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Regular Council Agenda Packet 2017-09-11 18-00Table of Contents Agenda 3 Minutes of the Meeting of August 21, 2017 170821 Council MIN 12 Annandale Ball Diamonds Delegation Request - Chris Parker 29 Application for Minor Variance - A-07/17 - Jason & Deb Herman - 131 Concession St W A-07/17 Report 32 Report Attachments 36 Application A-07/17 41 Application for Minor Variance - A-08/17- Gary Eymann- 175 Weston Drive A-08/17 Report 45 Report Attachments 48 Application A08/17 51 Application for Zone Change - ZN 7-17-11- Performance Communities Realty Inc- Removal of Holding Provision for Andrews Crossing ZN 7-17-11 Report 55 Report Attachments 59 Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area - 2017 Municipal Grant Big Brothers Big Sisters - 2017 Municipal Grant 61 RCP 17-40 - 2017 Second Quarter Financial Results (Deferred from August 21, 2017 meeting) RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results 63 RCP Q2 2017 Financial Summaries 66 DCS 17-27 - Appointment of Building Inspector DCS 17-27 Appointment of Building Inspector 73 DCS 17-28 - Request for Funding Support – Tillsonburg Hub Consortium Report DCS 17-28 74 FIN 17-28 Debt Management Policy FIN 17- 28 Debt Management Policy 78 5-007 Debt Management Policy 79 OPS 17-22 - Results for RFP 2017-006 Sidewalk Machine OPS 17-22 Results for RFP 2017-006 Sidewalk Machine 81 OPS 17-23 - Transfer Station Update OPS 17-23 Transfer Station Update 83 OPS 17-23 Attachment 1 - Site Signage Renderings 85 OPS 17-24 - Broadway and Glendale PXO Update OPS 17-24 Broadway and Glendale PXO Update 88 RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration 1 RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration 91 RCP 17-42 - Wheeled Footwear Policy Update RCP 17-42 Wheeled Footwear 93 RCP 17-42 - ATT 02 - ORFA Alert Heelies November 2005 95 RCP 17-42 - ATT 01 - ORFA Alert Heelies January 2016 97 Committee Minutes 170406 HBC MIN 99 MYR 17-05 - CAO Performance Appraisal MAYOR17-05CAOopen2017 101 By-Law 4080 To Establish the Composition of the Municipal Council By-Law 4080 To Establish the Composition of Council.pdf 103 By-Law 4133, To Amend Zoning By-Law 3295 (ZN 7-17-11) By-Law Text 104 By-Law 4134, To Appoint Jennie Schmitt as a Deputy Chief Building Official By-law 4134- Appoint Deputy Chief Building Jennie Schmitt 105 By-Law 4135 To Adopt a Debt Management Policy By-Law 4135 To Adopta Debt Management Policy 106 5-007 Debt Management Policy 107 By-Law 4136, To Confirm the Proceedings of the Council Meeting of September 11, 2017. By-law 4136 Confirming 109 2 = 1.Call to Order 2. Closed Session Proposed Resolution #1 Moved By:Seconded By: THAT Council move into Closed Session to consider: 1.personal matters about an identifiable individual, including municipal or local board employees (CAO Performance Appraisal). 3.Adoption of Agenda Proposed Resolution #2 Moved By:Seconded By: THAT the Agenda as prepared for the Council meeting of Monday, September 11, 2017, be adopted. 4.Moment of Silence 5.Disclosures of Pecuniary Interest and the General Nature Thereof 6.Adoption of Council Minutes of Previous Meeting 6.1. Minutes of the Meeting of August 21, 2017 170821 Council MIN Proposed Resolution #3 Moved By: Seconded By: The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, September 11, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor AGENDA 3 Council Meeting – Agenda - 2 - THAT the Minutes of the Council Meeting of August 21, 2017, be approved. 7.Delegations and Presentations 7.1. Volunteer Achievement Award - Presentation to Carol DeDecker and Cathy Palmer 7.2. Annandale Ball Diamonds Presentation By: Chris Parker, President and Kyle Hollister, Vice President, Tillsonburg Men’s Slo-Pitch League Delegation Request - Chris Parker Proposed Resolution #4 Moved By: Seconded By: THAT Council receives the presentation regarding the Annandale Ball Diamonds, as information. 8.Committee Reports & Presentations 9.Public Meetings Proposed Resolution #5 Moved By: Seconded By: THAT Council move into the Committee of Adjustment to hear applications for Minor Variance. 9.1. Application for Minor Variance - A-07/17 - Jason & Deb Herman - 131 Concession St W A-07/17 Report Report Attachments Application A-07/17 Proposed Resolution #6 Moved By: Seconded By: THAT the Tillsonburg Committee of Adjustment approves Application File A-07/17, submitted by Jason and Deb Herman, for lands described as Lot 16, Plan 714, Town of Tillsonburg, as it relates to: 4 Council Meeting – Agenda - 3 - 1.Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 89.2 m2 (960 ft2) to permit an enlarged accessory structure; and 2.Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted structure height from 3.7 m (12.1 ft) to 4.5 m (14.8 ft)., subject to the following conditions: i.A building permit for the proposed accessory building shall be issued within one year of the date of the Committee's decision; and ii.The proposed accessory building shall only be used for non-commercial repairs and maintenance of vehicles for personal purposes. 9.2. Application for Minor Variance - A-08/17- Gary Eymann - 175 Weston Drive A-08/17 Report Report Attachments Application A08/17 Proposed Resolution #7 Moved By: Seconded By: THAT the Tillsonburg Committee of Adjustment approves Application File A-08/17, submitted by Gary Eymann, for lands described as Lot 74, Plan 41M-182, and Parts 14 and 15 of 41R-8228, Town of Tillsonburg, as it relates to Section 7.5.5.2.12.1 – Rear Yard – Zone Provisions (R2-5), to increase the maximum permitted projection into the required rear yard from 2.5 m (8.2 ft) to 3.5 m (11.5 ft), subject to the condition that a building permit for the proposed uncovered deck shall be issued within one year of the date of the Committee's decision. Proposed Resolution #8 Moved By: Seconded By: THAT Council move out of the Committee of Adjustment and move back into regular Council session. 5 Council Meeting – Agenda - 4 - 10.Planning Applications 10.1. Application for Zone Change - ZN 7-17-11- Performance Communities Realty Inc. - Removal of Holding Provision for Andrews Crossing ZN 7-17-11 Report Report Attachments Proposed Resolution #9 Moved By: Seconded By: THAT Council approves Zone Change Application, File ZN 7-17-11, as submitted by Performance Communities Realty Inc., for lands described as Part of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, in the Town of Tillsonburg, to rezone the subject lands to remove the Holding Provision from properties within Phase 1 of Andrews Crossing. 11.Information Items 11.1. Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area - 2017 Municipal Grant Big Brothers Big Sisters - 2017 Municipal Grant Proposed Resolution #10 Moved By: Seconded By: THAT Council receives the correspondence from Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area, dated July 29, 2017, expressing appreciation for the 2017 Municipal Grant, as information. 12. Mayor 13.Quarterly Reports 13.1. RCP 17-40 - 2017 Second Quarter Financial Results (Deferred from August 21, 2017 meeting) RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results RCP Q2 2017 Financial Summaries Deferred motion from August 21, 2017 Council Meeting – Proposed Resolution #11 Moved By: Seconded By: 6 Council Meeting – Agenda - 5 - THAT Council receives Report RCP 17-40, 2017 Second Quarter Recreation, Culture & Parks Financial Results, as information. 14.Reports from Departments 14.1. Chief Administrative Officer 14.2. Clerk’s Office 14.3. Development and Communication Services 14.3.1. DCS 17-27 - Appointment of Building Inspector DCS 17-27 - Appointment of Building Inspector Proposed Resolution #12 Moved By: Seconded By: THAT Council receives Report DCS 17-27 – Appointment of Building Inspector as information. AND THAT a By-Law to appoint Jennie Schmitt as a Building Official, Property Standards Officer and Provincial Offences Officer for the Town of Tillsonburg be brought forward for Council consideration. 14.3.2. DCS 17-28 - Request for Funding Support – Tillsonburg Hub Consortium Report DCS 17-28 Proposed Resolution #13 Moved By: Seconded By: THAT Council receives Report DCS 17-28 Request for Funding Support – Tillsonburg Hub Consortium; AND THAT $4,000 in funding from the Economic Development Reserve be granted to the Tillsonburg Hub Consortium conditional on the Tillsonburg Hub Consortium being approved for funding for the remaining amount. 14.4. Finance 14.4.1. FIN 17-28 Debt Management Policy FIN 17- 28 Debt Management Policy 5-007 Debt Management Policy 7 Council Meeting – Agenda - 6 - Proposed Resolution #14 Moved By: Seconded By: THAT Council receives report FIN 17- 28 Debt Management Policy; AND THAT By-Law 4135, 5 – 007 Debt Management Policy, be brought forward for Council consideration. 