2017, and endorsed by resolution, February 13th, 2017, raising the following amounts from realty taxation be adopted: A) A general municipal levy of $13,989,100 . B) A special levy for core area parking of $141,500 C) A special levy for the Business Improvement Area of $123,900 2) That the tax rates hereby adopted for each class for the year 2017, excluding local improvement rates or other special charges collected as taxes, shall be the tax rates as listed on Schedule “A” attached hereto and forming part of this by-law and the tax rate for each class shall be applied against the whole of the assessment for real property for that particular class and purpose. 3) That every owner shall be taxed according to the tax rates in this by-law. The taxes for a particular property shall be calculated by applying the Current Value Assessment against the tax rates set out and further adjusted as required by the provisions of the Municipal Act, 2001, S.O. 2001. Such taxes shall become due and payable in two installments as follows: ALL PROPERTY CLASSES: FIRST INSTALMENT Thursday, August 24, 2017 SECOND INSTALMENT Thursday, October 26, 2017 Notice of such taxes due shall be sent by first class mail to those persons shown as liable for the payment of taxes. 4) That a charge as a penalty of 1 and 1/4 per cent on the amount of any outstanding taxes levied in 2017 shall be made on the first day of default and on the first day of each calendar month thereafter in which default continues until December 31, 2017, and any such additional amounts shall be levied and 94 collected in the same manner as if they had been originally imposed with and formed part of the taxes levied under this by-law. The penalty charges indicated in this section shall be waived for those taxpayers participating in the Monthly Preauthorized Payment Programme provided the payments are made as agreed and without default. 5) That interest of 1 and 1/4 per cent on the amount of any taxes due and unpaid after December 31, 2017 shall be charged on the first day of each calendar month thereafter in which default continues. This by-law shall come into effect on the date of the final passing thereof. READ A FIRST AND SECOND TIME THIS 8th DAY OF MAY, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 8th DAY OF MAY, 2017. ____________________________________ Mayor – Stephen Molnar ____________________________________ Town Clerk – Donna Wilson 95 TOWN OF TILLSONBURG Schedule "A " to By-Law 4106 2017 TAX RATES TOTAL BASE RTC/RT Q GENERAL COUNTY SEWERS EDUCATION RATES PARKING B.I.A. TOTAL RT RESIDENTIAL 0.00746988 0.00417442 0.00023655 0.00179000 0.01367085 0.00121163 0.01488248 MT MULTI-RESIDENTIAL 0.01904819 0.01045079 0.00060320 0.00179000 0.03189218 0.00309570 0.03498788 CT COMMERCIAL 0.01420622 0.00793891 0.00044987 0.01390000 0.03649500 0.00230427 0.00203520 0.04083447 XT COMMERCIAL NEW CONSTRUCTION 0.01420622 0.00793891 0.00044987 0.01140000 0.03399500 0.00230427 0.00203520 0.03833447 CU VACANT UNITS/EXCESS LAND 0.00994435 0.00555724 0.00031491 0.00973000 0.02554650 0.00161299 0.00142464 0.02858413 CX VACANT LAND 0.00994435 0.00555724 0.00031491 0.00973000 0.02554650 0.00161299 0.00142464 0.02858413 XU COM'L NEW CONST. - EXCESS LAND 0.00994435 0.00555724 0.00031491 0.00798000 0.02379650 0.02379650 IT INDUSTRIAL 0.01964578 0.01097872 0.00062213 0.01390000 0.04514663 0.04514663 JT INDUSTRIAL NEW CONSTRUCTION 0.01964578 0.01097872 0.00062213 0.01140000 0.04264663 0.04264663 IU VACANT UNITS/EXCESS LAND 0.01276976 0.00713617 0.00040438 0.00903500 0.02934531 0.02934531 IX VACANT LAND 0.01276976 0.00713617 0.00040438 0.00903500 0.02934531 0.02934531 LT LARGE INDUSTRIAL 0.01964578 0.01097872 0.00062213 0.01390000 0.04514663 0.04514663 LU VACANT UNITS/EXCESS LAND 0.01276976 0.00713617 0.00040438 0.00903500 0.02934531 0.02934531 PT PIPELINES 0.00940682 0.00525685 0.00029789 0.01040000 0.02536156 0.02536156 FT FARMLAND 0.00186747 0.00104361 0.00005914 0.00044750 0.00341772 0.00341772 R1 FARMLAND DEV PH 1 0.00336145 0.00187849 0.00010645 0.00080550 0.00615189 0.00615189 96 97 Report Title Reserve Policy Report No. FIN 17- 13 Author Dave Rushton Meeting Type Council Council Date MAY 8, 2017 Attachments FIN 17 – 05, BY-LAW # 4107 RECOMMENDATION THAT Council receives report FIN 17-13 Reserve Policy; AND THAT Council approves the direction of the individual Reserves that are established therein; AND FURTHER THAT BY-LAW 4107 - Reserve Policy be brought forward for Council consideration EXECUTIVE SUMMARY In January, Council directed staff to prepare and updated the Reserve Policy and to separate the funds from a singular general account into more specific funds (FIN 17 – 05). The attached summary will be presented annually to Council as an update on the status of each Reserve or Trust. BACKGROUND “Reserves” are a provision or amount that is designated for a future purpose that extends beyond the current fiscal year. Reserves are set up or utilized by resolution. Finance staff has reviewed the various amounts that have been accumulated over the last several years and through consultation with the Senior Leadership Team have established a series of Reserves to be used in consultation with Council direction as per the By-Law These funds have where appropriate established a minimum and maximum target that Senior Leadership Team feels is appropriate for each reserve. The By-Law explains the purpose of the fund, the sources of revenue and where the monies will be spent. The Reserves have been split into three different categories; Discretionary Reserves, Obligatory Reserves and Trust Funds which all provide funds for the financing of future assets or activities. FINANCIAL IMPACT/FUNDING SOURCE The monies shown in the December 31, 2016 balances are either the adjusted balance of each account or a redistribution of the “General” fund into these specific funds. There is no impact on the 2017 budget. COMMUNITY STRATEGIC PLAN IMPACT This Reserve Policy shows Excellence in Local Government through good fiscal management. It Demonstrates Accountability by showing in detail the accumulation of monies for the continued planning of the financial future of Town. Page 1 / 1 Reserve Policy 98 Contents AIRPORT RESERVE ............................................................................................................. 3 ASSET MANAGEMENT FUNDING RESERVE ...................................................................... 4 FACILITY INFRASTRUCTURE RESERVE ............................................................................ 5 CEMETERY RESERVE ......................................................................................................... 6 COUNCIL RESERVE ............................................................................................................. 7 DEVELOPMENT REMEDIATION RESERVE ......................................................................... 8 DOWNTOWN PARKING RESERVE ...................................................................................... 9 ECONOMIC DEVELOPMENT RESERVE .............................................................................10 ELECTION RESERVE ..........................................................................................................11 ENGINEERING RESERVE ...................................................................................................12 FIRE DEPARTMENT EQUIPMENT RESERVE .....................................................................13 FIRE DEPARTMENT LABOUR RESERVE ...........................................................................14 FLEET AND EQUIPMENT RESERVE ...................................................................................15 IT EQUIPMENT RESERVE ...................................................................................................16 LINEAR INFRASTRUCTURE RESERVE ..............................................................................17 PHYSICIAN RECRUITMENT RESERVE ..............................................................................18 POLICE RESERVE ...............................................................................................................19 POLICE SERVICES BOARD RESERVE ...............................................................................20 RECREATION CULTURE AND PARKS RESERVE POLICY ................................................21 TAX RATE STABILIZATION RESERVE ................................................................................22 TRANSIT RESERVE .............................................................................................................23 WASTE MANAGEMENT RESERVE .....................................................................................24 WINTER MAINTENANCE RESERVE....................................................................................25 OBLIGATORY RESERVES ......................................................................................................26 BUILDING PERMIT COST STABILZATION RESERVE ........................................................26 DEVELOPMENT CHARGE RESERVE 27 GAS TAX REBATE RESERVE ..............................................................................................28 TRUST FUNDS .........................................................................................................................29 ANNANDALE HOUSE TRUST ..............................................................................................29 CEMETERY MAINTENANCE TRUST ...................................................................................30 CEMETERY PERPETUAL CARE TRUST .............................................................................31 TOWN OF TILLSONBURG RESERVE POLICY 99 CEMETERY PRE-PAID TRUST ............................................................................................32 COMMUNITY TRUST ...........................................................................................................33 LAKE LISGAR REVITALIZATION TRUST .............................................................................34 PARKLAND TRUST RESERVE ............................................................................................35 SCHOLARSHIP TRUST ........................................................................................................36 TOWN OF TILLSONBURG RESERVE POLICY 100 AIRPORT RESERVE The Airport Reserve provides a contingency for unforeseen events that might put pressure on the tax rate, provides for expenditures associated with the rehabilitation or replacement of existing Airport infrastructure as well as a source of funding for external airport consulting services. Revenues The Airport Reserve shall generally receive revenues from annual operating budget allocations or any surplus generated from the Airport business, after allowing for operating and capital expenses, on an annual basis. This Reserve also consists of funds set aside from Airport projects not completed in the previous financial year. These funds will be used to complete those Airport projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Airport Reserve may be used to fund the rehabilitation or replacement of existing airport capital infrastructure, assist in meeting the funding requirements of matching airport funding programs developed by senior levels of government, or support airport consulting services for various types of studies, plans or strategic development of the Airport. Recommended Target Levels The recommended minimum target would be about to 50% of the annual Airport General Operating Budget, which for 2017 is equivalent to $101,565. The recommended maximum target would be about to 100% of the annual Airport General Operating Budget, which for 2017 is equivalent to $203,130. COMMENTS: The 2016 ending balance is $56,597. TOWN OF TILLSONBURG RESERVE POLICY 101 ASSET MANAGEMENT FUNDING RESERVE The Asset Management Plan Funding Reserve is a long term source of financing to overcome the deficiency in replacement or purchases of capital assets. Revenues The Asset Management Plan Funding Reserve revenues are from the growth portion of the Current Market Assessment. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Asset Management Plan Funding Reserve expenditures will be used to assist with the financing of assets in the approved Capital Budget. Recommended Target Levels The recommended minimum target shall be $nil The recommended maximum target would be $420,000, 3% of the annual budget. COMMENTS: The 2016 ending balance is $0. TOWN OF TILLSONBURG RESERVE POLICY 102 FACILITY INFRASTRUCTURE RESERVE The Capital Infrastructure Reserve provides for expenditures associated with the rehabilitation, replacement or construction of buildings and other related facilities. Revenues The Capital Infrastructure Reserve revenues are from taxation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Capital Infrastructure Reserve will be spent on costs related to design and implementation of the rehabilitation, replacement or construction of buildings and other related facilities. . Recommended Target Levels The recommended minimum target shall reviewed based on specific facility projects and needs The recommended maximum target would be the total costs of all foreseen projects. COMMENTS: The 2016 ending balance is $45,021. TOWN OF TILLSONBURG RESERVE POLICY 103 CEMETERY RESERVE The Cemetery Reserve provides a source of funds for Cemetery projects and equipment. Within the Cemetery Reserve is a separate Memorials component that will fund replacements and maintenance of memorial benches, special memorials and trees in the Cemetery. Revenues The Cemetery Reserve revenues are from year-end surpluses in the Cemetery operations and surpluses in cemetery-related capital projects and from donations. The Memorials Component will receive 10% of each memorial bench & tree fee, and a 25% perpetual care levy on special memorials (defined as any memorial not considered a burial markers). The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Cemetery Reserve is to be used for Cemetery planning and plan implementation, surveys, landscaping projects, and other special Cemetery projects. Funds in the Memorials component will be used to replace, repair or maintain memorial benches and trees, and special memorials in the Cemetery including the flagpoles, the memorials near the Cemetery Building, and the St. Mary’s Cemetery cross. Recommended Target Levels The recommended target minimum is $50,000 plus the cumulative total of contributions to the Memorials component. COMMENTS: The 2016 ending balance is $12,100. TOWN OF TILLSONBURG RESERVE POLICY 104 COUNCIL RESERVE The Council Reserve provides for funding special projects identified by Council that may arise from time to time. Revenues The Council Reserve revenues are derived from taxation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Council Reserve is spent on special projects as determined by Council from time to time. Recommended Target Levels The recommended minimum target shall $0 COMMENTS: The 2016 ending balance is $3,400 which was a result of balance of funds from the Council Chamber upgrades. TOWN OF TILLSONBURG RESERVE POLICY 105 DEVELOPMENT REMEDIATION RESERVE The Development Remediation Reserve provides a source of funding for the installation, repair or replacement of outstanding development related municipal infrastructure deficiencies Revenues The Development Remediation Reserve shall generally receive revenues, after the appropriate notice by the Town has been provided, from outstanding construction holdbacks for which the Contractor has not remedied, any outstanding or expired municipal infrastructure deposits provided at the time of building permit application that the Builder has not rectified, and any outstanding Subdivision or Site Plan Agreement securities as a result of Developer default. