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170612 Regular Council AGDTable of Contents Agenda 3 Minutes, May 23, 2017 170523 Council MIN 10 Application for Minor Variance-A-03/17- JV Inc., 35 Harvey Street A-03/17 Report 22 Report Attachments 26 Application A-03/17 30 Application for Minor Variance- A-04/17 - Simon Wagler, 3 Maple Lane A04-17_rpt 33 Report Attachments 37 A04-17 Application 41 Application for Condominium Conversion- Sireg Property Management - CD 17-02-7 - 183 Lisgar Avenue CD 17-02-7 Report 45 Report Attachments 52 CL 17-14 - Enabling Accessibility Fund Project Proposal CL 17-14, Enabling Accessibility Fund 59 Government Call for Proposals 61 DCS 17-20 - Building Inspector I - Business Case DCS 17-20 - Building Inspector I - Business Case 64 Business Case - Building Inspector I 66 FIN17-16 Annual Surplus/Deficit Allocation Policy FIN17-16 Annual Surplus/Deficit Allocation Policy 74 Annual Surplus/Deficit Allocation Policy 75 FIN17-17 - 2016 Surplus Allocation FIN17-17 - 2016 Surplus Allocation 77 FIN17-18 Golf Course Land Balance Clearing Transaction FIN17-18 Golf Course Land Balance Clearing Transaction 79 RCP 17-34 – Awarding RFP2017-004 Indoor Pool Deck Replacement RCP 17-34 - Awarding RFP2017-004 Indoor Pool Deck Replacement 81 RFP2017-004 Pool Deck Tender Specifications 84 Curved Tile Deck Drain photo 86 RCP 17-35 – Awarding RFT2017-010 LED Rink Lights RCP 17-35 - Awarding RFT2017-010 LED Rink Lights 87 Notice of Annual Meeting of Shareholders of Tillsonburg Hydro Inc. Notice of THI AGM 17 89 Committee Minutes 170606 Accessibility Advisory Committee MIN 90 1 170515 Canada 150 MIN 93 170504 HBC MIN 97 170515 Mem Park MIN 99 By-Law 4112, To confirm the proceedings of council. Confirming By-Law 104 2 = 1. Call to Order 2. Adoption of Agenda Proposed Resolution #1 Moved By: Seconded By: THAT the Agenda as prepared for the Council meeting of Monday, June 12, 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 May 23, 2017 170523 Council MIN Proposed Resolution #2 Moved By: Seconded By: THAT the Minutes of the Council Meeting of May 23, 2017, be approved. 6. Delegations and Presentations 7. Committee Reports & Presentations The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, June 12, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - Proposed Resolution #3 Moved By: Seconded By: THAT Council move into the Committee of Adjustment to hear applications for Minor Variance. 8. Public Meetings 8.1. Application for Minor Variance - A-03/17 - JV Inc., 35 Harvey Street A-03/17 Report Report Attachments A-03/17 Application Proposed Resolution #4 Moved By: Seconded By: THAT the Tillsonburg Committee of Adjustment approves Application File A-03/17, submitted by JV Inc., for lands described as Part Lot 1106, Plan 500, in the Town of Tillsonburg, as it relate to relief from Section 13.2, Table 13.2 – Central Commercial Zone Provisions, to decrease the minimum required amenity area from 40 m2 per dwelling unit to nil, to facilitate the creation of 2 residential units on the upper floor of an existing commercial building, subject to the condition that a building permit for the proposed dwelling units shall be issued within one year of the date of the Committee's decision. 8.2. Application for Minor Variance - A-04/17 - Simon Wagler, 3 Maple Lane A-04-17_Report Report Attachments A-04-17 Application Proposed Resolution #5 Moved By: Seconded By: THAT the Tillsonburg Committee of Adjustment approves Application File A-04/17, submitted by Simon Wagler, for lands described as Part Block A, Plan 507, Part 2 of 41R-9244, Town of Tillsonburg, as it relates to: 1. Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase the maximum permitted lot coverage of a ‘R1’ zoned lot from 33% to 34.7% of the lot area; and 4 Council Meeting – Agenda - 3 - 2. Relief from Section 6.2, Table 6.2 – Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.3 ft) to 10.5 m (34.5 ft), to facilitate the construction of a single detached dwelling, subject to the condition that a building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. Proposed Resolution #6 Moved By: Seconded By: THAT Council move out of the Committee of Adjustment and move back into regular session. 9. Planning Applications 9.1. Application for Condominium Conversion - Sireg Property Management - CD 17-02-7 - 183 Lisgar Avenue CD 17-02-7 Report Report Attachments Proposed Resolution #7 Moved By: Seconded By: THAT Council advise the County of Oxford that the Town supports the application by 2442583 Ontario Inc., to create a draft plan of condominium (File No.: CD 17-02-7) as applies to lands consisting of Part Lot 94, Lot 93, Plan M25, Parts 3, 5, 6 & 7, Plan 41R- 1397, Town of Tillsonburg, subject to the conditions of draft plan approval as contained in CP Report 2017-175. 10. Information Items 11. Mayor 12. Quarterly Reports 13. Reports from Departments 13.1. Chief Administrative Officer 5 Council Meeting – Agenda - 4 - 13.2. Clerk’s Office 13.2.1. CL 17-14 - Enabling Accessibility Fund Project Proposal CL 17-14, Enabling Accessibility Fund Government Call for Proposals Proposed Resolution #8 Moved By: Seconded By: THAT Council receives Report CL 17-14, Enabling Accessibility Fund Project Proposal, as information; AND THAT Council authorizes the submission of an application for the proposed project. 13.3. Development and Communication Services 13.3.1. DCS 17-20 - Building Inspector I - Business Case DCS 17-20 - Building Inspector I - Business Case Business Case - Building Inspector I Proposed Resolution #9 Moved By: Seconded By: THAT Council receives Report DCS 17-20 - Building Inspector I - Business Case as information; AND THAT Council continues to support the requirements set in the Ontario Building Code Act to ensure adequate staffing are in place to administer the Ontario Building Code; AND FURTHER THAT Council directs staff to proceed in establishing the Building Inspector I position and proceed with the recruitment process. 13.4. Finance 13.4.1. FIN17-16 Annual Surplus/Deficit Allocation Policy FIN17-16 Annual Surplus/Deficit Allocation Policy Annual Surplus/Deficit Allocation Policy Proposed Resolution #10 Moved By: Seconded By: THAT Council receives Report FIN17-16 Annual Surplus/Deficit Allocation Policy as information; 6 Council Meeting – Agenda - 5 - AND THAT Council approves the Annual Surplus/Deficit Allocation Policy. 13.4.2. FIN17-17 - 2016 Surplus Allocation FIN17-17 - 2016 Surplus Allocation Proposed Resolution #11 Moved By: Seconded By: THAT Council receives Report FIN17-17 2016 Surplus Allocation as information; AND THAT Council approves the allocation of the 2016 surplus of $212,111 be contributed to specific reserves - Fleet & Equipment $200,000; Police Services Board $5,984; Recreation, Culture and Parks $2,025; and the balance to Tax Rate Stabilization $4,102. 13.4.3. FIN17-18 Golf Course Land Balance Clearing Transaction FIN17-18 Golf Course Land Balance Clearing Transaction Proposed Resolution #12 Moved By: Seconded By: THAT Council receives Report FIN 17-18 Golf Course Land Balance Clearing Transaction as information; AND THAT Council uses $41,389.73 from the Tax Rate Stabilization Reserve to fund the revenue shortfall on the sale of land; AND THAT any of the net proceeds from any future sale of lands previously obtained as part of the golf course redevelopment be used to reimburse the Tax Rate Stabilization Reserve; AND THAT the Town’s Financial Statements reflect the actions as noted in Report FIN 17-18. 13.5. Fire and Emergency Services 13.6. Operations 13.7. Recreation, Culture & Park Services 13.7.1. RCP 17-34 – Awarding RFP2017-004 Indoor Pool Deck Replacement RCP 17-34 - Awarding RFP2017-004 Indoor Pool Deck Replacement 7 Council Meeting – Agenda - 6 - RFP2017-004 Pool Deck Tender Specifications Curved Tile Deck Drain photo Proposed Resolution #13 Moved By: Seconded By: THAT Council receives Report RCP 17-34 – Awarding RFP2017-004 Indoor Pool Deck Replacement; AND THAT the pool deck replacement project be deferred until 2018 and re- tendered to include replacement of the tile inside the pool tank. 13.7.2. RCP 17-35 – Awarding RFT2017-010 LED Rink Lights RCP 17-35 - Awarding RFT2017-010 LED Rink Lights Proposed Resolution #14 Moved By: Seconded By: THAT Council receives Report RCP 17-35 – Awarding RFT2017-010 LED Rink Lights; AND THAT Council awards RFT2017-010 to 911777 Ontario Limited O/A T.A. Thomson Electrical Contractors for their tendered price of $104,375.05 before taxes. 14. Unfinished Business 14.1. Notice of Annual Meeting of Shareholders of Tillsonburg Hydro Inc. Notice of THI AGM 17 Proposed Resolution #15 Moved By: Seconded By: THAT Council receives the Notice of the Annual Meeting of Shareholders of Tillsonburg Hydro Inc.; AND THAT Council calls a Special Council Meeting for June 27, 2017 at 10:00 a.m. in order that Council may attend the AGM. 15. Staff Information Reports 8 Council Meeting – Agenda - 7 - 16. Committee Minutes & Reports 16.1. Committee Minutes 170606 Accessibility Advisory Committee MIN 170515 Canada 150 MIN 170504 HBC MIN 170515 Mem Park MIN Proposed Resolution #16 Moved By: Seconded By: THAT Council receives the Minutes of the Accessibility Advisory Committee dated June 6, 2017, the Canada 150 Committee dated May 15, 2017, the Heritage, Beautification and Cemetery Committee dated May 4, 2017, and the Memorial Park Committee dated May 15, 2017, as information. 17. Notice of Motions 18. Resolutions 19. By-Laws By-Laws from the Meeting of Monday, June 12, 2017 Proposed Resolution #17 Moved By: Seconded By: 19.1. THAT By-Law 4112, To confirm the proceedings of council 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. 20. Items of Public Interest 21. Adjournment Proposed Resolution #18 Moved By: Seconded By: THAT the Council Meeting of Monday, June 12, 2017 be adjourned at _____ p.m. 9 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Jim Hayes Councillor Chris Rosehart Councillor Brian Stephenson Staff: 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 Tricia Smith, Deputy Clerk Regrets: David Calder, CAO 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Agenda as prepared for the Council meeting of Tuesday, May 23, 2017 be adopted. Carried 3. Moment of Silence The Corporation of the Town of Tillsonburg COUNCIL MEETING Tuesday, May 23, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 10 Council Meeting Minutes, May 23, 2017 - 2 - 4. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5. Adoption of Council Minutes of Previous Meeting 5.1. Minutes of the Meeting of May 8, 2017 170508 Council MIN Resolution #2 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT the Minutes of the Council Meeting of May 8, 2017 be approved. Carried 6. Delegations and Presentations 6.1. Volunteer Achievement Award Presentation to Henriette Benoit Presented by: Mayor Molnar and Councillor Stephenson 6.2. J.L. McLean Legacy Outdoor Rink Presented by: Jane Ann McLean, Committee Co-Chair Delegation Request Presentation A request was made for the Town to establish a Trust Fund for the J.L. McLean Legacy Outdoor Rink project to receive donations and issue tax receipts. Option 1 is being recommended for the location of the rink to provide an open outdoor space. A recommendation was made to use clear removable siding/boards for the rink. The Director of Recreation, Culture & Parks indicated that a staff report will be provided at the June 26, 2017 Council meeting. Resolution #3 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the presentation regarding the J.L. McLean Legacy Outdoor Rink, as information; AND THAT the matter, be referred to staff to bring back a report with options and recommendations. Carried 11 Council Meeting Minutes, May 23, 2017 - 3 - 6.3. Addition of Trailer to Highway 3 Storage Site Presented by: Phil Gravelle, Tillsonburg Resource Network Medical Equipment Group (sub-committee of TRN), Oxford County Community Health Centre Delegation Request Accompanying Letter The Development Commissioner indicated that there will be no impact on the storage site resulting from construction at the adjacent Hwy. 3 intersection. Resolution #4 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives the delegation regarding the addition of a trailer to the Highway 3 Storage Site, as information; AND THAT staff be authorized to amend the existing Agreement, recognizing the name change of the lessee as Oxford County Community Health Centre, and to allow for two trailers on the Highway 3 storage site. Carried 6.4. Marwood Metal Canada 150 Sundial Update Presented By: Aleksandra Webber, Production Scheduler, and Gunther Otte Delegation Request Sundial Assembly_002 FW_ Registration Staff to review options with Marwood Metal Canada for the tulip leaf design on the sculpture. Resolution #5 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives the presentation regarding the Marwood Metal Canada 150 Sundial Update as information. Carried 12 Council Meeting Minutes, May 23, 2017 - 4 - 7. Committee Reports & Presentations Resolution Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council move into the Committee of Adjustment to hear an application for Minor Variance at 7:03 p.m. Carried 8. Public Meetings 8.1. Application for Minor Variance A-02/17- Tillsonburg Minor Soccer Club, 275 Quarter Town Line A-02/17 Report Report Attachments Application Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented Report A-02/17 for the application for Minor Variance. Opportunity was given for comments and questions. Michael Papaioannou representing the Tillsonburg Minor Soccer Club appeared before council in support of the application. No member of the public appeared in support of or in opposition to the application. Council passed the following resolution: Resolution #6 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Tillsonburg Committee of Adjustment approves Application File A-02/17, submitted by Tillsonburg Minor Soccer Club, for lands described as Part Lot 8, Concession 11 (Dereham), and Parts 1-3 of 41R-6678, in the Town of Tillsonburg, as it relates to relief from Section 22.2 – Active Use Open Space Zone (OS2), to decrease the minimum required interior side yard width from 7.5 m (24.6 ft) to 3.5 m (11.5 ft), 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. Carried 13 Council Meeting Minutes, May 23, 2017 - 5 - Resolution Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council move out of the Committee of Adjustment and move back into regular session at 7:11 p.m. Carried 9. Planning Reports 9.1. Second Unit Regulatory Changes Tillsonburg Report_Second units Mr. Eric Gilbert, Development Planner, County of Oxford provided a review of the County’s response to the proposed Second Unit Regulatory Changes. Opportunity was given for comments and questions. The Development Planner indicated that Second Units could be regulated by the municipality through licensing. The Senior Leadership Team to forward comments to the County regarding the proposed regulatory changes prior to the June 9, 2017 deadline. Resolution #7 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives the Second Unit Regulatory Changes Report from the County of Oxford as information. Carried 10. Information Items 10.1. 