14.5. Fire and Emergency Services 14.6. Operations 14.6.1. OPS 17-22 - Results for RFP 2017-006 Sidewalk Machine OPS 17-22 Results for RFP 2017-006 Sidewalk Machine Proposed Resolution #15 Moved By: Seconded By: THAT Council receives Report OPS 17-22 Results for RFP 2017-006 Sidewalk Machine; AND THAT Council awards RFP 2017-006 to Work Equipment Ltd. of Courtland, Ontario at a cost of $158,440.32 (net HST included), the highest scoring proposal received; AND FURTHER THAT Council authorizes the reallocation of $8,440.32 in tax supported debt proceeds to fund the remaining project cost. 14.6.2. OPS 17-23 - Transfer Station Update OPS 17-23 Transfer Station Update OPS 17-23 Attachment 1 - Site Signage Renderings Proposed Resolution #16 Moved By: Seconded By: THAT Council receives Report OPS 17-23 Transfer Station Update; AND THAT Council authorizes a $25.00 per load cost recovery fee solely for the disposal of Construction and Demolition material collected at the Transfer Station facility. 14.7. Recreation, Culture & Park Services 14.7.1. RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration 8 Council Meeting – Agenda - 7 - RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration Proposed Resolution #17 Moved By: Seconded By: THAT Report RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration be received for information; AND THAT the budget surplus in the Joy Mausoleum restoration capital project be utilized for façade restorations of the Tribe and Teall Mausoleums. 14.7.2. RCP 17-42 - Wheeled Footwear Update RCP 17-42 Wheeled Footwear RCP 17-42 - ATT 02 - ORFA Alert Heelies November 2005 RCP 17-42 - ATT 01 - ORFA Alert Heelies January 2016 Proposed Resolution #18 Moved By: Seconded By: THAT Council receives Report RCP 17-42 – Wheeled Footwear Update for information. 15.Unfinished Business 16.Staff Information Reports 17.Committee Minutes & Reports 17.1. Committee Minutes 170406 HBC MIN Proposed Resolution #19 Moved By: Seconded By: THAT Council receives the Minutes of the June 1, 2017 meeting of the Heritage, Beautification & Cemetery Advisory Committee, as information. 18.Notice of Motions 19. Resolutions 20.Resolutions Resulting from Closed Session 9 Council Meeting – Agenda - 8 - 20.1. MYR 17-05 - CAO Performance Appraisal MAYOR17-05CAOopen2017 Proposed Resolution #20 Moved By: Seconded By: THAT Council receives Report MYR 17-05; AND THAT Council endorses the recommendations for the 2017 Goals and Objectives and Remuneration; AND THAT the work of the Review Committee be considered complete and that the Committee be disbanded. 21. By-Laws By-Laws from the Meeting of Monday, September 11, 2017 Proposed Resolution #21 Moved By: Seconded By: 21.1. THAT By-Law By-Law 4133, To Amend Zoning By-Law 3295 (ZN 7-17-11); By-Law By-Law 4134, To Appoint Jennie Schmitt as a Deputy Chief Building Official; and By-Law By-Law 4135, To Adopt a Debt Management Policy Debt Management Policy be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Proposed Resolution #22 Moved By: Seconded By: 21.2. THAT By-Law 4080, To Establish the Composition of the Municipal Council be read for a third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Proposed Resolution #23 Moved By: Seconded By: 21.3 THAT By-Law 4136, To Confirm the Proceedings of Council 10 Council Meeting – Agenda - 9 - at its meeting held on August11, 2017, be read for a first, second and third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. 22. Items of Public Interest 23. Adjournment Proposed Resolution #24 Moved By: Seconded By: THAT the Council Meeting of Monday, September 11, 2017 be adjourned at _____ p.m. 11 = ATTENDANCE Mayor Stephen Molnar Deputy Mayor Dave Beres Councillor Maxwell Adam Councillor Penny Esseltine Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Corey Hill, Manager of Parks & Facilities Tricia Smith, Deputy Clerk Regrets: Councillor Jim Hayes Rick Cox, Director of Recreation, Culture & Parks Jeff Smith, Fire Chief 1. Call to Order The meeting was called to order at 6:00 p.m. 2. Closed Session Resolution #1 Moved By: Councillor Rosehart Seconded By: Deputy Mayor Beres THAT Council move into Closed Session to consider: 1. a proposed or pending acquisition or disposition of land by the municipality or local board (Training Centre); and The Corporation of the Town of Tillsonburg COUNCIL MEETING Monday, August 21, 2017 6:00 PM Council Chambers 200 Broadway, 2nd Floor MINUTES 12 Council Meeting Minutes, August 21, 2017 - 2 - 2. labour relations or employee negotiations (labour relations). Carried 3. Adoption of Agenda Resolution #2 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Agenda