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Development Remediation Reserve may be used for the installation, repair or replacement of outstanding development related municipal infrastructure deficiencies. Recommended Target Levels The balance of the Development Remediation Reserve should not drop below $0 and should be monitored regularly to ensure outstanding municipal infrastructure deficiencies are appropriately rectified. COMMENTS: This is a new reserve in 2017 and has no opening balance. TOWN OF TILLSONBURG RESERVE POLICY 106 DOWNTOWN PARKING RESERVE The Parking Reserve provides a source of funding to properly maintain the Downtown Municipal parking lots including capital investment in new or existing Downtown parking infrastructure. This Reserve can be used for operating or capital expense purposes, but can only be used for Municipal parking located in the Downtown. Revenues The Parking Reserve revenues are generated from surplus funds left over from the parking levy charged to Downtown property owners, payments in lieu of parking paid on development not spent in the current year, and any net proceeds from the sale of Town owned parking lot property. This reserve also consists of funds set aside from Downtown Municipal parking infrastructure capital projects not completed in a previous financial year. These funds will be used to complete those Downtown Municipal parking infrastructure capital projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Parking Reserve may be used for the rehabilitation or replacement of existing Downtown Municipal parking lots, the purchase and capital maintenance of any Downtown Municipal parking infrastructure and related components, including parking- related technology, the design and construction of new Downtown Municipal parking infrastructure and the purchase of associated land, including financing, the cost associated with parking-related studies, analysis, policy or strategy development, and any annual operating deficit if incurred by the Town. Recommended Target Levels The balance of the Downtown Parking Reserve should not drop below $0 and should be monitored regularly to ensure appropriate investment in Downtown Municipal parking infrastructure. COMMENTS: The 2016 ending balance is $237,021. TOWN OF TILLSONBURG RESERVE POLICY 107 ECONOMIC DEVELOPMENT RESERVE The purpose of this reserve is to fund strategic economic development initiatives including:  Industrial land acquisition and development  Commercial land acquisition and development (high priority projects only)  Preparation and implementation of Economic Development strategies and studies that support the growth and development of the Tillsonburg economy Revenues The Reserve revenues are typically generated by industrial and commercial land sales and special projects. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Reserve is used to fund land acquisition and development, studies that support growth and related costs. Recommended Target Levels The recommended minimum target shall be $500,000 The recommended maximum target would be $5,000,000 COMMENTS: The 2016 ending balance is $826,806 TOWN OF TILLSONBURG RESERVE POLICY 108 ELECTION RESERVE The Election Reserve provides funding for the municipal election held every 4 years. The purpose of the fund is to spread the costs over each of the four years. Revenues The Election Reserve revenues are from planned amounts budgeted through the Council operating budget. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Election Reserve is to be used for election purposes and all associated costs therein. Recommended Target Levels The recommended target minimum is 13,500. For 2017, this would be $40,500 based 3 years contributions. A preferred amount to support elections would be $54,000. COMMENTS: The 2016 ending balance is $44,000. TOWN OF TILLSONBURG RESERVE POLICY 109 ENGINEERING RESERVE The Engineering Reserve provides a source of funding for external engineering services to smooth budgetary impacts associated with Regulated obligations, to support consulting services for various engineering related studies, plans, assessments, policy or strategic development, analysis, inspections, or investigations as they arise, and to support the implementation of engineering related capital projects. Revenues The Engineering Reserve shall generally receive revenues from annual operating budget allocations or any surplus generated from the engineering business, after allowing for operating and capital expenses, on an annual basis. This Reserve also consists of funds set aside from engineering related projects not completed in the previous financial year. These funds will be used to complete those engineering related projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Engineering Reserve may be used for consulting services of various engineering related studies, plans, assessments, policy or strategic development, analysis, inspections, or investigations as they arise and the implementation of engineering related capital projects. Recommended Target Levels The recommended minimum target shall be sufficient to cover all Regulated engineering related obligations. For 2017, this is equivalent to $40,000. A preferred amount would be about 25% of the annual operating budget, which for 2017 is equivalent to $68,650. The recommended maximum target would be equivalent to 50% of the annual operating budget which is $137,300 representing about three iterations of Regulated engineering obligations. COMMENTS: The 2016 ending balance is $9,756. TOWN OF TILLSONBURG RESERVE POLICY 110 FIRE DEPARTMENT EQUIPMENT RESERVE The Fire Department Equipment Reserve provides a fund for capital equipment purchases. Revenues The Fire Department Equipment Reserve revenues are from planned amounts budgeted through the fire department operating budget. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Fire Department Equipment Reserve is to be used for capital projects. Recommended Target Levels The recommended target minimum is $75,000. For 2017, the balance will be $45,000 based on the operating budget contribution of $45,000. A preferred amount to support capital purchases would be $225,000. COMMENTS: The 2016 ending balance is $14,000. TOWN OF TILLSONBURG RESERVE POLICY 111 FIRE DEPARTMENT LABOUR RESERVE The Fire Department Labour Reserve provides a fund for part time suppression labour costs. Revenues The Fire Department Labour Reserve revenues are from surplus amounts, if any, of the fire department suppression labour budget. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Fire Department Labour Reserve is to be used for occasions where, suppression, training and public education labour costs exceed the budgeted amount in a year. Recommended Target Levels The recommended target minimum is $15,000. COMMENTS: This is a new reserve in 2017 and has no opening balance. TOWN OF TILLSONBURG RESERVE POLICY 112 FLEET AND EQUIPMENT RESERVE The Fleet and Equipment Reserve shall provide a source of funding for the replacement of corporate vehicles and equipment. Where expansion is necessary and where Development Charge funding cannot be applied, this Reserve is to provide a source of funding for the purchase of such fleet/equipment. Each request for expansion funded from this Reserve must be made clear during the capital budget process and in the purchase award report to Council. Revenues The Fleet and Equipment Reserve revenues shall be generated through the application of an annual Capital Cost Recovery charge to user departments. Fleet units shall repay this Reserve over the useful life of the unit. Additionally any surplus generated from the fleet business, after allowing for operating and capital expenses as well as any revenue generated from the disposal of replaced fleet assets shall also be contributed to this Reserve. This reserve also consists of funds set aside from fleet capital projects not completed in a previous financial year. These funds will be used to complete those fleet capital projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Fleet and Equipment Reserve shall be used for the replacement of corporate vehicles and equipment. Recommended Target Levels The Reserve balance shall be adequate to sustain the replace of existing vehicles and equipment on a replacement scheduled based on the estimated service life of the vehicle and/or piece of equipment. The recommended minimum target shall be equivalent to the sustainable annual capital investment forecast identified in the Town Asset Management Plan as $830,000 for fleet and equipment. A preferred amount would be equivalent to 15% of the Fleet replacement value identified in the Town Asset Management Plan, which for 2017 would be equivalent to $1,567,500. The recommended maximum target would be about 20% of the Fleet replacement value identified in the Town Asset Management Plan. For 2017, this would be equivalent to $2,090,000. COMMENTS: The 2016 ending balance is $197,208 and a recommendation to put $238,000 in year end surplus to bring the total available for 2017 to $435,208. TOWN OF TILLSONBURG RESERVE POLICY 113 IT EQUIPMENT RESERVE The IT Equipment Reserve shall provide a source of funding for the replacement of corporate software, computer and communications equipment. Revenues The IT Equipment Reserve revenues shall be generated through the application of an annual Capital Cost Recovery charge to user departments. IT related charges shall repay this Reserve over the useful life of the units. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The IT Equipment Reserve shall be used for the replacement of corporate software, computing and tele-communications equipment. Recommended Target Levels The Reserve balance shall be adequate to sustain the replacement of existing equipment on a replacement schedule based on the estimated service life of the piece of equipment. The recommended minimum target shall be equivalent to the sustainable annual capital investment forecast identified in the Town Asset Management Plan as $75,000. A preferred amount would $225,000. COMMENTS: The 2016 ending balance is $307,192 as $150,000 has been saved for telephone system replacement in 2017. TOWN OF TILLSONBURG RESERVE POLICY 114 LINEAR INFRASTRUCTURE RESERVE The Linear Infrastructure Reserve provides for expenditures associated with the rehabilitation or replacement of existing capital infrastructure such as roads sidewalks, streetlights and signalized intersections, bridges, culverts and retaining walls, storm sewers and stormwater management facilities and their respective related infrastructure. Revenues The Linear Infrastructure Reserve shall generally receive revenues from annual operating budget allocations, any surplus generated from existing linear infrastructure business after allowing for operating and capital expenses, any new linear infrastructure program funding from senior levels of government, not including Gas Tax Funding, and an equitable share of the Assessment Growth allocated towards the Towns Asset Management Plan. Additionally, an annual allocation of surplus shall be contributed to this Reserve, as outlined in the Surplus Allocation Policy. This reserve also consists of funds set aside from linear infrastructure capital projects not completed in a previous financial year. These funds will be used to complete those linear infrastructure capital projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Linear Infrastructure Reserve may be used to fund the rehabilitation or replacement of existing capital infrastructure or assist in meeting the funding requirements of matching linear infrastructure programs developed by senior levels of government. Recommended Target Levels The recommended minimum target shall be equivalent to 1% of the linear infrastructure replacement value identified in the Town Asset Management Plan, which for 2017 would be $2,076,000. The preferred amount would be equivalent to the sustainable annual capital investment forecast identified in the Town Asset Management Plan as $3,890,000 for linear infrastructure. The recommended maximum would be about 8% of the linear infrastructure replacement value identified in the Town Asset Management Plan. For 2017, this would be equivalent to $16,608,000 representing approximately the support for a 5-year capital plan. COMMENTS: The 2016 ending balance is $139,231 TOWN OF TILLSONBURG RESERVE POLICY 115 PHYSICIAN RECRUITMENT RESERVE The Physician Recruitment Reserve is to establish funding in partnership with Tillsonburg District Memorial Hospital for the attraction of Physicians. Revenues The Physician Recruitment Reserve revenues are supported through taxation and donations from individuals and corporation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Physician Recruitment Reserve has two main areas of expenditures. The first is related to the attraction of Physicians and the marketing related cost and the second is for costs to secure Physicians. A Shared Physician Recruitment Incentive Support Model for new physicians has been agreed to with the Tillsonburg District Memorial Hospital. Recommended Target Levels The recommended minimum target shall $35,000 The recommended maximum target would be $100,000 COMMENTS: The 2016 ending balance is $7,456 and in April 2017 council approved to add $60,000 for the Town share of funding of the joint agreement for 2017. TOWN OF TILLSONBURG RESERVE POLICY 116 POLICE RESERVE The Police Reserve purpose is to offset the annual cost of the Town’s police service contract. Revenues The Police Reserve shall generally receive revenues from any surplus generated from a decrease in the budgeted service contract or unbudgeted funds received under the Ministry of Community Safety and Correctional Services which include, but are not limited to, the Community Policing Partnerships, Safer Communities - 1,000 Officers Partnership and RIDE grant programs. The Reserve will also retain interest earned by the funds in the Reserve. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Police Reserve funds are to be used solely to offset the annual cost of the Town’s police service costs and must be made clear during the annual budget process. Recommended Target Levels N/A COMMENTS: The 2016 ending balance is $176,040. TOWN OF TILLSONBURG RESERVE POLICY 117 POLICE SERVICES BOARD RESERVE The Police Services Board Reserve a fund to support special projects taken on by the Board to support policing efforts in the Town of Tillsonburg. Revenues The Police Services Board Reserve revenues are from the annual year end surplus of the special project funds, as outlined in the Surplus Allocation Policy as well as any revenue made from donations, auctions and unclaimed funds that may be collected by the Board. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Police Services Board Reserve is to be used for augmentation of the annual special projects allocation. Recommended Target Levels The recommended target minimum is $1,000. The recommended target maximum is $20,000 COMMENTS: The 2016 ending balance is $5,984 made up of 2016 revenue of $4,227 and year end surplus allocation from special project fund of $1,757. TOWN OF TILLSONBURG RESERVE POLICY 118 RECREATION CULTURE AND PARKS RESERVE POLICY The Recreation, Culture and Parks Reserve generates funds for projects, equipment, planning exercises, grant-matching, and other strategic initiatives of the Recreation, Culture & Parks Department. Within the Reserve is a separate Memorials component that will fund replacements and maintenance of memorial benches and trees in Town Parks. Other separate components may be established from time to time to track reserves targeted for specific projects or facilities. Revenues The Recreation Culture and Parks Reserve revenues are from year-end surpluses in RCP capital projects or from capital projects not completed at year-end. Revenue may also be sourced from donations, bequests, fundraising revenue, advertising sales, special user levies or fees, fines, court awards, insurance claims. The Memorials Component will receive 10% of each memorial bench & tree fee The Reserve will also retain interest earned by the funds in the Reserve. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Recreation Culture and Parks Reserve is to be used for planning, plan implementation, grant matching, community events, equipment purchases, capital repairs and improvements, fee subsidies, youth leadership initiatives, public art, cultural initiatives or other expenditures as designated by the source of the revenue. Funds in the Memorials component will be used to replace, repair or maintain memorial benches and trees in Town Parks. Recommended Target Levels The recommended target minimum is $500,000 plus the cumulative total of Memorial contributions. COMMENTS: The 2016 ending balance is $281,614. TOWN OF TILLSONBURG RESERVE POLICY 119 TAX RATE STABILIZATION RESERVE The Tax Rate Stabilization Reserve provides a contingency for unforeseen events that might put pressure on the tax rate. It is also used as a source of working capital. Revenues The Tax Rate Stabilization Reserve revenues are from the annual year end surplus, as outlined in the Surplus Allocation Policy. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Tax Rate Stabilization Reserve is to be used for unforeseen expenditures of a one- time nature. Recommended Target Levels The recommended target minimum is 3% of the annual tax supported budget. For 2017, this would be $384,375 based on an operating budget of $12,812,500. A preferred amount to support working capital would be about 15% of the budget which is $1,900,000 representing about 2 month’s cash flow. COMMENTS: The 2016 ending balance is $867,192 plus any 2016 surplus allocated to this account. In addition the liquidation of land held in the reserve account will add to the balance currently valued at $398,532. TOWN OF TILLSONBURG RESERVE POLICY 120 TRANSIT RESERVE The Transit Reserve was established to support provide funding for a Community Transportation Program in cooperation with other community agencies. A Community Transportation Program meets the Community Strategic Plan’s action items of exploring alternative transportation options and implement and market a transportation program. Revenues The Transit Reserve revenues are from taxation. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Transit Reserve is to co-fund the requirements of community transit system. The annual limit is established through the budget process. Recommended Target Levels The recommended minimum target shall be $22,500. The recommended maximum target would be $75,000. COMMENTS: The 2016 ending balance is $0. This reserve was created as part of the 2017 budget process by council allocating up to $50,000 from reserves to support community transit. TOWN OF TILLSONBURG RESERVE POLICY 121 WASTE MANAGEMENT RESERVE The Waste Management Reserve consists of funds set aside for the future rehabilitation or replacement of waste related assets and to provide financial assurance for the future decommissioning, clean-up or remediation of the Transfer Station facility. Revenues The Waste Management Reserve shall generally receive revenues from any surplus generated from the waste business, after allowing for operating and capital expenses, on an annual basis. This Reserve also consists of funds set aside from waste management projects not completed in the previous financial year. These funds will be used to complete those waste management projects in a future financial year. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Waste Management Reserve could be used for operating or capital expense purposes related to waste management. Recommended Target Levels The balance of the Waste Management Reserve shall be equivalent to the financial assurance to clean-up the maximum allowable amount of waste at the Transfer Station facility at any one time, which for 2017 is equivalent to $76,500, and increase annually at the rate of inflation. COMMENTS: The 2016 ending balance is $21,100. TOWN OF TILLSONBURG RESERVE POLICY 122 WINTER MAINTENANCE RESERVE The Winter Maintenance Reserve is to fund winter maintenance activities in the event of a shortfall in the Winter Maintenance Operating Budget. This Reserve is to assist in minimizing the financial implications resulting from extreme winter weather conditions. Revenues The Winter Maintenance Reserve revenues are from surplus funds from the annual Operating Budget for winter maintenance, if any. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures This Reserve provides additional funding for winter maintenance expenditures in the event of a deficiency in the Operating Budget amount for winter maintenance. Recommended Target Levels The recommended minimum target shall be equal to 10% of the 5-year average winter maintenance costs or a minimum of $50,000. The recommended maximum target would be about 25% of the 5-year average winter maintenance costs which for 2017 would be approximately 117,000. COMMENTS: The 2016 ending balance is $0. TOWN OF TILLSONBURG RESERVE POLICY 123 OBLIGATORY RESERVES BUILDING PERMIT COST STABILZATION RESERVE The Building Permit Cost Stabilization Reserve Fund was created to support Section 7(2) of the Ontario Building Code Act which states “The total amount of the fees authorized under clause (1) (c) must not exceed the anticipated reasonable costs of the principal authority to administer and enforce this Act in its area of jurisdiction” meaning fees collected are to be used to administer the Act; surpluses cannot be used to fund general Town expenditures, and deficits should be funded from a Reserve Fund. Revenues Revenues to the Cost Stabilization Reserve Fund are an annual budgeted allocation from Building Permit revenues, as well as additional revenues added from Building Permit surplus as it occurs. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures Expenditures from the CSRF are to stabilize the building permit revenue line in the Operating Budget and to fund Building department capital expenditures. Recommended Target Levels The minimum target amount should be $100,000 about 25% of the annual operating cost and the maximum should be $400,000. COMMENTS: The 2016 ending balance is $206,892. TOWN OF TILLSONBURG RESERVE POLICY 124 DEVELOPMENT CHARGE RESERVE The Development Charge (DC) Reserve Funds provide financing for growth related projects undertaken by the Town as detailed in the DC Background Study and By-Law. The DC legislation took effect in 1991. Revenues The Development Charge Reserve revenues are from charges imposed and collected prior to the issuance of a building permit on new development and redevelopment that will result in the demand for hard and soft services. Expenditures This Development Charge Reserve contributes to projects identified in the DC study and included in the rate. Recommended Target Levels The recommended target would be to have adequate funding to meet the growth of the Town. COMMENTS: The 2016 ending balance is $1,737,773. A DC study is required every five years and the most current one was prepared in May 2014. TOWN OF TILLSONBURG RESERVE POLICY 125 GAS TAX REBATE RESERVE The Gas Tax Rebate Reserve provides funding for investments in Environmentally Sustainable Municipal Infrastructure (ESMI) Projects and Capacity Building Projects as per the Agreement for the Transfer of Federal Gasoline Tax Revenues. Revenues The Town of Tillsonburg receives a semi-annual allocation of funds from the Association of Municipalities Ontario (AMO) on behalf of the Federal Government per the Agreement for the Transfer of Federal Gasoline Tax Revenues. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures Expenditures from the Gas Tax Rebate Reserve are to be used to support environmentally sustainable municipal infrastructure projects to help ensure cleaner air, cleaner water, and reduced greenhouse gas emissions. The Transfer of Federal Gasoline Tax Revenues Agreement sets out Eligible projects/categories as well as terms & conditions in further detail. Recommended Target Levels The balance of the Gas Tax Rebate Reserve should not drop below $0 and should be monitored regularly to make best use of the opportunity available to the Town of Tillsonburg. COMMENTS: The 2016 ending balance is $567,465. TOWN OF TILLSONBURG RESERVE POLICY 126 TRUST FUNDS ANNANDALE HOUSE TRUST The Annandale House Trust is established for purpose of generating funds for the care and maintenance of the Annandale House and the Museum’s collection was established through By- law 2259. The Trust was defined and Trustees appointed through By-Law 3896 on the 13th day of April, 2015. Revenues The Annandale House Trust revenues are from donations, bequests, fundraising activities and any revenue from the divestment of de-accessioned items in the Museum’s collection or the sale of items donated for the collection but which do not meet the criteria to be added to the collection. Interest earned on funds in the Trust will be retained within the Trust. Expenditures The Annandale House Trust is to be used for capital repairs and enhancements to the Annandale House, outbuilding and grounds that are consistent with maintaining and/or restoring the National Historic Site. Trust funds may also be used for acquisition of items for the Museum collection or for expenses related to the preservation, storage or display of the items in the collection. Grant matching is an eligible expense. Fundraising expenses and donor recognition are not eligible expenses. Recommended Target Levels The recommended target minimum is $300,000. COMMENTS: The 2016 ending balance is $103,234. TOWN OF TILLSONBURG RESERVE POLICY 127 CEMETERY MAINTENANCE TRUST The Cemetery Maintenance Trust was established to receive, maintain, control and use donations for the general maintenance and upkeep of Tillsonburg Cemeteries. The Trust was defined and Trustees appointed through By-Law 3896 on the 13th day of April, 2015. Revenues The Cemetery Maintenance Trust revenues are from donations received. They shall be deposited into this trust account and may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Expenditures This Cemetery Maintenance Trust Trustees will determine the disbursement of the funds, to focus on the general maintenance and care of the grounds of the Tillsonburg Cemetery. . Recommended Target Levels The recommended minimum target shall $10,000 The recommended maximum target would be $100,000 COMMENTS: The 2016 ending balance is $33,678 TOWN OF TILLSONBURG RESERVE POLICY 128 CEMETERY PERPETUAL CARE TRUST The Perpetual Care Trust holds funds in trust as per s. 53 of the Funeral, Burial and Cremation Services Act, 2002, S.O. 2002, c. 33 which requires a cemetery operator to have a trust account for the purpose of generating funds for the care and maintenance of the cemetery. The Trust was defined and Trustees appointed through By-Law 3896 on the 13th day of April, 2015. Revenues The Perpetual Care Trust revenues are from the contributions required by the Act and set by regulation that are collected from every sale of interment rights within the cemetery and in respect of markers installed in the cemetery. As per the Act, income from the investment and reinvestment of those contributions must be retained by the Trust. Expenditures The capital accumulated within the Trust cannot be used for any purpose except as provided for in the Act and Regulations. The income earned by the Trust can only be used for the purposes approved under the Act and Regulations. Specifically, interest earned from the investment and reinvestment of contributions from markers can be used to stabilize, maintain, secure and preserve markers in the cemetery. Interest earned from the investment and reinvestment of money paid into the trust for purposes other than for markers can be used to maintain, secure and preserve the cemetery, including its grounds, buildings, structures and markers, and for the equipment used to maintain, secure and preserve the cemetery. Recommended Target Levels N/A COMMENTS: The 2016 ending balance is $866,001. TOWN OF TILLSONBURG RESERVE POLICY 129 CEMETERY PRE-PAID TRUST The Cemetery Pre-Paid Trust holds funds in trust for pre-paid cemetery services and has been established under Part VI of the Funeral, Burial and Cremation Services Act, 2002, S.O. 2002, c. 33. Revenues The Cemetery Pre-Paid revenues were collected from Cemetery customers for pre-paid services up until 2014. They are no longer being collected as pre-paid services are not being offered by the Tillsonburg Cemetery. Interest earned from the Trust is retained within the Trust. Expenditures The funds in the Trust must be used for the purpose for which they were collected. When one of the clients who has pre-paid for cemetery services has need of those services, the funds held in trust plus the interest earned on those funds are used to pay for the services. If the fee for the services is less than the funds plus interest, any leftover must be returned to the estate of the client. If the fee is greater than the accumulated funds, the difference is waived by the Town. Recommended Target Levels The target level is $0. As the pre-paid services are performed, the balance in the Trust will decrease to zero. COMMENTS: There are Provincial regulations and annual reporting requirements associated with pre-paid trusts that must be complied with as long as there are funds in the Trust. The 2016 ending balance is $29,911 representing 68 prepayments. TOWN OF TILLSONBURG RESERVE POLICY 130 COMMUNITY TRUST The Community Trust was established to receive, maintain, control and use donations for community designated purposes. The Trust was defined and Trustees appointed through By- Law 3896 on the 13th day of April, 2015. Revenues The Community Trust revenues are from Donations and Bequeaths received and deposited into this trust account. Funds in the Community Trust may be invested in such securities as the trustees may invest in under the Trustee Act, and the earnings derived from the investment of such monies form part of the trust fund. Expenditures This Community Trust shall be disbursed by the Trustees. These funds will be disbursed to focus on community purposes such as heritage designations, disaster relief, fire safety, parades, festivals, theatre and so on. Recommended Target Levels The recommended minimum target shall be $50,000. COMMENTS: The 2016 ending balance is $63,071. TOWN OF TILLSONBURG RESERVE POLICY 131 LAKE LISGAR REVITALIZATION TRUST The Lake Lisgar Revitalization Trust is to be used for generating funds for the care and maintenance of the water quality of Lake Lisgar and the shorelines in and around Lake Lisgar. Revenues The Lake Lisgar Revitalization Trust revenues are from donations, bequests, grants and fundraising activities. If the balance in the Trust is less than the targeted minimum, there may be contributions from the Town’s operating budget. Interest earned on the funds in the Trust will be retained in the Trust. Expenditures Eligible expenditures include projects upstream of the Lake like sediment ponds and erosion mitigation. Eligible expenses also include equipment, project expenses, scientific research, water quality monitoring, grant matching, and activities or projects that inform people about the importance of water quality and how they can assist with keeping Lake Lisgar clean. Recommended Target Levels The recommended target minimum is $50,000. COMMENTS: The 2016 ending balance is $9,175. TOWN OF TILLSONBURG RESERVE POLICY 132 PARKLAND TRUST RESERVE The Parkland Trust Reserve provides a source of funds for Parkland acquisition, projects and equipment. Within the Parkland Reserve is a separate Memorials component that will fund replacements and maintenance of memorial benches and trees in Town Parks. The Trust was defined and Trustees appointed through By-Law 3896 on the 13th day of April, 2015. Revenues The Parkland Trust Reserve revenues are from contributions from land developers and severances remitted under Section 51.3 of the Planning Act R.S.O. (1990), from the sale of land previously designated for parkland purposes, and from donations. The Memorials Component will receive 10% of each memorial bench & tree fee. The Reserve will also retain interest earned by the funds in the Reserve. Expenditures The Parkland Reserve is to be used for Parks planning and plan implementation, surveys, landscaping projects, park amenities and other special Parks projects. Funds in the Memorials component will be used to replace, repair or maintain memorial benches and trees in Town Parks. Recommended Target Levels The recommended target minimum is $10,000. COMMENTS: The 2016 ending balance is $44,762 TOWN OF TILLSONBURG RESERVE POLICY 133 SCHOLARSHIP TRUST The Scholarship Trust was established to receive, maintain, control and use donations for scholarship awards. The Trust was defined and Trustees appointed through By-Law 3896 on the 13th day of April, 2015. Revenues The Scholarship Trust revenues are from donations and bequeaths for the Town which are deposited to the trust account. The trust funds may be invested in such securities as the trustees determine under the Trustee Act and the earnings derived from the investment of such monies form part of the trust fund. Expenditures The Scholarship Trust funds shall be disbursed by the trustees on choosing a suitable recipient of a scholarship. The request for funds shall be provided from Tillsonburg High Schools and/or from neighboring Municipal or Private Schools to which Tillsonburg residents attend. Recommended Target Levels The recommended minimum target shall be $20,000. COMMENTS: The 2016 ending balance is $38,342. TOWN OF TILLSONBURG RESERVE POLICY 134 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4107 BEING A BY-LAW to Adopt the Town of Tillsonburg Reserve Policy and to repeal By-Law 3779 the former Reserve Policy. WHEREAS Section 270(1) of the Municipal Act, 2001 requires the Municipality to adopt and maintain policies to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. THEREFORE The Council of The Corporation of The Town of Tillsonburg hereby enact as follows: 1.0 DEFINITIONS In this By-Law: a) “Reserves” are a provision or amount that is designated for a future purpose and are established by approval of Council and are not restricted by legislation. They can be related to projects that are of a nature prescribed and managed by approval of Council. Examples include the Airport Reserve or IT Reserve. Reserves receive an annual interest allocation. b) “Reserve Funds” are restricted by municipal by-laws or agreements and receive an annual interest allocation based on the average annual balance. The Town has two classifications of Reserve Funds, Obligatory Reserve Funds and Discretionary Reserve Funds. c) Obligatory Reserve Funds are restricted by legislation, by-laws or agreements. Some of the Obligatory Reserve Funds are the Development Charge Fund, the Gas Tax Fund and the Building Permit Reserve Fund. d) Discretionary Reserve Funds have been created for a specific purpose by Council. Examples include Capital Infrastructure Reserve, Parking Reserve and Lake Lisgar Revitalization 2.0 POLICY STATEMENT 2.1 Objectives a) To establish reserves as approved by Council for: i. Future capital expenditures ii. Operating projects and surpluses iii. Sale of fixed assets or land iv. Unexpected or unplanned events v. The reduction of debt financing 135 vi. Or any other purpose that Council designates that would otherwise cause fluctuations in the operating or capital budgets. b) To establish reserve funds through the adoption of a by-law for specific purposes as approved by Council. c) All reserves held in cash will be held in a separate bank account. 