153 Varnavair Royal Canadian Cadet Squadron Annual Tag Days Cadet Annual Tag Day Resolution #8 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council approves the 153 Varnavair Squadron Royal Canadian Air Cadets request to hold their Annual Tag Day on the weekend of Friday, June 2 and Saturday, June 3, 2017 (rain dates June 9 and 10, 2017). Carried 14 Council Meeting Minutes, May 23, 2017 - 6 - 11. Mayor 11.1. MYR 17-04 Oxford County Update REPORTmayorCOOXmay2017 Resolution #9 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report MYR 17-04 Oxford County Update, as information. Carried 12. Quarterly Reports 12.1. FIN17-14 2017 First Quarter Financial Results 2017 First Quarter Financial Results 2017 Q1 Consolidated Results Resolution #10 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report FIN 17-14 2017 First Quarter Financial Results, as information. Carried 12.2. FIN17-15 2017 First Quarter Finance Department Results FIN17-15 2017 First Quarter Finance Department Results Finance 2017 Q1 Results Resolution #11 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report FIN 17-15 2017 First Quarter Finance Department Results, as information. Carried 15 Council Meeting Minutes, May 23, 2017 - 7 - 12.3. FRS 17-03 First Quarter report 2017 Fire Department Results First Quarter report 2017 Fire Department Results Financial Plan Summary Staff to break out the Tillsonburg stats for Fire Communications Dispatched Incidents in the quarterly reports moving forward. Resolution #12 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report FRS 17-03 First Quarter 2017 Department Results, as information. Carried 12.4. OPS 17-15 2017 First Quarter Operations Services OPS 17-15 2017 First Quarter Operations Services OPS 17-15 Attachment 1 - Operating Summaries Operations staff to review the airport Hanger Lease Agreements to determine the method of collection for the annual fees. Resolution #13 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report OPS 17-15, 2017 First Quarter Operations Services, as information. Carried 12.5. RCP 17-33 - Recreation Culture and Parks 2017 Q1 Results RCP 17-33 - Recreation Culture and Parks 2017 Q1 Results RCP Q1 2017 Financial Summaries Resolution #14 Moved By: Councillor Rosehart Seconded By: Councillor Hayes THAT Council receives Report RCP 17-33 Recreation Culture and Parks 2017 Q1 Results, as information. Carried 16 Council Meeting Minutes, May 23, 2017 - 8 - 12.6. DCS 17-19 - Building, Planning & By-Law Services 2017 Q1 Results DCS 17-19 - Building, Planning & By-Law Services 2017 Q1 Results Q1 Financial Summary Resolution #15 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report DCS 17-19 Building, Planning & By-Law Services 2017 Q1 Results, as information. Carried 12.7. DCS 17-17 Economic Development and Marketing First Quarter Summary Report DCS 17-17 Financial Summary The Development Commissioner indicated that the Downtown Parking Lot study RFP will be circulated in the next six weeks. Resolution #16 Moved By: Councillor Hayes Seconded By: Councillor Rosehart THAT Council receives Report DCS 17-17 Economic Development and Marketing First Quarter Summary, as information. Carried 13. Reports from Departments 13.1. Chief Administrative Officer 13.2. Clerk’s Office 13.2.1. CL 17-13, BIA Appointment CL 17-13 BIA Appointment BIA App51217 By-Law 4109 BIA App By-Law 3901 BIA Appointments 17 Council Meeting Minutes, May 23, 2017 - 9 - Resolution #17 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report CL 17-13, BIA Appointment; AND THAT Councillor Esseltine, be appointed as Council Representative to the BIA; AND THAT Councillor Esseltine, be removed from the Parks & Recreation Advisory Committee and Councillor Rosehart be appointed as Council Representative to the Parks & Recreation Advisory Committee; AND THAT Kim Miggens, be appointed as a Director to the BIA Board of Management; AND THAT By-Law 4109, be brought forward for council consideration. Carried 13.3. Development and Communication Services 13.3.1. DCS 17-18 - Traffic By-Law Amendment – Concession E – No Parking Traffic By-Law Amendment - Concession E - No Parking By-Law 4108 Resolution #18 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report DCS 17-18; Traffic By-Law Amendment – Concession E – No Parking as information; AND THAT By-Law 4108 to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg, be brought forward for Council consideration. Carried 13.4. Finance 13.5. Fire and Emergency Services 13.6. Operations 18 Council Meeting Minutes, May 23, 2017 - 10 - 13.7. Recreation, Culture & Park Services 13.7.1. RCP 17-32 – CASO Corridor Trail Extension RCP 17-32 - CASO Corridor Trail Extension Draft Land Use Agreement CASO Corridor Trail Map Discussion took place regarding the timing of this project, the scope of work and the use of Development Charges for the CASO Corridor Trail Extension. Staff to provide a follow-up report to Council for consideration regarding the procurement for work, defined terms and a revised agreement with the County. Motion to Defer Main Motion Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the motion be deferred until further information is provided. Carried Resolution #19 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report RCP 17-32 – CASO Corridor Trail Extension; AND THAT brushing, trail surface and signage be implemented to bring the trail up to a safe and usable standard similar to that of the Trans Canada Trail up to a maximum of $60,000, to be funded from development charges (90%) and the Parklands Reserve Trust (10%); AND THAT a By-Law be brought forward for Council consideration to authorize the Mayor and Clerk to sign the Land Use Agreement with Oxford County to use the section of former CASO rail corridor in Tillsonburg between Quarter Town Line and the Trans Canada Trail as a recreational trail and active transportation link. Deferred 14. Unfinished Business Councillor Adam excused himself from the meeting at 8:46 p.m. 19 Council Meeting Minutes, May 23, 2017 - 11 - 15. Staff Information Reports 15.1. RCP 17-31 - Pumptrack Signage RCP 17-31 - Pumptrack Signage Pumptrack Signage Diagrams Pumptrack Signage Proof Resolution #20 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Report RCP 17-31 - Pumptrack Signage, be received for information. Carried 16. Committee Minutes & Reports 16.1. Committee Minutes 170411 Development MIN 170504 HBC MIN 170501 Mem Park MIN 170502 Special Awards MIN Resolution #21 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the Minutes of the Development Committee dated April 11, 2017, the Heritage, Beautification and Cemetery Committee dated May 4, 2017, the Memorial Park Committee dated May 1, 2017, and the Special Awards Committee dated May 2, 2017, as information. Carried 17. Notice of Motions 18. Resolutions 20 Council Meeting Minutes, May 23, 2017 - 12 - 19. By-Laws By-Laws from the Meeting of Tuesday, May 23, 2017 Resolution #22 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson 19.1. THAT By-Law 4108, To amend By-Law 3701,To regulate Traffic & Parking of Motor Vehicles in the Town of Tillsonburg, and By-Law 4109, To appoint an additional Director to the Board of Management of the Tillsonburg Business Improvement Area, 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. Carried Resolution #23 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine 19.2. THAT By-Law 4110, To confirm the proceedings of Council at its meeting held on the 23rd day of May, 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. Carried 20. Items of Public Interest 21. Adjournment Resolution #24 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT the Council Meeting of Tuesday, May 23, 2017 be adjourned at 9:01 p.m. Carried 21 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 File: A-03/17 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: June 12, 2017 REPORT NUMBER: 2017-172 OWNER: JV Inc. 9 Park Place Tillsonburg ON, N4G 0B8 REQUESTED VARIANCE: 1. Relief from Section 13.2, Table 13.2 – Central Commercial Zone Provisions, to decrease the minimum required amenity area from 40 m2 per dwelling unit to nil, to facilitate the creation of 2 residential units on the upper floor of an existing commercial building. LOCATION: The subject property is described as Part Lot 1106, Plan 500, in the Town of Tillsonburg. The property is located on the west side of Harvey Street, between Brock Street East and McKenzie Street, and is municipally known as 35 Harvey Street. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Central Business District TOWN OF TILLSONBURG ZONING BY-LAW: Central Commercial Zone (CC) SURROUNDING USES: Professional offices, retail storefronts and municipal and private parking lots surround the subject lands. 22 File Number: A-03/17 Report Number 2017-172 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted section of the Town Zoning By-law to facilitate the residential conversion of the upper level of the existing commercial building. The ground floor of the existing building is occupied by a business use, and one residential unit is already present in the upper level of the building. The applicant is seeking the above noted relief to facilitate the conversion of the remaining commercial space on the upper level. Due to the size and footprint of the existing building and parking areas, relief of the Zoning By-Law is required. The subject property comprises approximately 447.5 m2 (4,817 ft2) and contains a two storey commercial building. As indicated above, two residential dwelling units are proposed to be created in the vacant commercial space on the upper level of the existing building. No exterior alterations or changes are required to accommodate the proposed dwelling units. Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the zoning in the immediate vicinity. Plate 2, 2015 Aerial Photo, shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Sketch, depicts the size and dimensions of the proposed dwelling units within the upper floor of the existing commercial building. (b) Agency Comments: The application was circulated to a number of public agencies. The following comments were received. The Town Building Services Department indicated that the proposed dwelling units will require building permits, and all construction must comply with the provisions of the Ontario Building Code. The Town Engineering Services Department and County Public Works Department had no concerns with the proposal. (c) Public Consultation: Public Notice was mailed to surrounding property owners on June 2, 2017. As of the writing of this report, no comments or concerns had been received from the public. (d) Intent and Purpose of the Official Plan: The subject property is located within the ‘Central Business District’ according to the Official Plan. The ‘Central Business District’ is intended to be the most intensive, functionally diverse business, cultural and administrative centre in the Town. As such, the full range of commercial, office, administrative, cultural, entertainment, recreation, institutional and open space uses are permitted. Within the Central Area, a strategic goal of the Official Plan is to increase residential density. Residential units are permitted as accessory uses in non-residential buildings within 23 File Number: A-03/17 Report Number 2017-172 Page 3 the Central Business District. The use of the lands for a professional office with accessory residential dwelling units conforms to the ’Central Business District’ policies of the Official Plan (e) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Central Commercial Zone (CC)’ according to the Town of Tillsonburg Zoning By-law. While there are no provisions for lot area, frontage, depth, front yard depth, or exterior and interior side yard widths for non-residential uses in the ‘CC’ zone, residential uses are required to maintain minimum amenity area standards. The purpose of the minimum amenity area provision is to provide appropriate recreational and outdoor living space for the occupants of the dwelling unit. To encourage residential development and redevelopment within the Central Business District, Section 5.24.5 of the Zoning By-law provides that no additional parking spaces are required for any change of use within an existing building in the Central Commercial Zone. As such, the applicant is not required to provide any additional parking for the two additional dwelling units within the existing building. In this case, given the location of the subject property in the Central Area, it is anticipated that although amenity area cannot be provided onsite due to the location and size of the existing building, the amenities, services, and green space available in the broader Central Area are expected to be sufficient for the occupants of the dwelling and this arrangement is not dissimilar to other dwelling units in non-residential buildings throughout the Central Area. (f) Desirable Development/Use: It is the opinion of this Office that the applicant’s request can be considered minor and desirable for the development of the subject property. Although no amenity area will be provided onsite, there are considerable off-site amenities within the Central Area and surrounding green space and passive trails in the vicinity. The applicant’s request can also be considered desirable as it will facilitate the creation of two dwelling units that is consistent with the policy direction of the Official Plan to increase the residential density of the Central Area. In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with the general intent and purpose of the County Official Plan and Town Zoning By-law and should be given favourable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-03/17, submitted by JV Inc., for lands described as Part Lot 1106, Plan 500, in the Town of Tillsonburg, as it relates to: 1. Relief from Section 13.2, Table 13.2 – Central Commercial Zone Provisions, to decrease the minimum required amenity area from 40 m2 per dwelling unit to nil, to 24 File Number: A-03/17 Report Number 2017-172 Page 4 facilitate the creation of 2 residential units on the upper floor of an existing commercial building. Subject to the following condition: i. A building permit for the proposed dwelling units 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: original signed by Eric Gilbert, MCIP, RPP, Senior Planner Approved for submission by: original signed by Gordon K. Hough, RPP, Director 25 May 30, 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 820 Notes NAD_1983_UTM_Zone_17N 41 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) 26 May 30, 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 260 Notes NAD_1983_UTM_Zone_17N 13 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) 27 28 Site Photos A-03-17 (JV Inc.) Figure 1 – View of Existing Commercial Buildings on Subject Property (facing west from Harvey St) Figure 2 – View of Existing Commercial Buildings on Subject Property (facing north from municipal lot) 29 30 31 32 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 File: A-04/17 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: June 12, 2017 REPORT NUMBER: 2017-170 OWNER: Cindy Janke-Mendler 113 Brock Street East, Tillsonburg ON, N4G 2A1 APPLICANT: Simon Wagler 52489 Glencolin Line, Aylmer ON, N5H 2R3 REQUESTED VARIANCES: 1. Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase the maximum permitted lot coverage of an ‘R1’ zoned lot from 33% to 34.7% of the lot area; and, 2. Relief from Section 6.2, Table 6.2 – Zone Provisions, to reduce the minimum required rear yard depth from 12 m (39.3 ft) to 10.5 m (34.5 ft), to facilitate the construction of a single detached dwelling. LOCATION: The subject property is described as Part Block A, Plan 500, Part 2 of 41R-9244 in the Town of Tillsonburg. The property is located on the west side of Maple Lane, south of Brock Street East, and is municipally known as 3 Maple Lane. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1) SURROUNDING USES: Low density residential uses to the south, west and east, consisting of single detached dwellings. Institutional uses are present to the north. 