3.0 ACCOUNTABILITY The Director of Finance or his/her designate shall maintain accountability on behalf of Council relating to the administration of reserves, including the process to transfer to and from reserves once approved by Council and the allocation of interest. Staff provides recommendations on the transfer of funds. 4.0 PRESCRIBED COUNCIL AUTHORITY a) Establish new reserves; b) Close existing reserves; c) Amalgamate reserves d) Transfer funds to and from reserves via the approved annual budget; e) Transfer funds to and from reserves through Council resolution not addressed through the budget process 5.0 REPORTING Annually, as part of the budget process, staff will prepare an update on all of the reserve and reserve funds. Each fund will have a policy statement, source of revenue an expenses, recommended target levels, the year-end balance and any other pertinent data. The budget will provide any balances and show a summary of revenues and expenses. In addition, the balances of the reserve and reserve funds are provided in the Town’s audited financial statements. 6.0 APPROVED RESERVES AND TRUST FUNDS Schedule A attached lists all of the Reserve Funds, Schedule B the Obligatory Reserve Funds and Schedule C the list of Trust Funds. These schedules will be reviewed annually and the schedules modified with new, amalgamated or closed reserves. 136 7.0 REPEAL FORMER BY-LAW THAT By-Law 3779, to Adopt the Town of Tillsonburg Reserve Policy, passed on the 9th day of December 2013, is hereby repealed. 8.0. FORCE AND EFFECT THAT This By-Law shall come into full force and effect on the day of it’s passing. READ A FIRST AND SECOND TIME THIS 8th DAY OF MAY, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 8th DAY OF MAY, 2017. __________________________ MAYOR- Stephen Molnar __________________________ TOWN CLERK – Donna Wilson 137 Reserve Policy Schedule A Airport Reserve Asset Management Funding Reserve Cemetery Reserve Council Reserve Development Remediation Reserve Downtown Parking Reserve Economic Development Reserve Election Reserve Engineering Reserve Facility Infrastructure Reserve Fire Department Equipment Reserve Fire Department Labour Reserve Fleet and Equipment Reserve IT Equipment Reserve Linear Infrastructure Reserve Physician Recruitment Reserve Police Reserve Police Services Board Reserve Recreation Culture and Parks Reserve Tax Rate Stabilization Reserve Transit Reserve Waste Management Reserve Winter Maintenance Reserve 138 Obligatory Reserve Policy Schedule B Building Fee Reserve Development Charge Reserves Gas Tax Rebate Reserve 139 Trust Fund Policy Schedule C Annandale House Trust Cemetery Maintenance Trust Cemetery Perpetual Care Trust Cemetery Prepaid Trust Community Trust Lake Lisgar Revitalization Trust Parkland Trust Scholarship Trust 140 Report Title Reserves Report No. FIN 17- 05 Author Dave Rushton Meeting Type BUDGET MEETING Council Date JANUARY 10, 2017 Attachments Unrestricted Reserves and Reserve Policy RECOMMENDATION THAT Council receives report FIN 17-05 Reserves; AND THAT Council directs staff to bring forward an updated reserve policy; AND FURTHER THAT Council accepts the general reserve fund to be reported through the use of proposed reserves. EXECUTIVE SUMMARY To explain the value of separating the monies collected for various projects and activities. BACKGROUND “Reserves” are a provision or amount that is designated for a future purpose that extends beyond the current fiscal year. Reserves are set up or utilized by resolution. Prior to 2009, we maintained separate general ledger accounts for various reserves. In that year, we reduced our tax rate and ended the year with a very large deficit. To assist with this, council directed that unrestricted reserves be used to offset the deficit. Since that time, funds have been put into the general reserve fund rather than specific funds. In 2013, the attached Reserve Policy was established but general ledger accounts were not re-established. We would like to return to the practice of having unrestricted reserves maintained in the same bank account but separate general ledger accounts. This will allow us to use the funds for the purpose for which they were collected and still leave them ultimately to the direction of council to redirect them as necessary. To demonstrate this, we have incorporated this in the 2017 Budget for information purposes. Some operating departments such as fleet, and beginning in 2017 IT, collect monies for future capital purchases within their charges to other departments. We will be asking in the new policy for these funds to be transferred into reserves for future year’s asset replacement. With direction from council, staff will bring forward a revised “Reserve Policy” establishing the new reserves. The policy will provide for direction of operation funds including monies collected for future projects and the use of reserves for surplus earnings or deficit. Page 1 / 2 Reserves 141 UNRESTRICTED RESERVES Reserve Investment Projected Account Balance Transfers Transfers or Other Balance Name 01-Jan-17 In - 2017 Out - 2017 Income 31-Dec-17 Income 20,000 20,000 Airport 57,450 57,400 50 Building - - Council 13,400 13,400 CSC 32,703 32,700 3 Ec. Dev 849,271 531,500 317,771 Eng 38,156 38,100 56 Fire 14,000 45,000 14,000 45,000 Fleet 319,552 310,000 9,552 General 411,575 411,575 IT 302,192 65,000 290,000 77,192 Misc 220,000 220,000 Parking 180,214 36,000 144,214 Parks 21,918 21,918 Police 123,783 41,000 82,783 RCP 140,656 143,900 3,244- Roads 92,754 92,900 146- Roof 5,318 5,318 Museum 5,000 5,000 - Election 44,000 44,000 Trans Stn 21,000 21,000 - Non-cash 398,532 398,532 3,291,474 110,000 1,613,500 20,000 1,807,974 Page 2 / 2 Reserves 142 Report Title Wood Haven Subdivision Sidewalks Report No. OPS 17-14 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date May 8, 2017 Attachments • Residents Petition April 3, 2017 RECOMMENDATION THAT Council receive Report OPS 17-14 Wood Haven Subdivision Sidewalks; AND THAT Council request Permterra Development Corporation complete all outstanding works, including sidewalks and surface asphalt, as per the approved Subdivision Agreement dated November 28, 2006. EXECUTIVE SUMMARY Town Council, at their April 24, 2017 meeting, received a signed petition from a majority of property owners within the Wood Haven Subdivision area requesting the Town waive the requirement for sidewalks on Wood Haven Drive. Although the attached petition reflects the current desire of the majority of residents within Wood Haven Subdivision, sidewalks in general provide greater benefits to the entire community than to just those that currently reside in the subdivision, as further described in this report. BACKGROUND The approved Subdivision Agreement (November 2006), Section 6 (f) states that concrete sidewalks shall be constructed in compliance to the Residential Design Criteria on at least one side of those streets shown within the subdivision and on both sides of collector and arterial streets as specified by the Town. Schedule ‘A’ of the approved Subdivision Agreement indicates sidewalks are to be constructed along the inner loop of Wood Haven Drive, and along the west side of Wood Haven Drive between Baldwin Street and the north leg of Wood Haven Drive (highlighted purple in Figure 1). To date, only a short section of sidewalk (highlighted red in Figure 1) has been constructed on Wood Haven Drive from Baldwin Street southerly to the condominium access roadway. There are 9 existing finished driveways that the sidewalk will need to cross; 1 decorative concrete, 1 regular concrete, 5 asphalt and 2 gravel as shown in Figure 1. There is 1 lot currently being excavated. It should be noted that the Town has successfully installed sidewalks across existing driveways of all types with minimal driveway restoration work. Typically most subdivision developers in Tillsonburg construct the sidewalk between the residential property lines once the house construction has been completed so the home owner is aware of the presences of sidewalks. In this development the Developer did not construct any of the sidewalks prior to the transfer of purchase and sale to the home owner. Therefore, it is important to note that just because the current residents do not wish to have sidewalks, doesn’t mean that future residents would desire them. If the Town decided to install sidewalks in the future, it would be entirely at the Town’s cost. Page 1 / 4 143 The Official Plan encourages active transportation, walkable communities and pedestrian-oriented design. The Official Plan, under Section 8.7.4 Pedestrians, establishes the pedestrian requirements for the Town of Tillsonburg which states: “Town Council shall make the pedestrian environment safer and more convenient to use in both new and existing development by requiring the provision of sidewalks in or adjacent to new development as follows: • on both sides of arterial and collector roads; • on at least one side of local streets. • Ensuring that sidewalks are sufficiently setback from adjacent roadways and adequately drained. • Ensuring that new or replacement pedestrian facilities provide barrier free access from the road network for the disabled and elderly and persons pushing a stroller or cart.” The Provincial Policy Statement also encourages active transportation and requires that subdivision design take into account opportunities for active transportation. In order to provide for a safe and convenient pedestrian environment that links the Town by a logical system of sidewalks, the completion of sidewalks on Wood Haven Drive will facilitate direct and convenient pedestrian access throughout the residential area to prevent circuitous pedestrian routes to major roads and activity areas, as outlined in the Official Plan. The completion of sidewalks on Wood Haven Drive also supports the Community Strategic Plan under Goal 3.3 – Support the aging population and an active senior citizenship through the installation of universal accessible infrastructure and under Goal 4.3 – Improve mobility and promote environmentally sustainable living. In addition the installation of sidewalks supports the goal of the Town’s approved Multi-Year Accessibility Plan by continuing to provide accessible sidewalks within the Town. For reasons of safety, accessibility and the promotion of active transportation it is staff’s recommendation that sidewalks be constructed on the inner loop of Wood Haven Drive and along the west side of Wood Haven Drive between the condominium access roadway and north leg of Wood Haven Drive, as per the approved Subdivision Agreement, all in accordance with current AODA legislation. Staff further recommends that the surface asphalt and other outstanding associated works, including base asphalt repairs and boulevard restoration, be completed by the Developer as per the terms and conditions of the Subdivision Agreement. CONSULTATION/COMMUNICATION The Director of Operations, Manager of Engineering, Senior Planner, and Manager of Finance were consulted during the review of this petition. The author of the petition and the Developer have been notified that a summary review report would be on the May 8, 2017 Regular Council Agenda. Page 2 / 4 144 FINANCIAL IMPACT/FUNDING SOURCE The cost to complete the outstanding works, including sidewalks, boulevard restoration, base asphalt repairs and surface asphalt is currently estimated at $175,000. The Town currently only holds $108,617 in securities resulting in an unfavourable variance of about $65,000. The remaining securities identified for sidewalks totals $24,125 which is currently estimated to cost $42,000 to install in accordance with current legislative standards. It should be noted that irrespective of the manner in which the amount of security was calculated the security is deposited by the Developer to ensure the faithful performance of all obligations contained within the Subdivision Agreement. In that respect the Town may use the security to complete any aspect of the development irrespective of the manner in which the original value was calculated. Given that the Town currently holds insufficient security, it is staff’s recommendation that the Developer completes all outstanding works in accordance with the terms and conditions of the Subdivision Agreement. It is also staff’s understanding that the use of development securities on a project other than for which it was deposited for requires the explicit written consent and authorization from the Developer who provided such security. COMMUNITY STRATEGIC PLAN The installation of sidewalks on Wood Haven Drive is supported within the Community Strategic Plan under Goal 3.3 – Support the aging population and an active senior citizenship through the installation of universal accessible infrastructure and under Goal 4.3 – Improve mobility and promote environmentally sustainable living. Page 3 / 4 145 Page 4 / 4 146 147 148 149 Report Title Awarding 2017 Roofing Project Tender Report No. RCP 17-29 Author Corey Hill, Manager of Parks & Facilities Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date May 8, 2017 Attachments • RECOMMENDATION THAT Council receives Report RCP 17-29 – Awarding 2017 Roofing Project Tenders; AND THAT Council partially award RFT2017-004 to Northeastern Roofing Inc. for their negotiated price of $160,100 net of applicable taxes to restore three sections and replace one section of roof at the Tillsonburg Community Centre. EXECUTIVE SUMMARY As per the 2017 Recreation, Culture & Parks Business Plan and in compliance with the Purchasing Policy RFT2017-004 was issued for the supply and delivery of: • The restoration of the South 1 roof located at the Community Centre. • The restoration of the South 3 roof located at the Community Centre. • The restoration of the Lion’s Den roof located at the Community Centre. • The replacement of the Overhang roof located at the Community Centre. • The repair and restoration of the Shingled roof & gutter located at the Community Centre. The tender was advertised on the Tillsonburg website, the Tillsonburg News and online through bidsandtenders.ca. There were 18 plan takers. The tender closed on April 20, 2017 with 7 bids submitted. The results are summarized below: All bids were reviewed and found compliant with tender specifications. As all submitted bids were over the designated budget for the project, the Town exercised the option within the tender to negotiate with one or more of the bidders. The result of the negotiations is that Northeast Roofing Inc. has agreed to deliver all of the work for $192,182 which reflects the low bid price for all components and additional savings from reduced mobilization costs. As this is still outside of the approved budget, staff recommends reducing the scope of work and awarding Northeastern the work to restore South Roofs 1 & 3 and the Lions Den roof, and to replace the Overhang roof at their negotiated price totalling $182,300 plus applicable taxes. RFT2017-004 BID SUBMISSIONS South Roof 1 South Roof 3 Lions Den Overhang Gutter BID TOTAL FLYNN CANADA 168,712$ 84,787$ 68,749$ 49,987$ 22,186$ 394,421$ H.