33 File Number: A-04/17 Report Number 2017-170 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted sections of the Town Zoning By-law to facilitate the construction of a one-storey single detached dwelling. Due to the design of the proposed dwelling and the curved design of Maple Lane relief of the Zoning By-Law is required. The subject property comprises approximately 529.3 m2 (5,697 ft2) and is currently vacant. The subject property was created through a severance in 2015 (B15-05-7 & A15-01-7). As indicated above, a single detached dwelling is proposed to be constructed on the property. 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, shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Site Sketch, shows the dimensions and setbacks of the proposed single detached dwelling. (b) Agency Comments: The application was circulated to a number of public agencies. The following comments were received. The Town Engineering Services Department indicated that a preliminary lot grading plan will be required in conjunction with a building permit application to ensure adequate drainage is provided. The Town Building Services Department and County Public Works Department had no concerns with the proposal. (c) Public Consultation: Public Notice was mailed to surrounding property owners on June 2, 2017. As of the writing of this report, no comments or concerns had been received from the public. (d) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling conforms to the ‘Low Density Residential’ policies of the Official Plan. (e) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’, which permits a single detached dwelling. The ‘R1’ zone also permits a maximum total lot coverage (including 34 File Number: A-04/17 Report Number 2017-170 Page 3 accessory buildings/structures) of 33% and a minimum rear yard depth of 12 m (39.3 ft). In this case, the applicant proposes a total maximum lot coverage of 34.7% and a minimum rear yard depth of 10.5 m (34.5 ft). The purpose of the lot coverage provision is to limit the extent of buildings/structures on a lot to ensure sufficient area is maintained for parking and private amenity area as well as ensuring the general lot grading for the overall subdivision and the individual lot are not negatively impacted. The lot coverage provision also ensures that the general scale of development is consistent and appropriate for the size of the lot. No detached accessory structures were included on the applicant’s sketch. The intent of the rear yard depth provision is to ensure that single detached dwellings maintain sufficient setback to provide a buffer for neighbouring properties, adequate recreational and amenity area, and proper area for drainage. In this case, it is not anticipated that the minor increase in lot coverage will have a negative impact on lot grading or drainage. A preliminary lot grading plan will be reviewed as part of the building permit process to ensure the proposal will have no negative impacts on neighbouring properties. (f) Desirable Development/Use: It is the opinion of this Office that the applicant’s request can be considered minor and desirable for the development of the subject property. As the proposed relief is not anticipated to impact the ability of the property to provide adequate parking and amenity space, or negatively impact drainage, the requested relief can be considered minor. Sufficient separation with also be provided from property lines to allow for normal building maintenance and access. The applicant’s request can also be considered desirable as it will facilitate the construction of a single detached dwelling that is consistent with the existing development in the area. In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with the general intent and purpose of the County Official Plan and Town Zoning By-law and should be given favourable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-04/17, submitted by Simon Wagler, for lands described as Part Block A, Plan 507, Part 2 of 41R-9244, Town of Tillsonburg, as it relates to: 1. Relief from Section 6.2, Table 6.2 – Zone Provisions, to increase the maximum permitted lot coverage of an ‘R1’ zoned lot from 33% to 34.7% of the lot area; and, 2. Relief from Section 6.2, Table 6.2 – Zone Provisions,to reduce the minimum required rear yard depth from 12 m (39.3 ft) to 10.5 m (34.5 ft), to facilitate the construction of a single detached dwelling. Subject to the following condition: 35 File Number: A-04/17 Report Number 2017-170 Page 4 i. A building permit for the proposed dwelling shall be issued within one year of the date of the Committee's decision. As the proposed variances are: (i) minor variances from the provisions of the Town of Tillsonburg Zoning By-law No. 3295; (ii) desirable for the appropriate development or use of the land; (iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and (iv) in-keeping with the general intent and purpose of the Official Plan. Authored by: original signed by Eric Gilbert, MCIP, RPP, Senior Planner Approved for submission by: original signed by Gordon Hough, RPP, Director 36 May 30, 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 1020 Notes NAD_1983_UTM_Zone_17N 51 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) 37 May 30, 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 260 Notes NAD_1983_UTM_Zone_17N 13 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) 38 BLOC}<. .... .... "' ,..: .... '!'I Oll I I :; t 'l-t.<f> I '!-I 0 <0 .... 0 • 0 "' ~ b z I I I I '51 I I I BFWC}<. '"~' '"~' ,.., C\l -Jj ~\ :H cp. _:::, 0::: '-, 'f ,.., '"~' (?! .... co MUNICIPAL No. 113 .... d 1 STOREY BRICK DWELLING ..., 0 }-o lz; 0::: z(: 11 <( lz; "".. D., //..._, 0' ~ r-- 225.42 \__ SITE BENCHMARK ELEV. T.F. W. = 225.42 metres ~ + ,,f ' ~"'------"--}:,:_-~---!'~--;--'C: _}'~-.:---~-'C '!-'~-•· N 79' 06' 10" E '1-'~-"soTTOM '!-'~' OF '!-'~' 33.486 \ ~------------~---------~----------224.13 223.781 223.72+ ~ ~ ~ I ""~~ '1-t. c:i"!> '1-'l-f><· __ B~N~~~t.- _ BANK 223.69 --------+ ~ 23.7 SLOPE LLl z: <( -1 PREPARED FOR MINOR VARIANCE FOR: SIMON WAGLER HOMES PART OF BLOCK "A,. REGISTERED PLAN 507 TOWN OF TILLSONBURG COUNTY OF OXFORD ( PART 2, PLAN 41R-9244 ) 0 5 10 METRES 15 SCALE 1:200 METRIC DISTANCES SHOWN ON THIS PLAN ARE IN METRES AND CAN BE CONVERTED TO FEET BY DIVIDING BY 0.3048 CAUTION -THIS IS NOT A PLAN OF SURVEY OR SURVEYOR'S REPORT AND SHALL NOT BE USED FOR TRANSACTION OR FINANCING PURPOSES -DO NOT CONVEY FROM THIS PLAN -THE PROPOSED BUILDING AND IT'S LOCATION SHOWN HEREON MAY BE SUBJECT TO CHANGES PRIOR TO CONSTRUCTION. THIS SKETCH SHOULD NOT BE RELIED UPON AS CERTIFICATION THAT THE DWELLING WAS ACllJALL Y CONSTRUCTED AS SHOWN. -ELEVATION OF EXISTING GROUND WATER TABLE AND SOIL CONDITIONS NOT DETERMINED -REFER TO SOILS REPORT BY. EXP. #KCH-000225680QE NOTES (1) -PROPERTY DIMENSIONS ARE AS SHOWN ON DEPOSITED PLAN 41R-9244 (2) -PROPOSED BUILDING ENVELOPE POSITIONED BY CALCULATIONS, NOT BY ACTUAL SURVEY (3) -PROPOSED FINAL GRADES ARE SHOWN ~ AND ARE IN METERS (4) -T.F.W. DENOTES TOP OF FOUNDATION WALL (5) -U.S.F. DENOTES UNDERSIDE OF FOOTING (6) -SITE BENCHMARK TOP OF FOUNDATION WALL ADJOINING DWELLING No. 113 ( PART 1, 41R-9244) NORTH OF THE SUBJECT PROPERTY HAVING A GEODETIC ELEVATION OF 225.42 meters (7) -IT IS THE RESPONSIBILITY OF THE DESIGNER (AS PER SOILS REPORT) TO VERIFY THE ELEVATION OF THE UPPER LIMIT OF THE GROUND WATER TABLE, SOIL BEARING CAPACITY AND THE ELEVATION OF THE UNDER SIDE OF FOOTING PRIOR TO EXCAVATION. (8) -EXISTING GROUND ELEVATIONS SHOWN ~f WERE MEASURED ON JUNE 22, 2015 AND ARE IN METERS • (9) -IT IS THE RESPONSIBILITY OF THE CONTRACTOR TO VERIFY THE SITE BENCH MARK PRIOR TO EXCAVATION (10) -THIS PLAN HAS BEEN COMPLETED FOR MINOR VARIANCE APPLICATION A MORE DETAILED SITE SPECIFIC SITE PLAN WILL BE REQUIRED AT THE TIME OF BUILDING PERMIT. (11) -AREA SUBJECT PROPERTY 531 SQ. M. -AREA OF PROPOSED DWELLING, GARAGE AND COVERED PORCH =184.2 SQ.M. -PROPOSED LOT COVERAGE 34.7% 39 Site Photo A-04-17 (Simon Wagler) Figure 1 – View of Subject Property (facing west from Maple Lane) 40 41 42 43 44 Report No: CP 2017-175 COMMUNITY PLANNING Council Date: June 12, 2017 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Draft Plan of Condominium CD 17-02-7 – 2442583 Ontario Inc. REPORT HIGHLIGHTS • The purpose of this report is to consider the conversion of an existing apartment building from rental units to condominium ownership and draft plan approval of a plan of condominium. • The proposal is consistent with the relevant policies in the 2014 Provincial Policy Statement, and generally complies with the intent of the Official Plan, as the existing development is designated Medium Density Residential and is appropriately zoned. • Agency circulation resulted in no concerns with the proposed development. DISCUSSION Background OWNERS: 2442583 Ontario Inc. 287 Queen Street, Streetsville ON, L5M 1L9 SOLICITOR: Zimmerman Associates 3338 Dufferin Street, Toronto ON, M6A 3A4 LOCATION: The subject property is described as Part Lot 94, Lot 93, Plan M25, Parts 3, 5, 6, & 7, Plan 41R- 1397, Town of Tillsonburg. The property is located on the south side of Lisgar Avenue, opposite Van Norman Drive, and is municipally known as 183 Lisgar Avenue. COUNTY OF OXFORD OFFICIAL PLAN: Schedule “T-1” Town of Tillsonburg Land Use Plan Residential Schedule “T-2” Town of Tillsonburg Residential Density Plan Medium Density Residential Page 1 of 7 45 Report No: CP 2017-175 COMMUNITY PLANNING Council Date: June 12, 2017 TOWN OF TILLSONBURG ZONING BY-LAW 3295: Existing Zoning: Medium Density Residential Zone (RM) PROPOSAL: An application for Draft Condominium Approval has been received by the Town of Tillsonburg and the County of Oxford. The applicant proposes to convert the tenure of the 40 residential units from rental to condominium ownership. The subject property is approximately 4,127 m2 (1.02 ac) in area and contains a 5-storey building (circa. 1976) comprising one (1) bachelor unit, one (1) 1-bedroom unit, eighteen (18) 2- bedroom units, twenty (20) 3-bedroom units, and forty (40) parking spaces. The lands are zoned ‘Medium Density Residential (RM)’ according to the Town of Tillsonburg Zoning By-law, which permits multi-unit residential uses. Plate 1, Location Map with Existing Zoning, indicates the location of the subject property and the zoning in the immediate area. Plate 2, 2015 Air Photo, provides an aerial view of the subject lands and surrounding area. Plate 3, Ground Floor Plan, depicts the layout of the first floor of the proposed condominium. Plate 4, 2nd-5th Floor Plan, depicts the layout of the second-fifth floors of the proposed condominium. Comments 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. Policies within the PPS direct municipalities to provide for a range of housing types and densities to meet the needs of current and future residents as well as promoting compact built form of development. The policies also advise municipalities to permit and facilitate all forms of housing to meet the social, health and well-being or current and future residents and promoting residential intensification where it can be accommodated taking into account existing building stock, efficient use of infrastructure and public service facilities and where it does not impact on natural environmental features. OFFICIAL PLAN: The subject property is located within the Medium Density Residential designation according to the Town of Tillsonburg Residential Density Plan in the Official Plan. Section 8.2.2.2 of the Official Plan contains policies where Town Council can encourage the creation of housing opportunities within the Town that may result in a mix of tenure forms, such Page 2 of 7 46 Report No: CP 2017-175 COMMUNITY PLANNING Council Date: June 12, 2017 as ownership, rental and cooperative units. Further to this, the policies also contain criteria as a guide when considering applications to convert from rental to ownership tenure as follows: • the vacancy rate for similar unit types which are available at a similar level of rent, as determined using CMHC information, is 3% or greater; • whether the proposal will add to the affordable housing stock and the proportion of similarly priced ownership housing in the housing market; • minimize hardship for existing tenants and the potential for displacement; • the proposal complies with all residential development standards, the maintenance and occupancy by-law and design standards; • the proposal complies with the Ontario Building and Fire Codes or is proposed to be upgraded in accordance with such standards or requirements. ZONING BY-LAW: The subject property is zoned ‘Medium Density Residential Zone (RM)’ according to the Town’s Zoning By-Law. The existing building and site complies with the minimum required lot frontage, lot depth, front yard depth, rear yard depth, interior side yard width and maximum lot coverage as per the RM zone. The proposal does not comply with the minimum lot area, minimum required parking spaces, and one unit does not meet the minimum required gross floor area. Town staff have confirmed that these deficiencies are considered to be legal non-conforming and it appears the site has functioned well notwithstanding these deficiencies. AGENCY REVIEW: The development proposal was circulated to various agencies considered to have an interest in the proposal. The following comments were received: The Town Engineering Services Department provided the following comments: • Easement will be required over the existing electrical plant to the point of demarcation in the favour of Tillsonburg Hydro Inc.; • Only one County water meter will be permitted per condominium property. Secondary meters may be installed for the convenience of the Owner at the Owner’s expense; • The applicant should be aware that the private water system onsite shall be separate from the municipal drinking water system. The applicant is advised that they are the responsible operator under the Safe Drinking Water Act Regulations for systems on private property. The Town Building Services Department indicated that a site inspection will be required to verify the findings in the consultant’s Building Condition Assessment report, and any deficiencies noted must be corrected prior to final approval. Tillsonburg Hydro Inc. indicated that appropriate easements, relating to hydro infrastructure will be required for the proposed change in tenure. Bell Canada indicated that the following paragraph is to be included as a condition of approval: Page 3 of 7 47 Report No: CP 2017-175 COMMUNITY PLANNING Council Date: June 12, 2017 “The Owner shall indicate in the Agreement, in words satisfactory to Bell Canada, that it will grant to Bell Canada any easements that may be required, which may include a blanket easement, for communication/telecommunication infrastructure. In the event of any conflict with existing Bell Canada facilities or easements, the Owner shall be responsible for the relocation of such facilities or easements”. We hereby advise the Developer to contact Bell Canada during detailed design to confirm the provision of communication/telecommunication infrastructure needed to service the development. As you may be aware, Bell Canada is Ontario’s principal telecommunications infrastructure provider, developing and maintaining an essential public service. It is incumbent upon the Municipality and the Developer to ensure that the development is serviced with communication/telecommunication infrastructure. In fact, the 2014 Provincial Policy Statement (PPS) requires the development of coordinated, efficient and cost-effective infrastructure, including telecommunications systems (Section 1.6.1). The Developer is hereby advised that prior to commencing any work, the Developer must confirm that sufficient wire-line communication/telecommunication infrastructure is available. In the