&N. ROOFING AND SHEET METAL LIMITED 139,708$ 54,361$ 36,791$ 38,036$ 7,898$ 276,794$ KELLER ROOFING AND SHEET METAL INC.112,400$ 55,401$ 47,997$ 29,118$ 18,800$ 263,716$ LAFLECHE ROOFING LTD. 137,000$ 49,000$ 31,000$ 35,000$ 8,000$ 260,000$ NEDLAW ROOFING LTD.110,300$ 59,300$ 45,900$ 32,250$ 19,050$ 266,800$ NORTHEAST ROOFING INC.88,000$ 39,600$ 32,500$ 25,700$ 11,400$ 197,200$ T. HAMILTON & SON ROOFING INC.109,392$ 44,103$ 40,956$ 26,677$ 21,424$ 242,552$ Page 1 / 2 Report RCP 17-29 - Awarding 2017 Roofing 150 Staff considered deferring the replacement of the overhang roof until 2018 to stay within the approved 2017 budget. However, the deferral will result in significant additional costs to repair damage to insulation and sub-roof items that happens between now and when the work is done, and the most cost effective approach is to replace that roof as soon as possible. CONSULTATION/COMMUNICATION Consultation throughout the tender creation, site tours and bid analysis was provided by Garland Company Inc. Garland is a leading manufacturer of high-performance roofing and building envelope solutions. FINANCIAL IMPACT/FUNDING SOURCE The work covered under this tender is approved in the 2017 budget for up to $167,500 funded through debt proceeds. Staff recommend using $18,008.48 from the Facility & Infrastructure Reserve to fund the cost of the recommended work. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 2 / 2 Report RCP 17-29 - Awarding 2017 Roofing 151 Report Title Celebration Plaza Amended Project Implementation Report No. RCP 17-30 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date May 8, 2017 Attachments RCP 17-28 - Awarding RFP2017-003 Celebration Plaza RCP 17-28 - Supplementary RECOMMENDATION THAT Report RCP 17-30 – Celebration Plaza Amended Project is received; AND THAT Council approve the partial award of RFP2017-003 Celebration Plaza to Euro Landscaping Group Inc. to construct a plaza, platform, bandshell & reduced scope gateway at a negotiated cost not to exceed $262,526.17 before applicable taxes; AND THAT Council authorize staff to proceed with the pathway from Sanders Street to the pedestrian bridge including the sculpture circle without any lighting at a cost not to exceed $30,000; AND THAT Council authorize staff to have an electrical panel installed near the bandshell at a cost not to exceed $15,000; AND THAT Council authorize the use of up to $56,700 in Development Charges to partially fund the pathway and structure components of the project. EXECUTIVE SUMMARY At the Special Council Meeting of April 18, Council deferred the following motion: Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Report RCP 17-28 – Awarding RFP2017-003 Celebration Plaza is received; AND THAT Council awards RFP2017-003 Celebration Plaza to Euro Landscape Construction & Grounds Inc. at a cost of $235,000.00 including applicable taxes. Council also requested some additional information and options with respect to awarding RFP2017-003 for the Celebration Plaza project. This report provides Council with a recommended project scope that would allow for the main elements of the project to be implemented within the approved project budget of $385,000. BACKGROUND The minutes of the Council meeting of April 18 include the following: Staff to provide timelines for the revised project scope. Page 1 / 7 RCP 17-30 - Celebration Plaza Amended Pr 152 Council requested additional information as follows: • removing aspects of the project to reduce costs such as fencing, concrete pad in front of band shell, etc. • providing hydro to the band shell to ensure it is functional for the intended use of the space. • provide information on the acoustic performance of the band shell. • provide alternative options for the scope of the project with the band shell, without the band shell with the gateway and without the gateway. • additional funding options such as obtaining more development charge funds. • Staff to confirm the results of the tender with the Kinsmen. Subsequent to the meeting, some questions arose about comparable structures in other municipalities and project management. This report provides Council with the requested information. Memorial Park Revitalization Project Context Council should be aware that, within the larger context of the Memorial Park Revitalization Project, there are many moving parts and complimentary initiatives. A delegation is scheduled for the May 23 Council meeting by representatives of the J. L. Scott McLean Legacy Fund to provide Council with their vision for an outdoor ice pad and the significant resources they are prepared to invest in that project. In addition, the Tillsonburg Lions have applied for a grant to double the funds they have committed for playground enhancements from $50,000 to $100,000, and the Tillsonburg Rotarians have already secured a grant to double their planned investment in the area of the Tennis Courts. Unit Cost Review with Recommended Vendor Staff has consulted with the recommend vendor for RFP 2017-003 and there are unit prices within the bid that can be negotiated, eliminated, or provided by others. This conversation made specific reference to the fence-related items. The recommended vendor has indicated that removing the bandshell structure from the bid would be an option they would entertain, but if the gateway garden element was removed they would not be interested in executing only the bandshell and plaza components of the project. The recommended reduction to the scope of the gateway has not been discussed with the vendor. Electrical & Water Functionality The electrical design for the project provides a large capacity electrical distribution panel adjacent to the bandshell location. Electrical feeds would go .underground to the bandshell itself, to a smaller distribution panel at the existing pavilion, to one at the gateway garden area, and also to the pathway lighting. Water distribution is planned to eventually be provided at the East side of the bandshell as well as the current location near the existing pavilion. In consultation with Town Hydro Operations staff, a construction cost estimate for the appropriate electrical work related to the long-term design for the site has been established by the design team at $157,000. This includes a new 3-phase 200A connection to the grid, distribution panels at the bandshell and other areas of the park, as well as lighting at the gateway and along the pathway from the park to the bridge. As part of this work, the number of accounts and meters servicing the area would be reduced from two to one. Page 2 / 7 RCP 17-30 - Celebration Plaza Amended Pr 153 The power distribution designed for the bandshell and its proximity is more than adequate to support the level of concert and performance activity typical for Tillsonburg in the recent past and for some anticipated growth to that requirement. It is not adequate for a major outdoor concert like those held at Victoria Park in London or the one several years ago in Simcoe. As an interim step, a distribution panel near the bandshell and the power for the receptacles and lights within the structure is planned, with a projected install cost of $15,000. Other key required hydro upgrades can be reviewed as the elements of the overall Revitalization Project move forward. Acoustic Performance of the Shadeview Structure The proposed structure is wider and higher at the front than the back. This shape assists with projecting sound out into the plaza and field area in front of the bandshell. In addition, the provisional acoustic insulation and tongue & groove wood panels on the interior ceiling assist with sound quality as well as the overall appearance of the structure. The manufacturer has provided the following information: “This tapered design, along with the sound amplification equipment being used throws the sound out the front of the pavilion. We have specified a 4" thick insulated roof panel which consists of white styrofoam core with OSB sheeting on either side, and 5/8 T and G wood on the interior. This combination provides a non-metallic ceiling surface which acts as the sound detonator to improve the acoustics – non-metallic being another key.” Project Scope Options Option 1: By reducing the scope of the gateway garden to the basics of curbing and a small garden area, the tendered cost of the project is reduced to approximately $262,500. This cost includes the complete plaza, platform and bandshell structure. It is possible to complete some elements of this option prior to Turtlefest and Canada Day 2017, with co-operative weather. In staff’s opinion, this is the recommended approach as it meets the needs of the summer events, it is visible progress towards the vision established by the community for the space, and it meets the commitments made to the federal grant program. It also aligns with the Kinsmen Club’s $50,000 donation for a bandshell. This approach leaves the more decorative gateway elements to the future when budget becomes available. This approach does not put any of the federal or donated funds at risk and allows the use of Development Charges towards some of the cost of the structure. Option 2: Council could implement the gateway, platform and plaza elements and defer the bandshell structure for further customization and discussion, and delay implementation. Removing the structure from the bid leaves a cost of approximately $240,000, pending other negotiated cost reductions (i.e. fencing). The recommended vendor would be willing to continue with the project if this was the direction. Discussion with the Kinsmen would be in order to ensure their financial support towards a future structure was still confirmed and there is a risk of losing a portion of the grant funding. The foundations would be put in place as currently designed and any bandshell structure would have to be designed and mounted using those piers. It is possible to complete this option prior to Turtlefest and Canada Day 2017, with co-operative weather. In staff’s opinion, this is a viable second option as it meets the needs of the summer events, it is visible progress towards the vision established by the community for the space, and it can still meet the commitments made to the federal grant program. It also provides some time to secure additional financial support for changes to the structure and other elements Page 3 / 7 RCP 17-30 - Celebration Plaza Amended Pr 154 of the project. However, this is a significant change to the scope and may cause some concern from vendors that did not submit a bid but might have if the structure was not part of the RFP. Option 3: Council could implement the project as designed. The recommended vendor’s before- tax price for this work is $370,464.97. As noted above, reductions are expected since at least $20,000 in fencing costs would be negotiated, eliminated or supplied by others at a lower cost. This option cannot be completed in time for Turtlefest & Canada Day 2017. In order to complete the project, at least $105,000 in additional funding would need to be sourced and approved. Staff do not recommend this option. Option 4: Council discussed eliminating the concrete plaza in front of the raised stage. Staff do not recommend this option as the plaza has been an integral part of the discussion, design, grant applications, and concept since the earliest stages of the Revitalization process. If Council does select this option, the potential savings are $30,006.93 to eliminate the plaza, the decorative banding and the tulip leaf. This decision does not affect the timing of construction. Option 5: Council discussed deferring the gateway garden element based on a supplementary staff report provided at the April 18 Council Meeting. The value of this element in the current RFP is approximately $140,000. While this is an option to reduce the scope of the project for this contract, discussions with the selected vendor indicate that they would not be willing to continue with the project if this was the direction. Selecting this option would require reissuing the RFP and therefore any construction would be delayed until at least after the summer event cycle. Option 6: Council can defer the entire project for more discussion and development. This would mean any construction would be delayed until at least after the summer event cycle. RFP2017-003 Costing Summary The table below shows the various components of the current RFP and the cost for them as presented in the submission from the recommended vendor. Combinations are provided for comparison purposes. Updated Celebration Plaza Project Cost Estimates The table below summarizes costs to date, costs for this RFP, and projected costs to implement the reduced scope electrical and pathway components at a level that is within the approved budget. Plaza only Gateway only Plaza/Gateway Plaza/Bandshell Recommended Complete Project General 34,577.48$ 34,577.48$ 34,577.48$ 34,577.48$ 34,577.48$ 34,577.48$ Plaza/Platform 82,182.61$ 82,182.61$ 82,182.61$ 82,182.61$ 82,182.61$ Gateway 125,649.71$ 125,649.71$ 17,710.90$ 125,649.71$ Bandshell 128,055.18$ 128,055.18$ 128,055.18$ Total RFP 2017-003 116,760.08$ 160,227.19$ 242,409.79$ 244,815.26$ 262,526.17$ 370,464.97$ Complete Project Bandshell Platform Plaza Gateway Pathways Other Already spent/committed 72,218.00$ 72,218.00$ RFP 2017-003 238,660.15$ 116,413.80$ 42,614.11$ 51,269.17$ 28,363.06$ -$ -$ Electrical 15,000.00$ 3,000.00$ 12,000.00$ -$ -$ -$ -$ Pathways 27,273.00$ -$ -$ -$ -$ 27,273.00$ Contingency 28,093.32$ 11,941.38$ 5,461.41$ 5,126.92$ 2,836.31$ 2,727.30$ -$ Totals 381,244.47$ 131,355.18$ 60,075.52$ 56,396.09$ 31,199.37$ 30,000.30$ 72,218.00$ Page 4 / 7 RCP 17-30 - Celebration Plaza Amended Pr 155 Enhanced Development Charges Beyond the picnic shelter aspect of the structure, development charges are not possible as a source of funding for that new, additional service level to the municipality. Section 2.1(1) of O. Reg. 82/98: GENERAL of the Development Charges Act, 1997, S.O. 1997, specifically excludes cultural facilities and entertainment venues as eligible services for which DC funds can be used. However, the picnic shelter function is eligible so if the facility can also serve as a picnic shelter when not being used as a bandshell, there are DC funds being collected specifically for an additional picnic shelter as well as other new development in parks. There are also development charges being collected under the current DC Study for expansion to the Town’s trail network. Staff recommends that a total of up to $56,700 in DC’s be used for this project. Up to $29,700 coming from development charges collected for Parkland & Parks Facilities will be used towards the structure. Up to $27,000 coming from development charges collected for Trail Development will be used towards the pathway. Sources of Additional Funding • Reserves: Council can authorize use of reserves to augment the approved budget for the Celebration Plaza project. Reserves can be replenished through year-end contributions and/or future budgets. • Debt: Council can authorize the use of debt to finance any project shortfall. • Fundraising: Council can seek financial commitments from donors to support some or all of the costs for this project. With commitments in place, the Town could pay for the project and recoup the funds as the commitments are fulfilled. • Development charges may be used as outlined above. NOTE: staff are recommending a project scope that meets the 2017 budget. Confirmation of Kinsmen Knowledge & Support On April 18, 2017 staff sent an email to the Kinsmen members that have been acting as the liaison between the Club and the Subcommittee throughout the development of the project. The message specifically asked whether the Club was comfortable with the design, the cost and having their organization’s name associated with the project. A positive confirmation was received from the Club’s representative via email. Comparator Bandshell Structures The selection by the design team of a 50’x25’ metal amphitheatre style bandshell (Poligon’s Kokomo or Shadeview Amphitheatre models) was a product of a) research and suggestions by the Kinsmen, b) budget and timeline (July 1, 2017) limitations, and c) review, discussion and recommendations by the Subcommittee, the Advisory Committee and Council. A longer timeline could allow for a different approach and a more customized structure design. This may or may not determine a structure that has a different cost than the one recommended in Option 1. Staff have assembled a series of recent and/or nearby bandshell projects for comparison purposes. Page 5 / 7 RCP 17-30 - Celebration Plaza Amended Pr Funding Source Canada150 Grant 128,300.00$ Project reserves 100,000.00$ 2017 Taxation 50,000.00$ Kinsmen Donation 50,000.00$ Development Charges 56,700.00$ 385,000.00$ 156 In 2016, a Grand Bend service club built a 21’x40’ bandshell for $320,000. In 2016, a Huntsville service club built a bandshell for $150,000 cash plus in-kind support and donated it to the municipality. In 2014, Goderich installed a bandshell and plaza. The structure alone was approximately $375,000. In 2002, St. Thomas installed a bandshell for $500,000. The structure includes public washrooms. In 2016-17, London installed a new bandshell in Harris Park for $1,000,000. In 2014, a Haliburton service club raised $105,000 plus a lot of in-kind labour and supplies for a replacement bandshell in Head Lake Park. Page 6 / 7 RCP 17-30 - Celebration Plaza Amended Pr 157 In 2014, a Southampton high school class built a 38’x32’ structure and storage unit for $200,000. Project Management The current plan for project management of this construction is to use the in-house expertise of RCP staff, supported by RKLA as required. This approach is consistent with other projects and the available budget. Council could direct that this function be outsourced, but additional budget resources would be required. CONCLUSION/RECOMMENDATIONS To meet the aspirations of the Community and Council to achieve a Celebration Plaza that Tillsonburg can be proud of while recognizing the fiscal realities of the situation, staff recommend that Council endorse the partial award of RFP 2017-003 to construct the bandshell plaza, platform and reduced scope gateway area (Option 1). Awarding to Euro Landscaping at a cost not to exceed $262,526.17 allows the summer events to benefit from the improved facility. Council approval to procure the electrical work to provide power to the platform & bandshell at an estimated cost of $15,000 is also recommended. Council approval to procure the pathway construction from Sanders St. to the sculpture circle and further to the pedestrian bridge at an estimated cost of $30,000 is also recommended. Staff recommends that Council authorize the use of up to $56,700 from development charges towards the structure and pathway. Finally, secured funding from the Canada 150 Community Grant and from the Kinsmen Club would be applicable to the project as recommended in Option 1. Page 7 / 7 RCP 17-30 - Celebration Plaza Amended Pr 158 Report Title Awarding RFP2017-003 Celebration Plaza Report No. RCP 17-28 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Special Council Meeting Council Date April 18, 2017 Attachments N/A RECOMMENDATION THAT Report RCP 17-28 – Awarding RFP2017-003 Celebration Plaza is received; AND THAT Council awards RFP2017-003 Celebration Plaza to Euro Landscape Construction & Grounds Inc. at a cost not to exceed $370,464.97 before applicable taxes. EXECUTIVE SUMMARY As per the 2017 Recreation, Culture & Parks Business Plan and in compliance with the Purchasing Policy an RFP was issued for construction of a bandshell and gateway garden as part of the Celebration Plaza project. BACKGROUND In consultation with RCP, Finance and Operations staff, Ron Koudys Landscape Architects (RKLA) developed the specifications for RFP2017-003 Celebration Plaza and Gateway Garden. The RFP was issued on March 28 with a response deadline of 2pm, April 13, 2017. The work included in this RFP is to supply and install a bandshell structure approximately 50’x25’, construct the concrete pedestal and plaza under and in front of the bandshell, and construct the gateway garden sitting wall and circle at the Sanders Street entrance to Memorial Park. There were 13 plan takers and two contractors attended an optional site meeting. An addendum was issued on April 7 to all plan takers including responses to questions received. The following responses were received: Company RFP Price Barcon Construction Inc. $382,380.90 The Downsview Group $398,888.88 CSL Group Ltd. $420,252.25 Euro Landscape Construction & Grounds Inc. $370,464.97 Page 1 / 2 RCP 17-28 - Awarding RFP2017-003 Celebra 159 Staff and RKLA reviewed the submissions and are recommending the Town award the project to Euro Landscape Construction & Grounds Inc., the highest scoring submission received. CONSULTATION/COMMUNICATION RKLA staff assisted RCP staff with evaluating the bids. FINANCIAL IMPACT/FUNDING SOURCE The Celebration Plaza project has an approved budget of $385,000. Funding has been secured for $330,800 of that. Included in the bid price is a 10% contingency and staff have identified several areas where price savings can be obtained by amending the project scope. Staff will also provide Council with options for considering reducing the project scope or redirecting funds from other projects to augment the available budget. COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the Community Strategic Plan: • Objective 1 – Excellence in Local Government • Objective 2 – Sustainable Economy • Objective 4 – Culture & Community Page 2 / 2 RCP 17-28 - Awarding RFP2017-003 Celebra 160 Report Title Awarding RFP2017-003 Celebration Plaza Report No. RCP 17-28 - Supplementary Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Special Council Meeting Council Date April 18, 2017 Attachments N/A Page 1 / 4 RCP 17-28 - Supplementary.docx RECOMMENDATION THAT Report RCP 17-28 - Supplementary is received for information. EXECUTIVE SUMMARY Additional information is included in this supplementary report to assist Council in making their decision regarding the awarding of RFP2017-003 Celebration Plaza. BACKGROUND Design Rendering At the Council Meeting of February 13, 2017, Mr. Ron Koudys of RKLA presented Council with the proposed design for the Celebration Plaza. The design included removing a section of the racetrack, installing a bandshell structure and plaza, creating a gateway garden, and a series of pathways connecting the garden to the pedestrian bridge across Lake Lisgar and to the bandshell, and a parking lot in the area beside the Crystal Palace. An optional consideration was to include an additional walkway that could be used to recognize Tillsonburg’s Favourite Sons & Daughters. At the conclusion of the presentation, Council passed the following resolution: Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receive Report PRA 17-02, Celebration Plaza; AND THAT Council approve the design of Tillsonburg’s Celebration Plaza as presented including a bandshell-type multipurpose structure approximately 50’x25’ in size. Carried 161 Page 2 / 4 RCP 17-28 - Supplementary.docx Subsequent discussions with Town Engineering staff confirmed that the current project budget did not include enough funds to incorporate the parking lot so that element of the project was tabled for the future. Work Being Awarded While reviewing the project and proposed timelines with the Town’s Senior Leadership Team, the suggestion was made to divide the project into two phases to minimize the potential for a summer event space that was too ripped up to use. As a result, RFP2017-2003 only included the bandshell/plaza and the gateway garden elements of the project. The pathway and final grading elements between the garden, the pavilion and the bandshell were kept for a separate procurement process and planned for construction after Labour Day, 2017. This illustration outlines in red the elements of the project that were in RFP2017-003 and which Council will be deciding whether to award the contract for at the Special Council Meeting of April 18, 2017. Bandshell Structure Design In RFP2017-003, the bidders were to provide a price to “Supply and install Kokomo 50x25 Amphitheater by Poligon OR 50x25' amphitheatre by Shadeview or approved alternate.” All bidders submitted the Shadeview structure for the project. The structure will look like the illustration to the right, except that the sign will read “Kinsmen Bandshell.” Gateway Garden Wall Design The seating wall designed for the entrance includes stonework to match the existing gateway pillars and lettering identifying the Park. (Note: staff recommends this element not go forward, please see below.) 162 Page 3 / 4 RCP 17-28 - Supplementary.docx Important Note RFP2017-003 does not include any electrical work. A detailed electrical design for the project has been prepared by Chorley+Bisset Consulting Engineers. A few final details are required from Tillsonburg Hydro to finalize the connection into the distribution grid and then the installation will be issued for tender so the electrical work can be coordinated with the bandshell and gateway garden construction. An estimate for the electrical components of the Celebration Plaza project has been established at $50,000. This includes the bandshell, pavilion, pathway lighting and gateway garden electrical work, but not any allowance for the future parking lot and Favourite Sons & Daughters elements. Project Financing The current financial status of the Celebration Plaza Project including source of funding and actual expenditures and commitments to date is provided in the table below. The Rotary Club has committed to approximately $20,000 in accessible playground equipment and a trail on the west end of Memorial Park. The Lions Club has committed to $50,000 for enhancements to the playground area at the Waterpark. Awarding RFP2017-003 at $370,465 leaves the project in a deficit position of $114,500. Staff is recommending awarding the work at a reduced scope to meet the available funding at a cost of $235,000 including applicable taxes. Additional Funding Staff recommend Council augment the funding available by using $27,000 in the Development Charges reserve designated for an additional picnic pavilion as the bandshell structure will serve as a second picnic shelter when it is not being used as a bandshell. While it is hoped that other projects will come in below budget, staff do not recommend scaling back the budget for any Approved Budget Actual Commitments Potential Remaining Expenditures Design/Engineering/Project Management 35,500$ 9,509$ 16,106$ 9,885$ Construction 314,500$ 14,753$ 31,850$ 209,255$ 58,642$ Contingency (10%)35,000$ 20,955$ 14,045$ Total Budget 385,000$ 24,262$ 47,956$ 230,210$ 82,573$ Rotary Club Trail & playground enhancements 20,000$ (20,000)$ Lions Club playground enhancements 50,000$ (50,000)$ Total Project 385,000$ 24,262$ 117,956$ 230,210$ 12,573$ Revenue Contribution from FedDev Ontario 128,300$ 128,300$ -$ Contribution from Reserves (2015 & 2016 taxation)100,000$ 100,000$ -$ Contribution from 2017 Taxation 50,000$ 50,000$ -$ Contribution from Kinsmen Club 50,000$ 50,000$ -$ Contribution from others 56,700$ 56,000$ -$ Development Charges funding for pavilion 27,000$ (27,000)$ Contribution from Rotary Club 20,000$ (20,000)$ Contribution from Lions Club 50,000$ (50,000)$ Total 385,000$ 150,000$ 275,300$ 56,000$ (97,000)$ 163 Page 4 / 4 RCP 17-28 - Supplementary.docx other capital projects within the RCP Department at this time. In the future, Council may authorize further use of reserves for this work. After the bandshell work is paid for, current confirmed funding for the electrical and pathway elements is $47,000, which may be augmented by securing additional community contributions towards the Celebration Plaza components. Scope Reduction/Deferment Additional savings on certain elements of the removals work may be achieved through negotiations with the successful bidder. Council can consider deferring the gateway garden area and/or the pathway connections through the site. Staff recommends that Council defers the gateway garden to the 2018 budget deliberations. Vendor Verification Euro Landscaping is a Toronto-based company which has been in business for seven years. Their bid package provided references and project portfolios for institutional, commercial and residential projects dating back to 2012. Municipal clients referenced include Toronto, Mississauga, Georgina, Hamilton, and the Region of Waterloo for projects ranging in scope from $130,000 to $3,500,000. Reference checks have secured very positive reviews of this company. 164 165 = ATTENDANCE Lisa Gilvesy, Mel Getty, Jesse Goossens (Arrived 8:17 AM), Councillor Jim Hayes, Mayor Stephen Molnar (7:45 AM), Ashton Nembhard, Steve Spanjers (7:50 AM), Randy Thornton, John Veldman Staff Present: David Calder, Cephas Panschow, Geno Vanhaelewyn, Shelley Imbeault MEMBERS ABSENT/REGRETS Andrew Burns, Deb Gilvesy, Kirby Heckford, Cedric Tomico, 1. Call to Order The meeting was called to order at 7:45 AM. 2. Adoption of Agenda Moved By: J. Veldman Seconded By: J. Hayes Resolution # 1 THAT the Agenda as prepared for the Development Committee meeting of March 14, 2017 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 February 14, 2017 Moved By: M. Getty Seconded By: Jesse Goosens Resolution # 2 THAT the Minutes of the Development Committee Meeting of February 14, 2017 be approved. Carried The Corporation of the Town of Tillsonburg Development Committee March 14, 2017 7:30 AM Boardroom, Customer Service Centre 10 Lisgar Ave, Tillsonburg MINUTES 166 Development Committee Meeting Minutes (March 14, 2017) - 2 - 5. Delegations and Presentations 5.1. Building Planning By-Law Services 2016 Annual Report Chief Building Official provided an overview report of a very successful 2016. Total permits issues was a record and single family dwelling starts was the second highest ever at 117 units compared to the record at 123 units in 1997. Residential construction value was nearly $26 Million out of the total of $36 Million. Total Construction value was second only to 2014 when a lot of institutional (school) construction took place. Commercial and industrial development was also strong with $5.5 Million and $4.4 Million, respectively, in activity. There is a lot of construction currently underway and more projects in the pipeline. 2017 is forecast to be strong as well. 5.2. New Home Market Share Analysis S. Imbeault provided an overview of Tillsonburg’s market share of new home construction from 2006 to 2016. Tillsonburg share is approximately 18 to 20 percent in good years and drops as low as 12% when the economy weakens. In 2016, Tillsonburg’s market share was 20%, which was one of the highest levels. Can this analysis be updated to also include multi-residential units? There was some concern about the large number of vacant residential lots a few years ago, but with all this development has that changed? Bring County vacant lands report to next meeting. 6. Information Items 6.1. Community Strategic Plan – No update 6.2. Post-Secondary Education – No update 6.3. Tillsonburg Hydro Inc – Committee was apprised of Tillsonburg Hydro’s deposit policy, which requires new companies, including companies that have changed legal ownership/name, to either provide a deposit or letter of credit equal to two month’s billing despite no change or break in the plant’s operations. This has arisen due to all of the recent purchases of local plants by new companies; however, it is standard across the entire utility industry and is put in place to ensure that a default in payment does not put the hydro company at risk. 6.4. Town Hall Task Force – Four submissions were received, but one was disqualified as incomplete due to significant omissions. The Project Committee has reviewed the three qualifying submissions and staff will be developing the Request for Proposal package for the next stage. There is some concern about the lack of appropriate resources so the Town will be looking into bringing in some external expertise. 167 Development Committee Meeting Minutes (March 14, 2017) - 3 - 7. General Business & Reports 7.1. Economic Development & Marketing Fourth Quarter Report In general, 2016 metrics were comparable to 2015 although targets were not fully met. However, arguably the most meaningful target is client visits to the community and 2016 was the highest level achieved to date at 27 investor visits. In terms of wins for the community, 2016 experienced a number of significant investments in the industrial, commercial and residential sectors with 24 new businesses versus 7 closed or relocated businesses. There were also 12 expansions. Two new industrial buildings and businesses are also underway with openings planned for spring 2017. 