event that such infrastructure is unavailable, the Developer shall be required to pay for the connection to and/or extension of the existing communication/telecommunication infrastructure. If the Developer elects not to pay for the above noted connection, then the Developer will be required to demonstrate to the satisfaction of the Municipality that sufficient alternative communication/telecommunication will be provided to enable, at a minimum, the effective delivery of communication/telecommunication services for emergency management services (i.e., 911 Emergency Services). Other circulated agencies indicated no concern with the proposal. Planning Analysis The approval of an application for draft plan of condominium generally involves a process similar to subdivision approval where, after appropriate circulation of the proposal, an applicant receives 'draft' approval which is contingent on the applicant satisfying a number of conditions prior to final approval and registration. It is Planning staff’s opinion that the application is in conformity with the policies of the PPS in that the application provides for a different form of housing to meet the long term social needs of the current and future residents. In terms of Official Plan policy, the average vacancy rate in the latest survey for a one-bedroom apartment unit in Tillsonburg is 1.7%, and 4.0% for a two-bedroom unit according to the Canada Mortgage and Housing Rental Market Report for the fall of 2016. Although the average private apartment vacancy rate in Tillsonburg as determined by CMHC in fall 2016 is 3.2%, greater than the 3% ‘base’ as set out in the Official Plan policies, Planning staff note an additional number of criteria are to be considered when assessing conversion applications. In addition to the private apartment vacancy rate, CMHC also publishes the availability rate of units that provide an indication of the availability of units rental units in the short term (i.e. units that will be available within 30-60 days). This information was not tracked by the CMHC at the time that the current Official Plan policies regarding vacancy rates were adopted by Council. It Page 4 of 7 48 Report No: CP 2017-175 COMMUNITY PLANNING Council Date: June 12, 2017 is the opinion of this Office that the use of ‘availability rates’ together with vacancy provides additional guidance when considering applications for conversion from rental to condominium tenure. Having said this, according to the CMHC data the availability rate for similar units over the same two vacancy survey average is 3.4% for a one-bedroom unit and 5.3% for a two- bedroom unit. It is of note that availability rate in October 2016 was greater than the 3.0 % base as set out in the Official Plan. The applicant has provided information regarding the availability of the existing apartment units should it be converted to condominium ownership. The condominium ownership would allow the sale of the units as rental income properties and it is proposed that the new ownership will continue to rent the units to the existing tenants. Additionally, with respect to the potential impact of conversion on tenants and the potential for displacement, the Residential Tenancies Act includes a number of provisions intended to prohibit displacement and hardship to existing tenants resulting from the conversion of rental units to condominium ownership. Specifically, the Act provides the following protections for existing tenants where conversion has occurred: - A landlord is prohibited from evicting an existing tenant to give vacant possession to a prospective purchaser of the condominium unit and is prohibited from termination based on possession by the landlord for the purpose of personal occupation by the landlord or member of the immediate family. Any purchaser of the condominium unit will not be able to obtain vacant possession while the tenant remains in the unit. - Tenants of a converted residential unit are guaranteed the right of ‘first refusal’ to purchase the condominium unit. With respect to the Town’s Zoning By-law, the subject property is zoned RM and appears to meet the relevant zone provisions, with the exception of the noted deficiencies which are considered legal non-conforming. Additionally, considering the long standing use of the property in its present form (approximately 40 years) this Office is satisfied that the existing use of the lands is adequately served with respect to building location, unit sizes, and parking and that the development will not be affected by the applicant’s proposal to convert the apartment units to condominium ownership. The applicant has submitted a Building Condition Assessment and a review of the existing structure relative to the Ontario Building Code and Fire Code. This and other requirements, such as a reserve fund study, have been incorporated as conditions of approval. Further, current legislation prohibits the displacement of existing tenants, regardless of any change in ownership and requires that existing tenants be provided a first right of refusal with respect to the purchase of the condominium unit. Based on the forgoing, Planning Staff are of the opinion that the proposed condominium conversion is consistent with the PPS, generally complies with the relevant Official Plan policies, and maintains the general intent of the Town’s Zoning By-law. Page 5 of 7 49 Report No: CP 2017-175 COMMUNITY PLANNING Council Date: June 12, 2017 RECOMMENDATION It is recommended that the Council of the Town of Tillsonburg advise the County of Oxford that the Town supports the application by 2442583 Ontario Inc., to create a draft plan of condominium (File No.: CD 17-02-7) as applied to lands consisting of Part Lot 94, Lot 93, Plan M25, Parts 3, 5, 6 & 7, Plan 41R-1397, Town of Tillsonburg, subject to the following conditions of draft plan approval: 1. This approval applies to the draft plan of condominium, submitted by 2442583 Ontario Inc. (File CD 17-02-7) comprising land described as Part Lot 94, Lot 93, Plan M25, Parts 3, 5, 6 & 7, Plan 41R-1397, Town of Tillsonburg, and showing 40 residential units. 2. The recommendations of the Building Condition Report be implemented to the satisfaction of the Town of Tillsonburg Chief Building Official. 3. The owner provide and implement the recommendations of a Fire Separation Review, to the satisfaction of the Town of Tillsonburg Chief Building Official. 4. That the owner provides a reserve fund study, completed to the satisfaction of the Town of Tillsonburg Chief Building Official and County of Oxford. 5. That the owner grants any required easements for electrical servicing to the satisfaction of Tillsonburg Hydro Inc. 6. That the owner will grant to Bell Canada any easements that may be required, which may include a blanket easement, for communication/telecommunication infrastructure, to the satisfaction of Bell Canada. 7. Prior to final approval, the owner/developer provide to Union the necessary easements and/or agreements required by Union for the provision of gas services for this project, in a form satisfactory to Union Gas. 8. Prior to signing the final plan for registration, the County of Oxford shall be advised by the Town of Tillsonburg that Conditions 2, 3, 4, and 5 have been addressed, to the satisfaction of the Town of Tillsonburg. The clearance letter shall include a brief statement for each condition detailing how each condition has been satisfied. 9. Prior to signing the final plan for registration, the County of Oxford shall be advised by Bell Canada that Condition 6 has been addressed, to the satisfaction of Bell Canada. The clearance letter shall include a brief statement detailing how the condition has been met. 10. Prior to signing the final plan for registration, the County of Oxford shall be advised by Union Gas that Condition 7 has been addressed, to the satisfaction of Union Gas. The clearance letter shall include a brief statement detailing how the condition has been met. Page 6 of 7 50 Report No: CP 2017-175 COMMUNITY PLANNING Council Date: June 12, 2017 SIGNATURES Authored by: Eric Gilbert, MCIP, RPP Senior Planner Approved for submission: Gordon K. Hough, RPP Director Page 7 of 7 51 May 2, 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) 52 May 2, 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 410 Notes NAD_1983_UTM_Zone_17N 20 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) 53 54 55 Site Photos CD 17-02-7 (Sireg Property Management) Figure 1 – View of Subject Property (facing south from Lisgar Avenue) 56 Site Photos CD 17-02-7 (Sireg Property Management) Figure 2 – View of Subject Property (facing southwest from Lisgar Avenue) 57 Site Photos CD 17-02-7 (Sireg Property Management) Figure 3 – View of Subject Property (facing south from Lisgar Avenue) 58 Report Title Enabling Accessibility Fund Project Proposal Report No. CL 17-14 Author Tricia Smith, Deputy Clerk Meeting Type Council Meeting Council Date June 12, 2017 Attachments Government of Canada – Call for Proposals RECOMMENDATION THAT Council receives Report CL 17-14, Enabling Accessibility Fund Project Proposal, as information; AND authorizes the submission of an application for the proposed project. BACKGROUND The Accessibility Advisory Committee received a request from the Director of Recreation, Culture & Parks to provide suggestions on potential projects for the 2017 Enabling Accessibility Fund. Applications are being received by the Government of Canada under two funding streams, including the Workplace Accessibility and the Community Accessibility streams until July 26, 2017. The Workplace Accessibility Stream provides funding for projects “that improve accessibility and safety for people with disabilities through the construction, renovation or retrofit of workplaces and the provision of accessible information and communications technologies”. The Community Accessibility Stream provides funding for projects “that help improve accessibility and safety through the construction, renovation or retrofit of community facilities and the provision of accessible information and communications technologies so that community programs and services can be accessed by people with disabilities”. Grant project funding of up to $50,000 is available to eligible applicants, including businesses with up to 99 full-time equivalent employees, community organizations, not-for-profit organizations, for-profit organizations, small municipalities, Indigenous organizations and territorial governments. Up to a maximum of $10,000 is also being made available for “150 youth-driven projects aimed at increasing accessibility in community facilities and workplaces across Canada”. Applicants are required to secure 35% in monetary and/or non-monetary contributions towards the total eligible cost of the project, and the ESDC will fund up to 65% of eligible project costs (up to a maximum of $50,000). Applicants are also required to demonstrate community support for their project (i.e. an organization that provides programs and/or services targeted to people Page 1 / 2 CL 17-14, Enabling Accessibility Fund 59 with disabilities). Should the grant application be successful, staff will report back regarding the 35% contribution for the project. At the June 6, 2017 meeting of the Accessibility Advisory Committee discussion took place regarding proposed accessibility projects in Tillsonburg and the committee passed the following motion: Moved By: Mike Cerna Seconded By: Councillor Stephenson THAT Council receive the recommendation from the Accessibility Advisory Committee for the removal of the steps and installation of an accessible ramp on the south side of the Community Centre as a posed project for the Enabling Accessibility Fund; AND THAT staff be directed to submit a report to Council for consideration regarding an application to the funding program. Carried CONSULTATION/COMMUNICATION Communication regarding the Government of Canada Enabling Accessibility Fund was provided by the Director of Recreation, Culture & Parks and circulated to the Accessibility Advisory Committee for discussion and to the Operation’s Department for comment. FINANCIAL IMPACT/FUNDING SOURCE As part of the application process, the Town of Tillsonburg would be required to secure 35% in monetary and/or non-monetary contributions towards the total eligible cost of the Enabling Accessibility project. The total projected cost for the proposed project is unknown at this time. The Government of Canada will fund up to 65% of eligible project costs (up to a maximum of $50,000). The removal of the stairs and installation of an accessible ramp at the south entrance of the Community Centre is not an identified project within the approved 2017 Town budget. A source of financing or in-kind contribution will be identified should the grant application be successful. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Excellence in Local Government: 1.3 Demonstrate Accountability – Provide the public with regular updates on and contacts for Town initiatives. Demographic Balance: 3.3 Support the aging population and an active senior citizenship. Page 2 / 2 CAO 60 Municipal Information Network CLOSE PRINT Call for proposals June 1, 2017 During National AccessAbility Week, as we celebrate, highlight and promote inclusion and accessibility across Canada, we are especially aware of how greatly society benefits when all Canadians can participate equally in their workplaces and communities. To help achieve a more accessible Canada, the Honourable Carla Qualtrough, Minister of Sport and Persons with Disabilities, invited businesses, community organizations and other eligible recipients to apply for funding through the 2017 Enabling Accessibility Fund (EAF) Call for Proposals. Canadians with disabilities face challenges every day which prevent them from participating fully in their communities and the economy. Through programs such as the EAF, the Government of Canada is committed to reducing these accessibility barriers and ensuring that everyone has equal access and opportunity. This call for proposals includes Workplace Accessibility and Community Accessibility funding streams. The EAF Workplace Accessibility Stream gives eligible businesses and other employers across Canada the opportunity to submit funding proposals for projects that improve accessibility and safety for people with disabilities through the construction, renovation or retrofit of workplaces and the provision of accessible information and communications technologies. The EAF Community Accessibility Stream provides funding for projects that help improve accessibility and safety through the construction, renovation or retrofit of community facilities and the provision of accessible information and communications technologies so that community programs and services can be accessed by people with disabilities. Businesses with up to 99 full-time equivalent employees and community organizations can receive government grant project funding of up to $50,000. Not-for-profit organizations, for-profit organizations, small municipalities (population under 125,000), Indigenous organizations (including band councils, tribal councils and self-government entities) and territorial governments are eligible to apply. Eligible applicants in all provinces and territories can submit proposals until Wednesday, July 26, 2017. Home [ Municipal Information Network ] http://www.municipalinfonet.com/print_news.php?ID=640975&cat=74 1 of 3 2017-06-01, 8:17 AM 61 In addition to this call for proposals, and in celebration of Canada 150, a portion of the 2017-18 EAF funding budget will support a pilot project for up to 150 youth-driven projects aimed at increasing accessibility in community facilities and workplaces across Canada. The maximum funding per project will be $10,000. Youth interested in participating will identify accessibility barriers in public places or workplaces in their communities and/or surrounding communities and seek out interested organizations willing to work with them to lead the development of accessibility project proposals. Quote "We've made great strides in promoting inclusion for Canadians with disabilities, but there is still much work to do. That's why, as part of National AccessAbility Week, I encourage businesses, community organizations and other eligible applicants to apply for Enabling Accessibility Fund funding, so that together we can create a more accessible Canada." - The Honourable Carla Qualtrough, Minister of Sport and Persons with Disabilities Quick Facts The Enabling Accessibility Fund has an annual budget of $15 million. Since the creation of the Enabling Accessibility Fund, the Government of Canada has funded over 2,890 projects, helping thousands of Canadians gain access to employment opportunities and their communities' programs, services and workplaces. Budget 2016 provided an additional $4 million over two years, starting in 2016-17, for the Enabling Accessibility Fund's community stream to support the capital costs of construction and renovation related to improving physical accessibility and safety for Canadians with disabilities. Budget 2017 proposes to provide $77 million over 10 years, starting in 2018-19, to expand the activities of the Enabling Accessibility Fund. This will enable the program to support more small and mid-sized projects in Canadian communities and workplaces. National AccessAbility Week is being celebrated from May 28 to June 3, 2017 to promote inclusion and accessibility in communities and workplaces. Associated Links Enabling Accessibility Fund - Workplace & Community Accessibility Streams Backgrounder The Enabling Accessibility Fund (EAF) was originally announced as a three-year, $45-million program to support community-based projects across Canada. It was then renewed for another three years prior to being renewed on an ongoing basis at $15 million per year, to continue to improve accessibility for Canadians with disabilities. Budget 2016 provided an additional $4 million over two years, starting in 2016-17, for the Enabling Accessibility Fund's community stream to support the capital costs of construction and renovation related to improving physical accessibility and safety for Canadians with disabilities. Budget 2017 proposes to provide $77 million over 10 years, starting in 2018-19, to expand the activities of the Enabling Accessibility Fund. Eligible projects could include the construction of accessible ramps and the installation of automatic doors, and the provision of accessible information and communications technologies. Since its creation, the EAF has funded over 2,890 projects. Projects funded under the Workplace Accessibility Stream, the more recent of the two funding streams, must aim to improve accessibility or safety in workplaces in order to create or maintain job opportunities for Canadians with disabilities. Projects funded under the Community Accessibility Stream must aim to remove barriers and increase accessibility for people with disabilities in Canadian communities, thus allowing access to community programs and services. Home [ Municipal Information Network ] http://www.municipalinfonet.com/print_news.php?ID=640975&cat=74 2 of 3 2017-06-01, 8:17 AM 62 Eligible activities for both funding streams under the 2017 call for proposals include renovation, retrofit or construction activities specifically designed to eliminate barriers and increase safety for people with disabilities. This also includes the provision of information and communication technologies that eliminate systemic accessibility barriers. The EAF offers up to $50,000 in project funding. Project costs are shared between the recipient or other project contributors and government. Contributions equal to or greater than 35 percent of the total eligible costs of the project must be provided by sources other than the federal government (which can include the applicant's own organization). Both funding streams for this call for proposals close on July 26, 2017. For more information about how to submit proposals, please visit: https://www.canada.ca /en/employment-social-development/services/funding/enabling-accessibility-fund.html Organization: Government of Canada www.canada.gc.ca CLOSE PRINT Home [ Municipal Information Network ] http://www.municipalinfonet.com/print_news.php?ID=640975&cat=74 3 of 3 2017-06-01, 8:17 AM 63 Report Title Building Inspector I - Business Case Report No. DCS 17-20 Author Geno Vanhaelewyn, Chief Building Official Meeting Type Council Meeting Council Date JUNE 12, 2017 Attachments Business Case – Building Inspector I RECOMMENDATION THAT Council receives Report DCS 17-20 - Building Inspector I - Business Case as information; AND THAT Council continues to support the requirements set in the Ontario Building Code Act to ensure adequate staffing are in place to administer the Ontario Building Code; AND FURTHER THAT Council direct staff to proceed in establishing the Building Inspector I position and recruitment process. EXECUTIVE SUMMARY Tillsonburg has continued to witness strong development and as a result staffing levels within the Building Department are inadequate to maintain the required level of service required to support the development community’s needs. Staff have identified the need for an additional inspector to ensure these demands can be maintained and therefore the Town must adjust quickly to ensure the development process is not stalled. This recommendation will ensure that the Town continues to display an inviting “open for business” impression to investors and the development community. BACKGROUND Building Services is committed to maintaining the excellent level of service to the development community, residents and business owners. Building Services has functioned with two inspectors; a Chief Building Official and Deputy Chief Building Official for over 15 years. However, as the Town has been experiencing a substantial increase in the amount of development within the community over the past year; current staffing levels are not adequate to maintain this level of service. As a result, staff have identified the need for an additional building inspector to ensure the services that the Building Department provides to the community is not compromised. The attached business case outlines the increase in permit activity as well as the immediate and long term needs of this department to function effectively. FINANCIAL IMPACT/FUNDING SOURCE The proposed position is recommended as a Grade 9 on the 2017 Compensation Grid with an hourly rate/rage of $28.92/hr – $35.04/hr. An additional inspector will be funded directly through the increase in permit activity/revenue. Financial records for 2017 Q1 recorded a surplus of $16,885 and it is anticipated that surpluses will continue quarterly. 64 COMMUNITY STRATEGIC PLAN (CSP) IMPACT Objective 1 – Excellence in Local Government - Demonstrates accountability as Council continues to support the requirements set in the Ontario Building Code Act. Objective 2 – Economic Sustainability - Demonstrates support of new and existing businesses. 2 CAO 65 Business Case: Building Inspector I Prepared for Council Consideration 0 66 Business Case: Building Inspector I The Strategic Context Business Needs and Desired Outcomes Strategic Environment Organizational Overview The Town’s Building Department provides a very important service to the public by ensuring that buildings meet the requirements of the Ontario Building Code (OBC). Safe buildings are paramount and due diligence exercised in enforcing the Code helps to protect the municipality from exposure to liability. Providing these services in an efficient and timely manner for the development community is imperative for the Town’s economic growth and has become expected. These service are provided primarily for the purposes of reviewing and approving proposed design, construction, demolition and occupancy of new buildings and existing buildings in order to meet minimum acceptable health, life safety, zoning, accessibility and community standards as established by the Ontario Building Code Act and related by-laws. The service also provides inspection and enforcement offered to complainants, property owners and neighbourhood residents relative to the provisions of the Town’s property-related by-laws to maintain minimum prescribed standards. In the Town of Tillsonburg, the OBC functions are carried out by staff in the Building Department. This consists of the following staff classifications: • Chief Building Official (CBO) (approx. 50%) • Deputy Chief Building Official (DCBO) (approx.95%) • Development Technician (approx. 50%) Properly qualified staff is essential to ensuring safe construction and safe buildings throughout the Town. Consequently, the continued support of Council to ensure that the CBO and other staff have time and access to ongoing training and professional development is vital to a high quality of building construction and service in Tillsonburg. Business Need Given the increase in development activity, staffing restraints, increasing OBC complexity, Ministry training requirements, etc.; Building Department staff does not have 1 67 Business Case: Building Inspector I the capability to maintain a level of service offered and expected by our building and development customers. Increased activity has required staff to work additional hours resulting in overtime pay, reduction in Ministry training, inability to take required vacation, etc. Increase in inspector vacation time due to years of service causes the department to be left with only one inspector during vacation reducing the level of service expected from our building and development customers. Increased standards within the OBC require additional training and attention to detail in order to provide the expected efficiency and support to the development community. Customers’ needs must be maintained and are not sustainable based on the ongoing development activity and inspector staffing. Drivers for Change There are a number of drivers that have highlighted the need for additional building inspector staffing. Building permit activity, historical and projected growth is one of the key factors identifying the need for change. Table 1 sets out the value of construction permit class comparison activity for the period 2012 - 2016. Table 1 – Annual Permit Class Comparison CLASS 2016 2015 2014 2013 2012 Single Dwellings 22,986,868 11,290,464 11,690,744 10,162,224 8,910,390 Other Residential 2,931,504 3,278,262 3,746,308 2,470,956 1,476,617 Institutional 76,114 3,978,968 17,579,092 917,675 235,550 Commercial 5,463,272 729,400 3,246,669 2,430,382 7,855,600 Industrial 4,361,500 292,600 2,669,685 3,412,100 504,300 Total Value of Construction 35,819,258 19,569,694 38,932,498 19,442,337 18,982,457 2 68 Business Case: Building Inspector I Table 2 sets out the residential building permit activity for the period 2012 - 2016. The total average number of single detached dwellings issued between 2012 and 2015 was 62. In 2016, 117 single detached permits were issued for an increase of 55 permits based on the previous 4 year average. Table 2 – Annual Residential Construction Comparison YEAR TOTAL RESIDENTIAL PERMITS ISSUED SINGLE (DETACHED) DWELLINGS TOTAL RESIDENTIAL CONSTRUCTION VALUE OVERALL CONSTRUCTION VALUES 2016 300 117 25,918,372 35,819,258 2015 218 61 14,568,726 19,569,694 2014 240 64 16,432,935 38,932,498 2013 200 67 12,643,180 19,442,337 2012 203 54 10,387,007 18,982,457 Table 3 sets out key building department activity for 2008 - 2016. The total average number of building permits issued between 2008 and 2015 was 316. In 2016, 426 permits were issued for an increase of 110 permits based on the previous 8 year average. Typically, one full time inspector can effectively manage around 150 permits per year. Table 3 – Building Department Annual Activity Output Measures 2016 2015 2014 2013 2012 2011 2010 2009 2008 Building Permits Issued 426 317 369 315 301 319 318 284 299 Building Inspections Completed 1,621 1,269 1,408 1,201 1,173 1,201 1,247 1,298 1,500 In review of the 2017 first quarter statistics along with builder/developer feedback/interest in residential development it is anticipated that the current level of new housing construction is expected to continue. The County of Oxford Official Plan projects over a 10 year period (2016 - 2026) that the population is expected to grow by 1.4% annually. Housing projections in either case support a continued healthy growth in Tillsonburg, which in turn will support continued activity for the building department. Table 4 identifies the 2017 Q1 ongoing increase in these activities. 3 69 Business Case: Building Inspector I Table 4 – Q1 (Jan 1/17 – Mar 31/17) Permit/Inspection Comparisons Output Measures– Quantity 2017 2016 2015 2014 Building Permits Issued 89 59 54 55 Building Inspections Completed 353 212 172 164 The Building Department has approximately 400 open permits dating back to the year 2000. This has been identified for several years and has been managed partially with part time summer student staffing, however, most of these open files require inspector involvement and continues to be challenging based on increased permit activity and OBC complexity. Lack of inspector time to focus on these files puts the Town at risk and in an undesirable position. Finally, the Town has positioned itself in providing exceptional permit turnaround times and inspection services for the development community. As a part of the development process our customers expect this level of service to continue as business and development pressures increase. Developers, contractors, subcontractors, etc. have adjusted to the recent increase in demands and therefore the Town must also be able to adjust quickly to ensure the development process is not stalled. Business Outcomes Arguably, there are direct benefits to investing in a Building Inspector I position. Some of these benefits include, • Maintaining developer needs/demands; This includes maintaining efficient and uninterrupted permit turnaround times, inspections and permit holder inquiries during increased activity. An additional inspector will allow for consistent and proper inspector coverage during inspector vacations, sick/personal days, training, etc. • Increased Permit Revenue; Increased permit activity has provided a direct increase in revenue including a substantial reserve fund. Hiring an additional inspector can therefore be justified to ensure the development community receives consistent professional services for permit fees paid. 4 70 Business Case: Building Inspector I • Implementation and use of existing available technologies; Existing permit tracking software has built in mobile capabilities that have not been fully utilized and will provide increased developer service and recordkeeping. • Meeting legislative requirements; Ensure that permits and inspections are completed in a timely fashion as per the requirements set out in the OBC Act. Ensure that all inspectors have the ability to attend training and maintain qualifications as required by the Ministry. • Minimised risk; An additional building inspector will reduce the risk associated with high demands and activity. As increased demands as such continue there are higher risk of inspector error and oversight. By hiring an additional inspector the risk of error and oversite is reduced and the time needed for proper record keeping and permit follow-up can become