8. Committee Minutes & Reports 8.1. Tillsonburg District Chamber of Commerce – Citizen of the Year nominations are being received until April 7. 8.2. Downtown Business Improvement Association – No update. 8.3. Tillsonburg District Real Estate Board – No update 8.4. Physician Recruitment Recruitment plan has been prepared by the Committee and has been approved by the board as a budgeted item. 9. Correspondence - None 10. Other Business 10.1. Roundtable A.Nembhard provided information on IGPC’s planned doubling of their Aylmer plant. Their goal is to displace imported ethanol and take advantage of the increase in the ethanol mandate. This expansion will result in additional demand for corn, create new jobs and also bring in a related industry with an auxiliary plant. Committee would like to see additional information on the Integration of Strategic Plans between Town/Chamber/BIA in near future. 11. Closed Session - None 12. Next Meeting The next meeting of the Development Committee is scheduled for 7:30 AM on Tuesday, April 11, 2017. 13. Adjournment Moved By: S. Spanjers Seconded By: Proposed Resolution 3 168 Development Committee Meeting Minutes (March 14, 2017) - 4 - THAT the Development Committee Meeting of March 14, 2017 be adjourned at 9:05 AM. Carried 169 = Attendance: Jami Stephenson, Chair, Councillor Stephenson, Marianna Carson, Tabitha Dalm, Karen Smith, Heather Cnockaert, Paul Weaver Staff: Rick Cox, Jessica Mello, Patty Phelps, Tricia Smith Community Leaders: Councillor Esseltine, Paul Weaver Regrets: Josiane DeCloet, Irene Hurley, Aleksandra Webber, Virginia Armstrong 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Brian Stephenson Seconded By: Paul Weaver THAT the Agenda as prepared for the Canada 150 Committee meeting of Monday, April 3, 2017, be adopted. 3. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared. 4. Adoption of the Committee Minutes of Previous Meeting Resolution #2 Moved By: Brian Stephenson Seconded By: Paul Weaver THAT the Minutes of the Canada 150 Committee meeting of March 20, 2017, be approved. Carried The Corporation of the Town of Tillsonburg Canada 150 Committee Monday, April 3, 2017 4:30 p.m. Committee Meeting Room 200 Broadway, 2nd Floor MINUTES 170 Canada 150 Committee Meeting – Minutes - 2 - 5. Update from the Director of Recreation, Culture and Parks The Director thanked the Committee members for their hard work. He provided a request to the committee to determine the final budget in order that Council can make a decision at the next council meeting. The Tree program will not require any budget from this committee. 6. Poster Contest Marianna Carson went over the proposal for the poster contest. Resolution #3 Moved By: Paul Weaver Seconded By: Karen Smith THAT the Canada 150 Committee endorses the development of a Youth Poster Contest in celebration of Canada 150; AND THAT Marianna Carson, Tabitha Dalm, Heather Cnockaert be appointed to the Youth Poster Contest Development Group to undertake the planning and implementation of the contest and presentation of the award ceremony with a budget up to $1,000.00. Carried 7. Canada 150 Promotional Material 9.1 Quote - Canada 150 Pins The committee looked at the pin quote from Talbot Marketing. Staff to get clarification on the cost of pins as the previous quote was much lower and to determine how many pins we can obtain for the budget determined. Resolution #4 Moved By: Brian Stephenson Seconded By: Marianna Carson That $1,500 be put aside for Canada 150 pins to be provided to the public. Carried 8. Budget Review 7.1 Canada Day Discussion took place regarding the cost of fireworks, staff to confirm the cost of the fireworks that have been ordered. The Canada Day schedule was also reviewed. 171 Canada 150 Committee Meeting – Minutes - 3 - The committee determined that $12,000 should be spent on fireworks. 7.2 Youth Poster Contest - $1,000.00 PINS $1500.00 7.3 Harvest Fest The plan was to provide a party for anyone who worked in the harvest in the community. The event would take place on a Friday night and is proposed for the Metro parking lot. Advertising could be done through the town’s ad in the newspaper and the advertising boards. - $6,400.00 7.4 Summer Camp Day Trips The grant request is for $3,000. 7.5League of Nations Event 7.6 Community Requests Resolution #5 Moved By: Heather Cnockaert Seconded By: Tabitha Dalm THAT the Canada 150 Committee recommends the following budget allocation for Canada 150 events and activities: Canada Day $11,100.00 Harvestfest $6,400.00 Poster Contest $1,000.00 Canada 150 Pin Order $1,500.00 for a total of $20,000.00; AND THAT the balance of $5,000.00 is held in reserve for additional Canada 150 events; AND THAT this budget be presented to council for endorsement. Carried 9. New Business It was suggested that the committee consider an event for the end of the year for Canada 150. 10. Roundtable 172 Canada 150 Committee Meeting – Minutes - 4 - 11. Next Meeting The next meeting of the Canada 150 Committee will be held on Tuesday April 18th, 2017 at 4:30 p.m. in Council Chambers. 12. Adjournment Resolution #6 Moved By: Tabitha Dahm Seconded By: Marianna Carson THAT the March 20, 2017 Meeting of the Canada 150 Committee, be adjourned at 6:00 p.m. Carried 173 = Attendance: Jami Stephenson, Chair, Councillor Brian Stephenson, Tabitha Dalm, Karen Smith, Heather Cnockaert, Paul Weaver, Josiane DeCloet, Community Leaders: Councillor Penny Esseltine, Paul Weaver, Irene Hurley Staff: Jessica Mello, Patty Phelps, Donna Wilson Regrets: Marianna Carson, Aleksandra Webber, Virginia Armstrong, Wendy Cameron 1. Call to Order The meeting was called to order at 4:30 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Brian Stephenson Seconded By: Paul Weaver THAT the Agenda as prepared for the Canada 150 Committee meeting of Tuesday, April 25, 2017, be adopted Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof No Disclosures of Pecuniary Interest were declared. 4. Adoption of the Committee Minutes of Previous Meeting Resolution #2 Moved By: Paul Weaver Seconded By: Josiane DeCloet THAT the Minutes of the Canada 150 Committee meeting of April 3, 2017, be approved. Carried The Corporation of the Town of Tillsonburg Canada 150 Committee Tuesday, April 25, 2017 4:30 p.m. Council Chambers 200 Broadway, 2nd Floor MINUTES 174 Canada 150 Committee Meeting – Agenda - 2 - 5. Update Youth Poster Contest Tabitha Dalm provided an update on the plan for the youth poster contest. The theme will be “What does Canada mean to you?” Posters will be 11 x 17 inches in size. There will be prizes, $100 first, $50 for second and $35 for third place for categories of grades 1-4, 5-8 and 9-12 and a group prize. Posters will be placed in the schools and a letter to the school Principles regarding the contest. To make the contest available to anyone who may be home schooled. The winners will be exhibited at the station art building. The posters could be displayed at the senior centre or the community centre as well or in a public place in the downtown such as an empty store front . Winners could be display them on the Town website. Staff to look at creating a certificate for all the participants. Brian Stephenson volunteered to deliver the letters to the Tillsonburg Schools. 6. Canada 150 Promotional Material 9.1 Quote - Canada 150 Pins There are a couple of different pins. One red pin with the Canada 150 logo and white ones which allow for the Town of Tillsonburg on them. The Canada Day committee could provide the red Canada Day buttons and the Committee could purchase the white buttons with Tillsonburg on the button. Moved By: Irene Hurley Seconded By: Josiane DeCloet THAT the committee purchase the 2.25 inch white buttons with the Town of Tillsonburg logo or name on them; AND THAT the number ordered shall be as many as possible within the $1500.00 approved budget. Carried Canada Flag Jamie Stephenson has purchase a 12 foot by 24 foot Canada flag. The goal will be to get the entire community to sign the flag. 175 Canada 150 Committee Meeting – Agenda - 3 - To have council sign the flag and do a photo shoot with the media and inform the public where they can go to sign the flag. Annandale House is a possible location and possible take to the Senior’s Centre to allow individuals there to sign the flag. Staff to contact Chris Abbot to do a photo shoot with Council. Staff to remove the following wording from the Canda150 page on the website, “Help us reach our goal of hosting 150 events in Tillsonburg with a Canada 150 theme”. Marketing Canada 150 Subcommittee to ensure that there are updates on the website and the Tillsonburg update section in the news. Penny Esseltine to join the marketing group. The Chair to call a meeting to start this initiative again as soon as possible. Staff to ensure that Parks & Recreation is marketing the Canada 150 Tree program to the community. Harvestfest The Knights of Columbus have agreed to host the event. Manpower is need to do the following: - publicity and to obtain memorabilia to display Harvests in the past. (old bailer, wagon with straw etc.) - Music – would like to offer a variety of tunes such as Mexican, Jamaican and Canadian. music. - Coordinate the food. Heather Hcnockaert, Irene Hurley, Penny Esseltine and Brian Stephenson to meet to organize the Harvestfest event. 7. Next Meeting – May 15, 2017 4:30 p.m., Council Chambers, 200 Broadway. 8. Adjournment Resolution #7 Moved By: Paul Weaver Seconded By: Tabitha Dalm THAT the April 25, 2017 Meeting of the Canada 150 Committee, be adjourned at 5:45 p.m. Carried 176 = ATTENDANCE MEMBERS PRESENT: Charles Baldwin, Ken Butcher, Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian Smith, Maurice Verhoeve, Janet Wilkinson MEMBERS ABSENT/REGRETS: Tricia Smith, Paul Wareing 1. Call to Order The meeting was called to order at 9:05 a.m. 2. Adoption of Agenda Moved By: S. Saelens Seconded By: P. DeCloet Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of April 6, 2017, be adopted with additions. 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 9, 2017 Moved By: P. Esseltine Seconded By: S. Saelens Proposed Resolution #2 THAT the minutes for the March 9, 2017 meeting be approved with the following corrections: 1. the location is changed to Corporate Annex and 2. Under Correspondence 7.1 replace “letter” with “phone call. Approved as amended. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Report from Tillsonburg Horticultural Society (THS) – C. Nagy that the commercial beautification program has been launched and volunteers of the society are distributing posters to all businesses. Knights of Columbus are purchasing 5 of the street urns, THS will buy two, Garden Gate, Lions Club, Rotary Club and Kinettes are each donating one urn, and there are some options for the last urn. There has been good feedback from businesses. Free advertising has been obtained from Tillsonburg News and CKOT Radio Station. The major fundraiser for THS is the Garden Auction being held on May 16 in the Lions auditorium, Moved By: S. Saelens Seconded by P. DeCloet The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE April 6, 2017 9:00 a.m. Corporate Annex 200 Broadway MINUTES 177 Proposed Resolution #3 THAT the Heritage, Beautification & Cemetery Advisory Committee accept the report as submitted. Carried 7. Correspondence – Professional Development opportunity “Masonry Restoration Projects – Cash Studies for Heritage Structures & Older Buildings”. Info was circulated to the members. 8. Other Business 8.1. Heritage Designations – No response yet from owners of Seven Gables. 8.2. Tree Protection – London City by-law was very large (approximately 45 pages). C. Hill will extract relevant portions and send to committee members for discussion at next meeting. 8.3. Keep Tillsonburg Beautiful Day – C. Hill updated preparations to date for the May 6 event. Four hundred fifty trees have been ordered. Focus will be on clean-up in the town encouraging participants to do their own residential areas. A short meeting will take place at the end of this meeting to finalize duties. 8.4. Enhanced Beautification Proposal – C. Hill advised that the posting for the position for planting and watering did not receive a good response but it is expected that an appropriate person will be hired. Mall is not participating but has promised to try to plant in red & white colours. C. Hill meeting with Oxford County to discuss Library Lane gardens. 8.5. Canada 150 Celebration Tree program – plan to offer trees for $150 to citizens has been approved by Canada 150 committee and also Council. A good sized tree in a pot with care package would be delivered to citizens to plant themselves on their own property. 8.6. Repairs to Joy Mausoleum – need quotes before work can be done. 8.7. Baldwin Street woodlot – fuel wood has been removed and what is remaining will be left to decompose. No further action. 9. Next Meeting The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on May 4, 2017 at 9:00 a.m. in the Annex Meeting Room. 10. Adjournment Moved By: C. Nagy Seconded By: K. Butcher Proposed Resolution #4 THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on April 6, 2017 be adjourned at 9:50 a.m. Carried. 178 = ATTENDANCE Members Present: Mel Getty : Co-Chair, Mike Cerna: Co-Chair, Terry Smith (Pumptrack), Ken Patterson (Rotary Club) Rosemary Dean (Fair Board), Derek Partlo (Ball), Jane Ann McLean (Outdoor rink), Peter Luciani (Dog Park), Rick Cox: Staff, Margaret Puhr: Secretary (Event Organizers) Guest: Tracy Green (Fair Board) MEMBERS ABSENT/REGRETS Donna Scanlan, Brad Martin, Shane Curtis, Cedric Tomico, Lance McKenzie, Scott McKenzie, , Sue Saelens, John Glass, Scott Vitias 1. Call to Order The meeting was called to order at 5:58pm, by Co-chair Mel Getty. 2. Adoption of Agenda Moved By: Ken Patterson Seconded By: Mike Cerna Resolution #1_ THAT the as prepared for the Memorial Park Revitalization Committee meeting of April 18, 2017, be adopted. 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 4.1. Minutes of the Meeting of April 3, 2017 Moved By: Mike Cerna Seconded By: Rosemary Dean Resolution #2_ The Corporation of the Town of Tillsonburg Memorial Park Revitalization Committee April 18, 2017 5:30pm Annex, Corporate 200 Broadway MINUTES 179 Memorial Park Revitalization Committee Meeting Minutes, April 18, 2017 - 2 - THAT the Minutes of the Memorial Park Revitalization Committee Meeting of April 3, 2017 be approved. Carried. 5. General Business & Reports 5.1. Tractor Pull request: letter – this organization lost their current home and has approached the Fair Board to come to Tillsonburg and use the fairgrounds/derby pad. The group has indicated to the Fair Board that they would have a system for pumping water from lake Lisgar which they would be willing to share for watering of the ball diamonds. Per Tillsonburg by-law, storage containers are not permitted, the Fair Board is willing to give the cattle barn for use. There would be no fees paid to the Town, only a donation to the Fair Board. The committee feels that more investigation is needed into the water system operations; also, ball users are charged fees to use ball diamonds, all other seasonal users should be paying some sort of a fee as well. Discussion was deferred pending more detailed information from the Fair Board, operator and Staff. 5.2. Staff update – absent, due to special council meeting on RFPs for the bandshell. 5.3. Rotary Club update: tree trimming has started on the path, once done, the club members will finish cleaning up the brush. 5.4. Fair Board: no new updates. 5.5. Ball Association: no new updates, registration is continuing. 5.6. Kinsmen Club: members absent. The club will donate the bandhell funds rather than be involved in the building process. 5.7. Pumptrack: the informal fundraiser proposed for the skate park/pump track will not be held due to liability insurance being unavailable through the Town and prohibitive cost through Terry Smith’s insurance. Would like the Town to host these events, or at least one to start to alleviate expenses, Terry willing to do all the preparation and execution of event. 5.8. Lions Club – members absent. 5.9. Outdoor Rink – still waiting to present the project to the Council, has not been informed on when. Otherwise ready to start. 5.10. Dog Park – the site was approved by the Council at the April 10th meeting. Peter met with staff regarding exact location and scope which was approved. The Chairman questioned why the location presented to the Council was not the same that the MPR Committee discussed and approved. The Dog Park committee will confer with Staff re: next steps in the project and advise. 