a reality. • Better support for Council, Senior Management and Employees; An additional inspector will allow the CBO to perform other duties required as a manager and provide the required assistance for employees, senior management and Council. Strategic Fit A Building Inspector I position would fit well with the continued growth of the community and the timing for this additional staff position is ideal. Staff have identified that the increase in activity is not just a 1 year term and therefore the need for assistance is paramount to ensure that the Town’s competitive edge is not lost. Stakeholder benefits Stakeholder demands as a result of the economy are one of the main factors for this request. Having an additional trained inspector on-staff who can assist with reviewing permit applications and performing field inspections is needed to respond to the ongoing development community’s economic activity. Scope Reporting to the Chief Building Official under the supervision of the Deputy Chief Building Official, this position will be primarily responsible for processing building permit applications, performing inspections, reviewing drawings and construction for conformance with legislation, regulations/standards and maintaining all pertinent files and records. A focus of this position will be compliance inspections of various stages of 5 71 Business Case: Building Inspector I construction for all residential and small buildings, works, and fixtures and service systems related to buildings regulated by Part 9, Division B of the OBC (small buildings). In order to attract a viable candidate this position will need to be full-time (minimum 35hr/week) with a proposed starting salary of $28.92/hr. Responsibilities • Serve as municipality's Provincial Offences Officer for enforcement purposes regarding municipal by-laws, policies and codes; • Review applications and plans for small buildings under Part 9 of the OBC with regards to completeness of the submission; • Advise applicants and CBO/DCBO of incomplete submissions and application issues/items requested; • Examine plans and process applications for Part 9 Small Buildings to ensure compliance with the OBC and relevant Municipal By-laws for the purpose of permit issuance; • Assists with permit application data entry into the ProInspector System and ensure that all applications are recorded, tracked and forwarded to the CBO/DCBO, as required; • Perform building, plumbing and HVAC inspections of small buildings under Part 9 of the OBC. • Manage inactive open permits and deposits; • Provide customer service in person, by telephone and e-mail; • Strong documentation/communication skills both written and verbal; • Ability to handle stressful situations on a regular basis; • Strong working knowledge of MS Office programs including: Word, Excell and Outlook; ProInspector experience considered an asset; • Must adhere to the prescribed Code of Conduct for Inspectors; Credentials Required • Post-secondary diploma or degree in Architectural, Construction or Engineering Technology or Certificate of Qualification, or an equivalent; • Qualified with MMAH in the areas of General or CBO Legal, House/Small Buildings, Plumbing-House/Small Buildings, HVAC House. • A CBCO designation granted by the OBOA, CET designation as granted by OACETT or a MAATO as granted by AATO is considered to be an asset; 6 72 Business Case: Building Inspector I • Demonstrated knowledge of the Ontario Building Code Act and Regulations regarding residential construction as well as a basic knowledge of mechanical, electrical and structural engineering design principles as related to building construction; • Excellent knowledge of building construction methods; • The ability to read and comprehend detailed construction drawings and site plans; • Well-developed communication skills and excellent customer service skills with the ability to liaison with key external and internal stakeholders; • Strong problem solving and decision making skills and the ability to function effectively with minimal supervision; • Ability to meet the physical requirements (i.e. field inspections) of the position; • A demonstrated commitment to enhancing a safety culture; • Valid Ontario Class “G” driver’s licence. 7 73 Report Title ANNUAL SURPLUS/DEFICIT ALLOCATION POLICY Report No. FIN 17 - 16 Author JANELLE COSTANTINO Meeting Type Council Meeting Council Date JUNE 12, 2017 Attachments Annual Surplus/Deficit Allocation Policy RECOMMENDATION THAT Council received FIN17-16 Annual Surplus/Deficit Allocation Policy as information AND THAT Council approves the Annual Surplus/Deficit Allocation Policy. EXECUTIVE SUMMARY This policy is being requested to provide clear direction on how to distribute annual surplus or deficits. It will allow staff to plan in the budget process for use of the funds that may be available as a result of the surplus. BACKGROUND In the past the Town allocated any surplus/ deficit to/from the General Reserve fund. With the introduction and approval of separate reserves, as outlined in By-Law 4107, surpluses and deficits must be treated in a different manner. Staff is presenting a policy which allocates surplus in a priority sequence, but also allows Senior Leadership to have discretion over surplus and deficit allocations. FINANCIAL IMPACT/FUNDING SOURCE The funding source for a surplus is generated when the total Town wide revenues exceed our expenses in any particular year. Conversely the Policy allows Senior Leadership Team discretion over which Reserve fund to be drawn upon to balance any years when Town wide expenses exceed revenues. COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A Page 1 / 1 FIN17-16 Annual Surplus Deficit Allocati 74 Annual Surplus / Deficit Allocation Policy Policy Statement The purposes of this policy are: • To ensure that operating surpluses are returned to the taxpayers; • To establish a priority framework for the allocation of any operating surpluses and eliminate any operating deficits through the use of the same priority framework. Scope This policy applies to all Town of Tillsonburg departments, excluding Building, which contributes surpluses and allocates deficits from the Obligatory Building Permit Cost Stabilization Reserve. This policy does not apply to revenues generated from Development Charges. These funds are to be allocated to the appropriate Development Charge Reserve. This policy does not apply to proceeds received through the Federal Gas Tax program. Unspent Gas Tax funds are to be allocated to the Gas Tax Rebate Reserve. Policy Guiding Principles Surpluses which are not required to fund reserve balance thresholds, as set out in the Town's Reserve Fund Policy, shall be distributed as outlined in the "Priority Allocation for Operating Surpluses" section below. A deficit shall be funded as outlined in the "Priority Application for Operating Deficits" below. Department staff will respect the nature of and manage a global budget by first offsetting higher than expected spending in one area through savings in another. Priority Allocation for Operating Surpluses Certain Reserve Funds have been established with the primary source of funding as an allocation from operating surpluses. Each of these Reserve Funds have targeted upper limits. An operating surplus is to be allocated as follows 1. Fleet and Equipment reserve, until the upper limit of the fund as defined in By-law 4107 Reserve Policy is met; However, the Director of Finance and CAO may approve a lesser amount a. The Minimum contribution shall be equal to the lesser of: i. The amount required to fund capital projects funded from Reserves as approved in the subsequent budget year; or ii. The entirety of the operating surplus ANNUAL SURPLUS/DEFICIT ALLOCATION POLICY 75 Priority Allocation for Operating Surpluses (continued) 2. The remaining of any operating surplus shall be allocated to reserves by the CAO and Director of Finance in collaboration with the Senior Leadership Team, until the upper limit of the funds as defined in By-law 4107 Reserve Policy is met. a. Where no reserve has been previously established, the Director of Finance is authorized to create the necessary reserves. The creation of reserves shall be contingent on a review of budget obligations, which in the opinion of the CAO and the Director of Finance are material; 3. Tax Rate Stabilization Reserve until the upper limit of the fund as defined in By-law 4107 Reserve Policy is met; 4. If surplus funds still remain, the amount shall be carried forward to the subsequent years' budget in accordance with the provisions of the Municipal Act. Priority Application for Operating Deficits An operating deficit is to be allocated as follows: 1. Transfer the necessary funds from the Tax Rate Stabilization Reserve unless these funds have been included in the subsequent years' budget funding estimates; 2. Review the status of discretionary reserves and, in collaboration with Senior Leadership Team, transfer any available funds from these reserves to the operating deficit; 3. Transfer the necessary funds from the Asset Management Funding Reserve, unless these funds have been included in the subsequent year's budget funding estimates; 4. If a deficit still remains, the amount shall be carried forward to the subsequent years' budget in accordance with the provisions of the Municipal Act and staff shall be directed to review their budgets to find savings equal to the unfunded deficit amount. Approval Process In addition to any information requested by Council, or that the Director of Finance consider appropriate, Council shall be presented with a report for their approval detailing the following no later than the date at which the Audited Financial Statements are presented: 1. The recommended distribution of the operating surplus or deficit funding 2. A list of any reserves created under Paragraph 2.a. of “Priority Allocation for Operating Surpluses” which will include their revenue source, use of funds (expenses) and minimum/maximum fund limits. This policy will be reviewed annually after the year end surplus or deficit figures have been verified. ANNUAL SURPLUS/DEFICIT ALLOCATION POLICY 76 Report Title 2016 Surplus Allocation Report No. FIN 17 - 17 Author JANELLE COSTANTINO Meeting Type Council Meeting Council Date JUNE 12, 2017 Attachments None RECOMMENDATION THAT Council receive report FIN17-17 2016 Surplus Allocation as information. AND THAT Council approve the allocation of the 2016 surplus of $212,111 be contributed to specific reserves; Fleet & Equipment $200,000; Police Services Board $5,984; Recreation, Culture and Parks $2,025 and the balance to Tax Rate Stabilization $4,102. EXECUTIVE SUMMARY To allocate the 2016 surplus to specific reserve accounts. BACKGROUND The Fleet Department collects revenue for the future replacement of fleet and equipment. In 2016, the actual Fleet Department surplus was $308,873. As other departments within the Town were in a deficit position at the 2016 year end, Fleet contributed a portion of their surplus to the bottom line to avoid pulling funds from the Tax Stabilization Reserve. This left the Town with an overall surplus of $212,111. Staff is requesting Council to approve allocating $200,000 of this surplus to Fleet as the 2017 budget approved Fleet capital spending funded by reserves of $435,000 ($315,000 in 2017 budget and $120,000 for a carryover project from 2016). Before the 2016 surplus allocation, the current amount in Fleet reserves is $197,208 plus $44,230 in proceeds on equipment sold in 2017 for a total reserve balance of $241,438. Adding $200,000 will bring the reserve balance to $441,438 which will satisfy the 2017 budget requirement. As reported when revising the Reserve Policy, the Police Services Board had generated a surplus of $5,984 - $4,227 from recovered money and bike sales and $1,757 in unspent special project funds. Donated funds for the pump-track in the amount of $2,025 were added to the surplus for the year and are needed to complete signage. The balance of the Surplus funds will go into the Tax Rate Stabilization Reserve for the future. Page 1 / 2 FIN17-17 - 2016 Surplus Allocation 77 This allocation follows the policy as outlined in report FIN17-16 Annual Surplus/Deficit Allocation Policy FINANCIAL IMPACT/FUNDING SOURCE The 2016 surplus previously reported to Council at the meeting of March 13, 2017 was $236,127. During the year end process, the following financial adjustments were made to bring the 2016 final audited surplus to $212,111: 2016 Previously stated surplus $236,127 Accrual for in progress Tax reassessments (25,000) Net of various other adjustments 984 2016 Revised surplus $212,111 COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A Page 2 / 2 CAO 78 Report Title Golf Course Land Balance Clearing Transaction Report No. FIN 17-18 Author JANELLE COSTANTINO Meeting Type Council Meeting Council Date JUNE 12, 2017 Attachments None RECOMMENDATION THAT Council receives report FIN 17-18 Golf Course Land Balance Clearing Transaction as information; AND THAT Council use $41,389.73 from the Tax Rate Stabilization Reserve to fund the revenue shortfall on the sale of land; AND THAT any the net proceeds from any future sale of lands previously obtained as part of the golf course redevelopment be used to reimburse the Tax Rate Stabilization Reserve; AND THAT the Town’s Financial Statements reflect the actions as noted in report FIN 17-18. EXECUTIVE SUMMARY To provide Council with an accounting process to clarify the Town’s Financial Statements by removing the monetary value associated with lands sold in 2012 and by removing the $398,532.02 of non-cash value associated with the golf course lands from the Town’s Reserves. The lands would then be accounted for in Town’s land inventory. BACKGROUND In 2012, the Town sold a parcel of land to the Tillsonburg Golf and Country Club (GC) for total proceeds of $491,050. Of this amount, the Town received $191,050 in cash, plus land known as Borden Crescent, valued at $300,000. The Town also incurred various expenses as a result of the sale. These totaled $92,517.98, leaving net proceeds valued at $398,532.02 ($491,050 – $92,517.98). This amount was contributed to reserves and has been referred to as a non-cash reserve when it should be treated as a land asset in the land inventory until it is sold and generates cash. Upon reviewing the transaction and part of reviewing the Town’s Financial Statements, it was determined that $24,836.50 in HST on the sale was expensed in error. As such, the net proceeds (contribution to reserves) should have been $423,368.52. ($398,532.02 + $24,836.50 = $423,368.52) At the time of the sale, the value of the lands owned by the Town was recorded at $614,758.25 in the Town’s Tangible Capital Assets (TCA). This included a parcel of land valued at $150,000 that Page 1 / 2 Golf course land balance clearing transaction 79 was not transferred in the sale. Therefore, the value of the land sold was $464,758.25 ($614,758.25 - $150,000.00 = $464,758.25) as a result of this transaction. When the sale was complete, the value of the land in the Town’s TCA was not removed from the Town’s financials. As the Town no longer owned these lands, the value of the lands should not have continued to be reflected in the Town’s TCA. Any difference between the value ($464,758.25) and net proceeds ($423,368.52) should have been recorded as a revenue shortfall from the sale of the lands. The revenue shortfall has been identified as $41,389.73 ($464,758.25 - $423,368.52 = $41,389.73). In order to account for this shortfall in the Town’s Financial Statements, staff, with input from the Town’s auditor, is recommending that Council authorize the removal of the value of the land