180 Memorial Park Revitalization Committee Meeting Minutes, April 18, 2017 - 3 - 5.11. Ball Diamond repositioning – no new updates 6. Round Table The Committee had questions regarding liability insurance policy for the Town – reviewed. Jane Ann and Margaret met regarding the park donor signage and proposed examples were reviewed. 7. Next Meeting The next meeting of the Memorial Park Revitalization Committee will be on Monday May 1, 2017 at 7:30am. 8. Adjournment Moved By: Rosemary Dean Seconded By: Terry Smith Resolution #5 THAT the Memorial Park Revitalization Committee Meeting of April 18, 2017 be adjourned at 7.05pm. Carried. 181 = ATTENDANCE Bob Marsden, Patty Phelps, Dianne MacKeigan, Aleksandra Webber, Marianne Sandham, Mary Lou Sergeant, Jami lee Stephenson MEMBERS ABSENT/REGRETS Chris Rosehart 1. Call to Order The meeting was called to order at 4:30 pm 2. Adoption of Agenda Moved By- Marianne Sandham Seconded By- Aleksandra Webber Proposed Resolution #_1 THAT the Agenda for the Museum Advisory Committee meeting of April 27, 2017, 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 23, 2017 Moved By: Dianne MacKeigan Seconded By: Aleksandra Webber Proposed Resolution #_2 THAT the Minutes of the Museum Advisory Committee Meeting of March 23 ,2017 be approved. Carried 5. Delegations and Presentations- None The Corporation of the Town of Tillsonburg Museum Advisory Committee Thursday, April 27, 2017 4:30 pm Program Room- 2nd floor Annandale NHS 30 Tillson Ave., Tillsonburg MINUTES 182 6. General Business & Reports 6.1. Financial- Balance in the Annandale House Trust Account- $103,438.41 6.2. Tour Guides- Guides are being recruited for a number of upcoming group tours including one bus tour. 6.3. Curator’s Report- The Curator’s report was circulated and included the following highlights: 1. Numbers for March are the same as last year. 2. The new exhibit in the Pratt Gallery telling the story of the great flood of 1937 opened with 10 people attending. It will run till May 14. 3. The first of the Confederation Challenge workshops has taken place. 11 people attended the basket making workshop. The next one, soap making, is May 27 and the cost is $65 including tax. 4. Summer students hired begin work soon. Madison Wild starts May 15 and Victoria Hanson on May 29. 5. We have been selected as a finalist in Ontario’s Choice awards. We are up against 9 other attractions. Advertising materials have arrived. It is a people’s choice award so all are encouraged to vote often. 6. Bill Pratt was the winner of the Easter basket draw. 7. Plans continue for the Hevenor art show. Programs have gone to the printer and will be sold for $20 each. The move and installation will occur the week of May 22. 8. Wilde Week is coming up May 29 to June 2 with a full week of events planned including an art show with sunflowers, a presentation by Oscar Wilde, aka Stephen Molnar, and movies on the lawn. 9. CMOG application will be available online in May. 10. Plans are underway for Turtlefest and Canada Day. New this year will be a Turtlewalk. Pioneers will be on the lawn for Canada Day. 11. Lunch and Learn series continue with session 3 on the Tillsonburg Livvies. 12. We have an ad on the back page of the Oxford tourism magazine. Moved By Patty Phelps Seconded By Mary Lou Sergeant Proposed Resolution # 3 183 THAT the reports be adopted as circulated. Carried 7. Correspondence- none 8. Other Business 8.1. No more progress to report on porch repairs. Concern was raised about the unkempt lawn and the impression it will make with the visitors expected to attend the Hevenor Art Show. 8.2. Preparation for the Hevenor Art Show were covered in the curator’s report. 9. Next Meeting- Thursday May 25, 2017 at 4:30 pm 10. Adjournment Moved by Jami Stephenson Proposed Resolution #4 THAT the Museum Advisory Committee meeting of April 27, 2017 be adjourned at 5:35 pm 184 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4107 BEING A BY-LAW to Adopt the Town of Tillsonburg Reserve Policy and to repeal By-Law 3779 the former Reserve Policy. WHEREAS Section 270(1) of the Municipal Act, 2001 requires the Municipality to adopt and maintain policies to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. THEREFORE The Council of The Corporation of The Town of Tillsonburg hereby enact as follows: 1.0 DEFINITIONS In this By-Law: a) “Reserves” are a provision or amount that is designated for a future purpose and are established by approval of Council and are not restricted by legislation. They can be related to projects that are of a nature prescribed and managed by approval of Council. Examples include the Airport Reserve or IT Reserve. Reserves receive an annual interest allocation. b) “Reserve Funds” are restricted by municipal by-laws or agreements and receive an annual interest allocation based on the average annual balance. The Town has two classifications of Reserve Funds, Obligatory Reserve Funds and Discretionary Reserve Funds. c) Obligatory Reserve Funds are restricted by legislation, by-laws or agreements. Some of the Obligatory Reserve Funds are the Development Charge Fund, the Gas Tax Fund and the Building Permit Reserve Fund. d) Discretionary Reserve Funds have been created for a specific purpose by Council. Examples include Capital Infrastructure Reserve, Parking Reserve and Lake Lisgar Revitalization 2.0 POLICY STATEMENT 2.1 Objectives a) To establish reserves as approved by Council for: i. Future capital expenditures ii. Operating projects and surpluses iii. Sale of fixed assets or land iv. Unexpected or unplanned events v. The reduction of debt financing 185 vi. Or any other purpose that Council designates that would otherwise cause fluctuations in the operating or capital budgets. b) To establish reserve funds through the adoption of a by-law for specific purposes as approved by Council. c) All reserves held in cash will be held in a separate bank account. 3.0 ACCOUNTABILITY The Director of Finance or his/her designate shall maintain accountability on behalf of Council relating to the administration of reserves, including the process to transfer to and from reserves once approved by Council and the allocation of interest. Staff provides recommendations on the transfer of funds. 4.0 PRESCRIBED COUNCIL AUTHORITY a) Establish new reserves; b) Close existing reserves; c) Amalgamate reserves d) Transfer funds to and from reserves via the approved annual budget; e) Transfer funds to and from reserves through Council resolution not addressed through the budget process 5.0 REPORTING Annually, as part of the budget process, staff will prepare an update on all of the reserve and reserve funds. Each fund will have a policy statement, source of revenue an expenses, recommended target levels, the year-end balance and any other pertinent data. The budget will provide any balances and show a summary of revenues and expenses. In addition, the balances of the reserve and reserve funds are provided in the Town’s audited financial statements. 6.0 APPROVED RESERVES AND TRUST FUNDS Schedule A attached lists all of the Reserve Funds, Schedule B the Obligatory Reserve Funds and Schedule C the list of Trust Funds. These schedules will be reviewed annually and the schedules modified with new, amalgamated or closed reserves. 186 7.0 REPEAL FORMER BY-LAW THAT By-Law 3779, to Adopt the Town of Tillsonburg Reserve Policy, passed on the 9th day of December 2013, is hereby repealed. 8.0. FORCE AND EFFECT THAT This By-Law shall come into full force and effect on the day of it’s passing. READ A FIRST AND SECOND TIME THIS 8th DAY OF MAY, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 8th DAY OF MAY, 2017. __________________________ MAYOR- Stephen Molnar __________________________ TOWN CLERK – Donna Wilson 187 Reserve Policy Schedule A Airport Reserve Asset Management Funding Reserve Cemetery Reserve Council Reserve Development Remediation Reserve Downtown Parking Reserve Economic Development Reserve Election Reserve Engineering Reserve Facility Infrastructure Reserve Fire Department Equipment Reserve Fire Department Labour Reserve Fleet and Equipment Reserve IT Equipment Reserve Linear Infrastructure Reserve Physician Recruitment Reserve Police Reserve Police Services Board Reserve Recreation Culture and Parks Reserve Tax Rate Stabilization Reserve Transit Reserve Waste Management Reserve Winter Maintenance Reserve 188 Obligatory Reserve Policy Schedule B Building Fee Reserve Development Charge Reserves Gas Tax Rebate Reserve 189 Trust Fund Policy Schedule C Annandale House Trust Cemetery Maintenance Trust Cemetery Perpetual Care Trust Cemetery Prepaid Trust Community Trust Lake Lisgar Revitalization Trust Parkland Trust Scholarship Trust 190 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO 4106 A BY-LAW TO PROVIDE FOR THE ADOPTION OF BUDGETARY ESTIMATES, TAX RATES AND TO FURTHER PROVIDE FOR PENALTY AND INTEREST IN DEFAULT OF PAYMENT THEREOF FOR 2017. WHEREAS Section 290 of the Municipal Act, 2001, S.O. 2001 c.25, as amended, provides that the Council of a local municipality shall prepare and adopt estimates of all sums required during the year for the purposes of the municipality, WHEREAS Section 312 of the said Act provides that the Council of a local municipality shall, after the adoption of estimates for the year, pass a by-law to levy a separate tax rate on the assessment in each property class, and WHEREAS Sections 307 and 308 of the said Act require tax rates to be established in the same proportion to tax ratios; and WHEREAS regulations require reductions in certain tax rates for certain classes or subclasses of property. Now therefore the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1) That the budget estimates setting out the revenues and expenditures as detailed in the Business Plans for the year 2017, and endorsed by resolution, February 13th, 2017, raising the following amounts from realty taxation be adopted: A) A general municipal levy of $13,989,100 . B) A special levy for core area parking of $141,500 C) A special levy for the Business Improvement Area of $123,900 2) That the tax rates hereby adopted for each class for the year 2017, excluding local improvement rates or other special charges collected as taxes, shall be the tax rates as listed on Schedule “A” attached hereto and forming part of this by-law and the tax rate for each class shall be applied against the whole of the assessment for real property for that particular class and purpose. 3) That every owner shall be taxed according to the tax rates in this by-law. The taxes for a particular property shall be calculated by applying the Current Value Assessment against the tax rates set out and further adjusted as required by the provisions of the Municipal Act, 2001, S.O. 2001. Such taxes shall become due and payable in two installments as follows: ALL PROPERTY CLASSES: FIRST INSTALMENT Thursday, August 24, 2017 SECOND INSTALMENT Thursday, October 26, 2017 Notice of such taxes due shall be sent by first class mail to those persons shown as liable for the payment of taxes. 4) That a charge as a penalty of 1 and 1/4 per cent on the amount of any outstanding taxes levied in 2017 shall be made on the first day of default and on the first day of each calendar month thereafter in which default continues until December 31, 2017, and any such additional amounts shall be levied and 191 collected in the same manner as if they had been originally imposed with and formed part of the taxes levied under this by-law. The penalty charges indicated in this section shall be waived for those taxpayers participating in the Monthly Preauthorized Payment Programme provided the payments are made as agreed and without default. 5) That interest of 1 and 1/4 per cent on the amount of any taxes due and unpaid after December 31, 2017 shall be charged on the first day of each calendar month thereafter in which default continues. This by-law shall come into effect on the date of the final passing thereof. READ A FIRST AND SECOND TIME THIS 8th DAY OF MAY, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 8th DAY OF MAY, 2017. ____________________________________ Mayor – Stephen Molnar ____________________________________ Town Clerk – Donna Wilson 192 TOWN OF TILLSONBURG Schedule "A " to By-Law 4106 2017 TAX RATES TOTAL BASE RTC/RT Q GENERAL COUNTY SEWERS EDUCATION RATES PARKING B.I.A. TOTAL RT RESIDENTIAL 0.00746988 0.00417442 0.00023655 0.00179000 0.01367085 0.00121163 0.01488248 MT MULTI-RESIDENTIAL 0.01904819 0.01045079 0.00060320 0.00179000 0.03189218 0.00309570 0.03498788 CT COMMERCIAL 0.01420622 0.00793891 0.00044987 0.01390000 0.03649500 0.00230427 0.00203520 0.04083447 XT COMMERCIAL NEW CONSTRUCTION 0.01420622 0.00793891 0.00044987 0.01140000 0.03399500 0.00230427 0.00203520 0.03833447 CU VACANT UNITS/EXCESS LAND 0.00994435 0.00555724 0.00031491 0.00973000 0.02554650 0.00161299 0.00142464 0.02858413 CX VACANT LAND 0.00994435 0.00555724 0.00031491 0.00973000 0.02554650 0.00161299 0.00142464 0.02858413 XU COM'L NEW CONST. - EXCESS LAND 0.00994435 0.00555724 0.00031491 0.00798000 0.02379650 0.02379650 IT INDUSTRIAL 0.01964578 0.01097872 0.00062213 0.01390000 0.04514663 0.04514663 JT INDUSTRIAL NEW CONSTRUCTION 0.01964578 0.01097872 0.00062213 0.01140000 0.04264663 0.04264663 IU VACANT UNITS/EXCESS LAND 0.01276976 0.00713617 0.00040438 0.00903500 0.02934531 0.02934531 IX VACANT LAND 0.01276976 0.00713617 0.00040438 0.00903500 0.02934531 0.02934531 LT LARGE INDUSTRIAL 0.01964578 0.01097872 0.00062213 0.01390000 0.04514663 0.04514663 LU VACANT UNITS/EXCESS LAND 0.01276976 0.00713617 0.00040438 0.00903500 0.02934531 0.02934531 PT PIPELINES 0.00940682 0.00525685 0.00029789 0.01040000 0.02536156 0.02536156 FT FARMLAND 0.00186747 0.00104361 0.00005914 0.00044750 0.00341772 0.00341772 R1 FARMLAND DEV PH 1 0.00336145 0.00187849 0.00010645 0.00080550 0.00615189 0.00615189 193 194 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4104 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘EC-9’ & “OS1” the zone symbols of the lands so designated ‘EC-9’ & ‘OS1’ on Schedule “A” attached hereto. 2. That Section 12.4 to By-Law Number 3295, as amended, is hereby further amended by adding the following at the end thereof: “12.4.9 LOCATION: WEST SIDE OF ROLPH STREET, NORTH OF BROCK STREET EAST– LOT 761, PART OF LOTS 763 & 764A, PLAN 500, EC-9 (KEY MAP 27) 12.4.9.1 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any EC-9 zone use any lot, or erect, alter, or use any building or structure for any purpose except the following: all uses permitted in Section 12.1. 12.4.9.2 Notwithstanding any provisions of this By-Law to the contrary, no person shall within any EC-9 Zone use any lot, or erect, alter, or use any building or structure for any purpose except in accordance with the following provisions: 12.4.9.2.1 DWELLING UNITS BELOW GRADE Notwithstanding any provisions of this By-Law to the contrary, on lands zoned EC-9, a dwelling unit may be permitted in a basement that has a floor level not more than 1.6 m (5.2 ft) below the adjacent finished grade. 12.4.9.3 That all of the provisions of the EC Zone in Section 12.2 of this By-Law, as amended, shall apply and further, that all other provisions of this By- Law, as amended, that are consistent with the provisions herein shall continue to apply mutatis mutandis.” 3. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. 195 The Corporation of the Town of Tillsonburg By-law Number 4104 Page 2 READ a first and second time this 8th day of May, 2017. READ a third time and finally passed this 8th day of May, 2017. Mayor Clerk 196 N48°31'20"WL O T 7 6 1 L O T 7 6 4 A4 1 R - 9 3 5 220.8021.23S.E. ANGLELOT 763, JP 50020.42N21°42'35"W28.0435.97 N52°27'30"E 51.82 58.67 N52°27'30"E 61.57 N37°43'55"W 122.23N52°27'30"E 127.71 L O T 7 6 3 J U D G E ' S P L A N 5 0 0VALLEYVIEW LANEROLPH STLOT 761 AND PART OF LOTS 763 AND 764A, JUDGE'S PLAN 500TOWN OF TILLSONBURG AREA OF ZONE CHANGE TO OS1 NOTE: ALL DIMENSIONS IN METRES MAYOR CLERK THIS IS SCHEDULE "A" TO BY-LAW No. 4104, PASSED THE 8th DAY OF MAY, 2017 SCHEDULE "A" TO BY-LAW No. 4104 © 10 0 10 20 305 METRES AREA OF ZONE CHANGE TO EC-9 OS1 EC-9 EC-9 OS1 REARLIMITOFLOTSASSHOWNONJUDGE'SPLAN500ANDREGISTEREDPLAN160A197 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4105 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 8h day of May, 2017 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 May 8th, 2017, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 8th DAY OF MAY, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 8TH DAY OF MAY, 2017. _____________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 198