from the Town’s TCA, which will also eliminate the reference to a non-cash reserve. FINANCIAL IMPACT/FUNDING SOURCE Staff is recommending that Council recognize a revenue shortfall of $41,389.73 ($464,758.25 - $423,368.52 = $41,389.73) and fund the shortfall from the Town’s Tax Rate Stabilization Reserve. This will leave a balance of $829,904.27 in the Tax Rate Stabilization Reserve. Staff is also recommending that the parcel of land previously valued at $150,000 be reevaluated through a market evaluation. The land would then be put on the open market for sale and any net proceeds be returned to the Tax Rate Stabilization Reserve. Page 2 / 2 Golf course land balance clearing transaction 80 Report Title Awarding RFP2017-004 Indoor Pool Deck Replacement Report No. RCP 17-34 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date June 12, 2017 Attachments • RFP2017-004 Pool Deck Specifications • Deck channel photo RECOMMENDATION THAT Council receives Report RCP 17-34 – Awarding RFP2017-004 Indoor Pool Deck Replacement; AND THAT the pool deck replacement project be deferred until 2018 and re-tendered to included replacement of the tile inside the pool tank. EXECUTIVE SUMMARY An RFP was issued to secure a contractor to replace the pool deck tile, create deck drainage, and make some other repairs to the pool tank. One qualifying bid was submitted for significantly higher than the available budget. Staff negotiated with the bidder to secure a more affordable approach but were not able to find a solution that was within the budget. One option is to proceed with a partial project in 2017, with additional financing. The preferred option is to delay the project until 2018 and bring forward a complete solution that includes replacement of the tile inside the pool tank as well as the deck. BACKGROUND As part of the approved 2017 business plan for the Recreation, Culture & Parks Department, a project to replace the indoor pool deck tile was approved, with a budget of $100,000. In compliance with the Purchasing Policy RFP2017-004 was issued to identify a preferred vendor to replace or render non-slip the tiles on the pool deck at the Community Centre. Prior to issuing the RFP, it was confirmed that this project does not trigger any requirement to implement changes to meet AODA standards. However, the pool was constructed without any deck drainage and therefore does not meet current building code. In addition to meeting the provisions of the Ontario Building Code ( OBC Section 3.11.3.1.9.c), installing deck drains will help control operational costs by making the deck easier to clean and reducing pool contamination from water running off the deck and back into the pool. This requirement was not considered when the budget for the project was established as part of the 2017 Budget process. Staff has confirmed with the CBO that the project is cosmetic in nature and does not trigger OBC compliance from his perspective. However, the requirement for code compliance on this issue is governed by public health requirements. Staff have been unable to secure a definitive answer at the time of preparing this report. Although the pool has been operated for more than 45 years without deck drains, if there were to be drains installed the time to do it is when the pool deck is retiled. Page 1 / 3 RCP 17-34 - Awarding RFP2017-004 Indoor 81 While the tile removal and replacement work is occurring is also the most cost effective time to have the floor tiles in the change room showers replaced. Taking advantage of the single mobilization also reduces the impact on the users and operations because the work would otherwise require a second operational shut down period. An optional price to do this work was requested as part of the RFP. Once the requirements were confirmed, the RFP was advertised on the Tillsonburg website, the Tillsonburg News and online through bidsandtenders.ca. There were 4 plan takers. The RFP closed on May 4, 2017 with 1 bid submitted. Acapulco Pools Ltd. Bid prices (before taxes) are listed in the table below: Total price to remove existing tile & supply/install new deck surface and drains $ 269,417.00 Total price to acid wash & regrout pool basin $ 62,030.00 Hourly rate for repair maintenance existing pool basin tiles $ 104.00 Optional - total price to remove existing tile and supply/install new deck surface in change room showers(2) $ 25,132.00 The bid was reviewed and found compliant with the required specifications. As all submitted bids were over the designated budget for the project, the Town exercised the option within the tender to negotiate with the bidder. The result of the negotiations is that Acapulco Pools has amended their bid as follows: Total price to remove and replace existing tile on pool deck $188,734.00 Total price to waterproof deck $ 12,360.00 Total price to replace grab bars & stanchion anchors $ 6,577.00 Total price to install deck drainage and tie into sanitary sewer $ 29,319.00 Subtotal for deck and drainage components $236,990.00 Total price to remove and replace existing tile in pool office $ 9,911.00 Hourly rate for repair maintenance existing pool basin tiles $ 104.00 Total price to acid wash, regrout pool basin and replace drain grates $ 29,088.00 Optional - total price to remove existing tile and supply/install new deck surface in change room showers(2) $ 19,900.00 If the project proceeds in 2017, the scope of work will be reduced to exclude the pool office area from the tile replacement project and to perform the acid washing and regrouting in-house after the tile replacement is completed. During this process, it was determined that the tiles in the pool tank itself have also seen significant deterioration over the life of the pool and should be considered for replacement within the next few years. The mobilization cost and operational impact can be minimized if this work is done at the same time as the deck. Under the circumstances, staff recommend that the project be deferred until 2018, and come back through the budget process as a complete retiling of the whole indoor pool facility. Taking this route will reduce the 2017 shutdown to less than a month for required cleaning, but require a full-summer shutdown in 2018. If Council does prefer to proceed with just the deck tile project (without drainage), an alternative resolution could read as follows: Page 2 / 3 RCP 17-34 - Awarding RFP2017-004 Indoor 82 THAT Council receives Report RCP 17-34 – Awarding RFP2017-004 Indoor Pool Deck Replacement; AND THAT Council partially award RFP2017-004 to Acapulco Pools for their negotiated price of $195,311 before taxes to remove and replace the deck tiles at the indoor pool at the Tillsonburg Community Centre; AND THAT the entire cost of the project be funded with user-pay debt serviced through the collection of user fees. CONSULTATION/COMMUNICATION RCP staff from the Facilities and the Aquatics teams collaborated to develop the requirements of the RFP. RCP staff consulted the CBO, Oxford County Public Health and the Life Saving Society of Canada to confirm code compliance requirements. FINANCIAL IMPACT/FUNDING SOURCE The work covered under this tender is approved in the 2017 budget for up to $100,000 funded through user-pay debt. User-pay debt is debt that is intended to be serviced by user fees not taxation. In the 3 months since the implementation of the user fee surcharge, approximately $2,500 has been collected from the users of aquatic programs. The majority of the annual surcharge revenue is anticipated to be collected during the summer months from patrons of the Waterpark. As the deck replacement is a 40-year lifecycle extension to the pool, a debenture of 15 or 20 years or longer on this project can be considered to lower the annual servicing costs. The trade-off is that the longer debentures result in a much higher total cost of borrowing as interest rates are higher and the total amount of interest paid is significantly larger. 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 3 / 3 RCP 17-34 - Awarding RFP2017-004 Indoor 83 April 11, 2017 Request for Proposal: Tillsonburg Community Centre – Memorial Pool Deck Replacement SPECIFICATIONS The Town of Tillsonburg requires an experienced contractor to provide a comprehensive proposal for the removal of the Kinsmen pool deck, the supply and install of a new anti-slip deck surface as well as maintenance and repair within the existing pool basin. The following outlines the scope of work: 1. Remove existing deck tile (as indicated in the attached schematic) and any grouting and/or adhesive from the pool deck including in the office; 2. Prepare the surface for new deck surface and install new deck drains as outlined on the attached schematic. All drains should be tied into existing drainage system; 3. Existing deck fixtures will remain; new deck surface must accommodate these fixtures; 4. New deck surface must abut against remaining existing pool edge tile in an aesthetically pleasing manner without creating trip hazards or permitting water penetration; 5. Supply and install new proven and durable anti-slip deck surface on the pool deck and inside the office (as outlined on attached schematic); 6. Perimeter of deck surface (including office walls) should include a minimum 4” integrated cove/molding; 7. Present all options for anti-slip surface, surface designs and colors within proposal; 8. Existing pool basin and edging tiles will be acid washed and re-grouted with a white colored un-sanded grout designed for pool applications; 9. Existing pool basin tiles and edging tiles should be repaired as required; 10. Existing doorways should have appropriate transitioning from new deck surface to existing flooring without creating trip hazards or permitting water penetration; 84 Page 2 of 2 11. Optional scope of work to include removal of existing tile floor in the change room showers, supply and install of matching anti-slip deck surface in shower area with a minimum 4” integrated cove/molding; 12. All project debris will be cleaned and disposed of by the contractor; 85 86 Report Title Awarding RFT2017-010 LED Rink Lights Report No. RCP 17-35 Author Rick Cox, Director of Recreation, Culture & Parks Meeting Type Council Meeting Council Date June 12, 2017 Attachments RECOMMENDATION THAT Council receives Report RCP 17-35 – Awarding RFT2017-010 LED Rink Lights; AND THAT Council award RFT2017-010 to 911777 Ontario Limited O/A T.A. Thomson Electrical Contractors for their tendered price of $104,375.05 before taxes. EXECUTIVE SUMMARY An RFT was issued to secure a contractor to replace the rink lighting above both rinks at the Tillsonburg Community Centre. Four responses to RFT2017-010 were received. Staff recommend awarding the work to T.A. Thomson Electrical Contractors for their tendered price of $104,375.05 before taxes. BACKGROUND As part of the approved 2017 business plan for the Recreation, Culture & Parks Department, a project to replace the rink lighting was approved, with a budget of $110,000. In compliance with the Purchasing Policy RFT2017-010 was issued to identify a preferred vendor to replace the lighting with LED fixtures to save energy and improve lighting quality. I.B. Storey Inc. was hired to prepare the technical specifications for the lighting project in order to ensure the objectives of a) improved lighting quality; b) operational efficiencies related to maintenance and controls; and c) energy savings were appropriately balanced. Based on the design, a SaveOn Energy rebate application has been prepared and submitted for pre-approval by Tillsonburg Hydro. Four submissions were received in response to the Tender. A summary of the bids is below: Prouse Electric Ltd. Non-compliant Dynamic Energy Services Inc. Non-compliant 911777 Ontario Limited O/A T.A. Thomson Electrical Contractors $104,375.05 Canam Lighting Inc $208,605.00 Staff recommend awarding the tender to T.A. Thomson Electrical Contractors as the lowest compliant respondent. CONSULTATION/COMMUNICATION Page 1 / 2 RCP 17-35 - Awarding RFT2017-010 LED Rin 87 RCP staff consulted with Conservation Demand Management specialists associated with Tillsonburg Hydro throughout the process to ensure that available rebate programs were being considered and appropriate paperwork prepared. FINANCIAL IMPACT/FUNDING SOURCE The work covered under this tender is approved in the 2017 budget for up to $110,000 funded through $90,000 of debt and $20,000 from proceeds of applicable energy rebates. 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 17-35 - Awarding RFT2017-010 LED Rin 88 NOTICE OF ANNUAL MEETING OF SHAREHOLDERS TAKE NOTICE that the annual meeting (the “Meeting”) of the holders of common shares of Tillsonburg Hydro Inc. (the “Corporation”) will be held on June 27, 2017, 10:00 am, at the offices of the Corporation, 200 Broadway, 2nd Floor, Council Chambers, Tillsonburg, Ontario for the following purposes: (a) Consideration and approval of the Minutes of the Annual General Meeting of Tillsonburg Hydro Inc. of June 21, 2016; and (b) To receive the audited financial statements of Tillsonburg Hydro Board for the year ended December 31, 2016, together with the report of the auditor thereon; and (c) To appoint an auditor of Tillsonburg Hydro Inc. for the ensuing year; and (d) Election of the Directors of Tillsonburg Hydro Inc. Board; and (e) To appoint Legal Counsel for Tillsonburg Hydro Inc. for the ensuing year; and (c) To consider such other matters as may properly come before the Meeting. Every shareholder entitled to vote at a meeting of shareholders may by means of a proxy appoint a proxyholder or proxyholders or one or more alternate proxyholders, who need not be shareholders, as its nominee to attend and act at the meeting in the manner, to the extent and with the authority conferred by the proxy. The form of proxy may be in any form which complies with the regulations made under the Business Corporations Act (Ontario). Dated this 9th day of June, 2017. BY ORDER OF THE BOARD OF DIRECTORS Donna Wilson Secretary Tillsonburg Hydro Inc. 89 = Attendance: Peter Staley, Chair, Councillor Brian Stephenson, Mike Cerna, Michael Kadey, Margaret McCrimmon Regrets: Scot Richardson, Robert Doerr, Debra Pattyn Staff: Tricia Smith, Deputy Clerk, Eric Flora, Manager of Engineering 1. Call to Order The meeting was called to order at 3:37 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Councillor Stephenson Seconded By: Margaret McCrimmon THAT the Agenda as prepared for the Accessibility Advisory Committee meeting of June 6, 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 – February 8, 2017 Resolution #2 Moved By: Mike Cerna Seconded By: Michael Kadey THAT the Accessibility Advisory Committee Meeting Minutes of February 8, 2017, be approved. Carried The Corporation of the Town of Tillsonburg ACCESSIBILITY ADVISORY COMMITTEE June 6, 2017 3:30 p.m. Board Room Customer Service Centre, Tillsonburg MINUTES 90 Accessibility Advisory Committee Meeting Minutes, June 6, 2017 - 2 - 5. General Business & Reports 5.1 Accessibility Directorate of Ontario – Accessible Transportation Standards Review The committee reviewed the proposed recommendations from the Transportation Standards Development Committee regarding the 2016 Review of the Accessibility Transportation Standards. Consideration was made for the implementation of courtesy parking spaces in Tillsonburg. Staff to follow up with the By-Law Officer regarding enforcement of courtesy parking spaces. Staff to forward the proposed recommendations regarding the 2016 Review of the Accessibility Transportation Standards to the consultant conducting the Mall Area & Downtown Parking study. Discussion took place regarding the legislated number of tie-downs for wheelchairs on public transportation. A recommendation was made to review accessible transportation options in Tillsonburg and comments shall be provided to the Transportation Pilot Steering Committee for consideration. Moved By: Councillor Stephenson Seconded By: Margaret McCrimmon The Tillsonburg Accessibility Advisory Committee recommends that the Province review the transportation standards in regards to the proportions of tie-downs (devices to secure mobility aid devices) on public buses and trains to reduce wait times and improve the level of service. Carried 5.2 Government of Canada – Enabling Accessibility Fund – Workplace & Community Accessibility Streams The committee discussed potential projects for the 2017 Enabling Accessibility Fund grant opportunity. There were no accessibility needs identified by staff at this time. Discussion took place in regards to accessible upgrades to public playgrounds, a new accessible ramp at the Community Centre and the accessibility of the new band shell at Celebration Plaza. 91 Accessibility Advisory Committee Meeting Minutes, June 6, 2017 - 3 - Moved By: Mike Cerna Seconded By: Councillor Stephenson THAT Council receive the recommendation from the AAC for the removal of the steps and installation of an accessible ramp on the south side of the Community Centre as a posed project for the Enabling Accessibility Fund; AND THAT staff be directed to submit a report to Council for consideration regarding an application to the funding program. Carried 6. Correspondence 6.1 County of Lambton / City of Sarnia Receive Accessibility Award 6.2 Brampton puts spotlight on Accessible Parking 7. Other Business 7.1 Accessibility Update Staff to circulate the Accessibility update to the committee. 7.2 Accessibility Forum Review This item was deferred to the next meeting. 7.3 Access4All Grant Update This item was deferred to the next meeting. 8. Next Meeting The next meeting of the Accessibility Advisory Committee will be held on Tuesday, September 12, 2017 at 3:30 p.m. in the Board Room, Customer Service Centre. 9. Adjournment Resolution #7 Moved By: Councillor Stephenson Seconded By: Mike Cerna THAT the June 6, 2017 Accessibility Advisory Committee meeting be adjourned at 4:31 p.m. Carried 92 = Attendance: Jami Stephenson, Chair, Councillor Brian Stephenson, Tabitha Dalm, Heather Cnockaert, Paul Weaver, Josiane DeCloet, Marianna Carson, Wendy Cameron Community Leaders: Councillor Penny Esseltine, Paul Weaver, Irene Hurley, Virginia Armstrong Staff: Jessica Mello, Patty Phelps, Donna Wilson Regrets: Karen Smith, Aleksandra Webber, 1. Call to Order The meeting was called to order at 4:35 p.m. 2. Adoption of Agenda Resolution #1 Moved By: Virginia Armstrong Seconded By: Marianna Carson THAT the Agenda as prepared for the Canada 150 Committee meeting of Monday, May 15, 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 the Committee Minutes of Previous Meeting Resolution #2 Moved By: Heather Cnockaert Seconded By: Paul Weaver THAT the Minutes of the Canada 150 Committee meeting of April 25, 2017, be approved. Carried The Corporation of the Town of Tillsonburg Canada 150 Committee Tuesday, May 15, 2017 4:30 p.m. Council Chambers 200 Broadway, 2nd Floor MINUTES 93 Canada 150 Committee Meeting – Agenda - 2 - 5. Update Youth Poster Contest update Letter was sent to the schools, including home schools. Colleen Pepper to review the poster and get it printed. Glendale High School to be provided with the letter. Awards ceremony will take place at the Station Arts Centre on June 16th at 7:00 p.m. Sobeys will donate refreshments to the event. 6. Canada Day Event Update A committee meeting is scheduled for next week. Help will be required on Canada Day for the BBQ, heritage games, etc. Brian Stephenson suggested that the school Phys Ed class participate in the heritage games, Patty Phelps and Brian Stephenson to meet to discuss the details. The Optimist Club has requested that the Canada Day 150 committee march in the peoples parade. The flag will be available to sign at memorial park on Canada Day. The flag could be placed in the main gallery at Station Arts during the breakfast for signing. 7. Promotional Material Update Posting merchandise on the Canada 150 page regarding locations to purchase. Large flags available at home building centre. Discussion took place regarding purchasing a number of flags to be placed around Town, particularly in the down town. Flags could be donated to store owners to be place in windows. The promotional pins will be in next week. Discussion took place regarding purchasing additional shirts to give away. Colleen Pepper to order additional youth and child size shirts. Moved By: Brian Stephenson Seconded By: Irene Hurley THAT $1,000 be spent to purchase additional T-shirts with the town logo and that the marketing committee be authorized to oversee this purchase and to report back to the Canada 150 Committee. Carried 94 Canada 150 Committee Meeting – Agenda - 3 - 8. Marketing Update The marketing team will be the conduit for providing information for free ads for non-profit organizations holding Canada 150 Events. The information will be posted on the Town of Tillsonburg, Canada 150 page. Groups to be directed to the Town Canada 150 page. For Canada 150 Committee events only, the Marketing Committee will help with getting the advertising on these free listings if needed. Each Committee Chair is to provide their event information to Marketing Chair, Virginia Armstrong, v_armstrong4@hotmail.com The Marketing Committee will provide Colleen Pepper with information for the Community update page in the Tillsonburg News, Canada 150 events section. It will include something that you can visually see being done in the community for Canada 150 and Canada 150 events. 9. Harvest-fest Update Brian Stephenson provided an update. The group is still waiting to hear if the private property at Metro is available for use. The date set for the event is Friday Aug 25th, 2017 10. 25ft x 12ft Canada Flag Disbursement and Update To be displayed for signing at various events around town but will be located at Annandale House. Organizations are asking for the flag to be provided at events in order to obtain signatures. It was determined that a Community Leader or a member of the Committee should be present at events where the flag is provided. Josiane DeCloet to facilitate the flag signing at the Lion’s Bingo on June 5th and the Lion’s meeting of June 6th. 11. Roundtable BIA has ordered some Canada flags with some Canada 150 specific that will be displayed around the downtown. Moved By: Brian Seconded By: Irene Hurley THAT the Committee reimburse Jami Stephenson for the cost of the 24ft. x 12 ft. Canada Flag. Carried. 95 Canada 150 Committee Meeting – Agenda - 4 - 12. Next Meeting The next meeting is Monday May 29th at 4:30 p.m. 13. Adjournment Resolution #7 Moved By: Tabitha Dalm Seconded By: Wendy Cameron THAT the May 15, 2017 Meeting of the Canada 150 Committee, be adjourned at 5:56 p.m. Carried 96 = ATTENDANCE MEMBERS PRESENT: Penny Esseltine, Corey Hill, Robert Marsden, Sue Saelens, Marian Smith, Paul Wareing, Janet Wilkinson MEMBERS ABSENT/REGRETS: Charles Baldwin, Ken Butcher, Paul DeCloet, Christine Nagy, Tricia Smith, Maurice Verhoeve 1. Call to Order The meeting was called to order at 9:05 a.m. 2. Adoption of Agenda Moved By: P. Wareing Seconded By: J. Wilkinson Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of May 4, 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 April 6, 2017 Moved By: S. Saelens Seconded By: P. Esseltine Proposed Resolution #2 THAT the minutes for the April 6, 2017 meeting be approved. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Report from Tillsonburg Horticultural Society (THS) – P. Esseltine reported that 53 business responded to the Canada 150 beautification project and purchased 95 planters. Delivery will be between May 25 – June 1. Garden Gate is making more inserts which will be sold to individuals on a waiting list. Twelve street planters have been purchased, many from service clubs. These will have recognition stakes at two per planter. Garden Auction is May 16 at 5:30 p.m. in Lions Auditorium. Moved By: S. Saelens Seconded by P. DeCloet Proposed Resolution #3 The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE May 4, 2017 9:00 a.m. Corporate Annex 200 Broadway MINUTES 97 THAT the Heritage, Beautification & Cemetery Advisory Committee accept the report as submitted. Carried 7. Correspondence – none 8. Other Business 8.1. Heritage Designations – On hold awaiting response from owners. 8.2. Tree Protection – will be discussed next meeting. 8.3. Keep Tillsonburg Beautiful Day – C. Hill updated that the site is filled with water due to recent heavy rains and is not expected to dry out any time soon. Moved By: J. Wilkinson Seconded By: S. Saelens Proposed Resolution #4, THAT the Keep Tillsonburg Beautiful event be cancelled for this year and contact be made with Long Point Conservation to return the trees or plant them elsewhere in town. Carried 8.4. Significant Tree program – to be discussed next meeting. 8.5. Rolph Street School public meeting – during Council meeting next Monday, requested to rezone to residential. 8.6. Sandwich boards at cemetery – put on hold as there was a budget shortfall. Boards advertising the decoration by-law are still in plans. 8.7. Kitchener cemetery tour – meet on May 10 at Tim Hortons in the mall to carpool. 8.8. Enhanced Beautification Proposal – C. Hill advised that a person has been hired for the position. 8.9. C. Hill met with Oxford County to discuss Library Lane gardens – not enough funds for Town to take over maintenance on this area. 8.10. Canada 150 Celebration Tree program – starting next week. 8.11. Repairs to Joy Mausoleum – work not started yet. 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: J. Wilkinson Seconded By: P. Esseltine Proposed Resolution #5 THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on May 4, 2017 be adjourned at 9:46 a.m. Carried. 98 = ATTENDANCE Members Present: Mel Getty: Co-Chair, Mike Cerna: Co-Chair, Sue Saelens (Lions Club), Peter Luciani (Dog Park), Ken Patterson (Rotary), Steve Vitias (Ball Users), Dave Martin (Kinsmen), Cedric Tomico (Kinsmen), Rosemary Dean (Fair), Jane Ann McLean (Outdoor Rink), Donna Scanlan (Parks & Rec Advisory), Terry Smith (Pumptrack) Rick Cox: Staff, Margaret Puhr: Secretary (Event Organizers) MEMBERS ABSENT/REGRETS Shane Curtis, Lance McKenzie, Derek Partlo, John Glass, Scott McKenzie 1. Call to Order The meeting was called to order at 5:30pm, by Co-chair Mel Getty. 2. Adoption of Agenda Moved By: Sue Saelens Seconded By: Ken Patterson Resolution #1_ THAT the as prepared for the Memorial Park Revitalization Committee meeting of May 15, 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 May 1, 2017 Moved By: Dave Martin Seconded By: Sue Saelens Resolution #2_ The Corporation of the Town of Tillsonburg Memorial Park Revitalization Committee May 15, 2017 5:30pm Marwood Lounge 45 Hardy Ave. MINUTES 99 Memorial Park Revitalization Committee Meeting Minutes, May 15, 2017 - 2 - THAT the Minutes of the Memorial Park Revitalization Committee Meeting of May 1, 2017 be approved. Carried. 5. General Business & Reports 5.1. Staff update: Celebration Plaza – last week the Council approved the larger bandshell construction project (50’x25’), scaled down Santers Street gateway garden, some electrical work and paved pathway from Sanders Street to the bridge. Rick Cox met with the contractor/project manager and the expectation is that the bandshell platform will be ready for Turtlefest and the complete structure for Canada Day. Marwood Metal is donating a sundial sculpture. Next steps: this committee is to finalize report on finalization of the master plan, including the site plan. 5.2. Rotary Club update: met with Rick to discuss the type of pathway surface to be installed. Clearing up of the trees along the pathway has been completed. 5.3. Fair Board: working on site plan for the fair. 5.4. Ball Association: registration is completed, the season opening day is May 27. Foul ball poles need to be relocated before the start of the season. 5.5. Kinsmen Club: no new updates, the club is satisfied with the approved bandshell. Will be proceeding with the shade sails for the pumptrack. 5.6. Pumptrack: new potholes are appearing on the track, need to be filled. Information/recognition signage will be presented to the council as information piece. 5.7. Lions Club – Henderson playground company made presentation to the club and proposed 6 – 7 stand-alone units to fit in the space. The project will cost approximately $120,000.00. Lions International will match funds raised by the club. The Lions also received an estate donation and are considering using it to build a gazebo near the playground. There is no definite timeline for this project at this time. 5.8. Outdoor Rink –project will be presented to the Council on May 23. There was change of location, now to be put near the Community rink area. The Kinsmen Club will be making a donation from the NHL event fundraiser to this project. 5.9. Dog Park – the committee met and set rules for use of the park. Next meeting will be to figure out how to inspire involvement from the community. Considering setting up a display at Turtlefest. Public information session is scheduled for May 31, 6-8pm, letters will be sent to the neighbourhood. Still discussing the fence at the N end of the property, 100 Memorial Park Revitalization Committee Meeting Minutes, May 15, 2017 - 3 - the suggestion is to remove entirely. The park project to start mid-August, after the NHL event. 5.10. Ball Diamond repositioning – to go per proposed plan update. Cut the repositioned diamond by 20’ to reduce bulge and allow for more green space. 6. Round Table Master Plan – map development: at the next meeting determine the order and phases/timelines of the project. Items discussed: - Shrink centre field by 20’ – 30’ to allow more green space - Rotate outdoor rink to S-W orientation - Move field house location on site map - Senior Centre parking lot – needs to be smaller on the site plan - Basketball by tennis courts – change to a volleyball/sand pit - Remove the ‘skywalk’ across the lake - Add a ramp/access to the Memorial rink from the E parking lot for event access Other items: - Congratulations to Dave Martin on receiving Positive Change Award - In-kind or individual project donations to the Revitalization project are welcome - Need to invite Horticultural Society to the group - Dog Park Committee members to be invited to the Committee Resolution #3 Moved by: Mike Cerna Seconded by: Rosemary Dean THAT the Dog Park Committee members: Pete Luciani and Tyler Coghill be added as members of the MPR Committee, upon approval from the Parks & Rec Advisory Committee and the Town Council. Carried. 7. Next Meeting 101 Memorial Park Revitalization Committee Meeting Minutes, May 15, 2017 - 4 - The next meeting of the Memorial Park Revitalization Committee will be on Monday June 19, 2017 at 5:30pm. 8. Adjournment Moved By: Rosemary Dean Seconded By: Cedric Tomico Resolution #4 THAT the Memorial Park Revitalization Committee Meeting of May 15, 2017 be adjourned at 6:45pm. Carried. 102 103 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4112 BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 12th day of June, 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 June 12, 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 the Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 12th DAY of June, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 12th DAY of June, 2017. ________________________________ MAYOR – Stephen Molnar ________________________________ TOWN CLERK – Donna Wilson 104