as prepared for the Council meeting of Monday, August 21, 2017, be adopted. Carried 4. Moment of Silence 5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. Adoption of Council Minutes of Previous Meetings 6.1. Minutes of the Meetings of July 10, 2017 and August 9, 2017 170710 Council MIN 170809 Council MIN Resolution #3 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT the Minutes of the Council Meetings of July 10, 2017 and August 9, 2017, be approved. Carried 7. Delegations and Presentations 7.1. Volunteer Achievement Award Presentation to Ken and Wendy Price Presented by: Mayor Molnar & Councillor Stephenson 13 Council Meeting Minutes, August 21, 2017 - 3 - 7.2. County Bursaries for International Exchanges Presentation By: Bryan Smith Presentation - ISE Oxford Exchange Resolution #4 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the presentation regarding County Bursaries for International Exchanges, as information. Carried 7.3. Take Back the Night Event Delegation By: Giselle Lutfallah, Program Manager at Family Violence Counselling Program Delegation Request - Giselle Lutfallah Take Back the Night takes place in Tillsonburg on September 21, 2017 at 7:00 p.m. at the Rotary Clock Tower. Resolution #5 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives the presentation regarding the Take Back the Night event, as information. Carried 7.4. Tillsonburg Hub Consortium Funding and Grant Application Request Presented by: Suzanne Fleet, Chair, Tillsonburg Hub Consortium Till Hub Del Request A funding request of $3500 was made to council. The deadline for grant application submissions to the Rural Economic Development Fund is September 29, 2017. 14 Council Meeting Minutes, August 21, 2017 - 4 - Resolution #6 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives the funding and grant application request from the Tillsonburg Hub Consortium, as information; AND THAT the Development Commissioner, be directed to prepare a follow-up report with potential options of support. Carried 8. Committee Reports & Presentations 9. Public Meetings 9.1. Application for Zone Change - ZN 7-17-09 - Performance Communities Realty Inc. ZN 7-17-09 Report Report Attachments Application ZN 7-17-09 Gordon Hough, Director, Community Planning, County of Oxford, appeared before Council and presented Report ZN 7-17-09. Opportunity was given for comments and questions. The applicant William Hayhoe was in attendance and indicated his support of the Planner’s Report. No member of the public appeared in support of or in opposition to the application. Council passed the following resolution. Resolution #7 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council approves the zone change application, File No. ZN 7-17-09, as submitted by Performance Communities Realty Inc., for lands described as Part of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, in the Town of 15 Council Meeting Minutes, August 21, 2017 - 5 - Tillsonburg, to rezone the subject lands from ‘Special Low Density Type 3 Holding Zone (R3-13H)’ to ‘Amended Special Low Density Residential Type 3 Holding Zone (R3-13H)’ to facilitate the development of street fronting townhouse dwellings within the draft plan of subdivision. Carried 10. Planning Applications 10.1. TSPC 7-168 - Site Plan Amendment - 253 Broadway Elevation Changes TSPC 7-168 Amendment Report Report Attachments Gordon Hough, Director, Community Planning, County of Oxford appeared before Council and presented Report TSPC 7-168. The Site Plan Amendment relates to proposed changes to the exterior façade of the building. Opportunity was given for comments and questions. Glen Reinders, Architect from Reinders and Rieder Limited responded to questions of council. The proposed changes will maintain the appearance of the building as approved by council. The applicant was not in attendance. Resolution #8 Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT Council directs staff to approve revised building elevations for Site Plan Application TSPC 7-168, to facilitate a 3 storey mixed use development, submitted by JMR Properties Inc., on lands legally described as Part Lot 945 & Lot 944, Plan 500, Tillsonburg, known municipally as 253 Broadway Street. Carried 16 Council Meeting Minutes, August 21, 2017 - 6 - 11. Information Items 11.1. Railway Association of Canada - Vacant Unit Rebate Railway Association of Canada - Vacant Unit Rebate 11.2. CP 2017-225 Planning & Ontario Municipal Board Reform (Bill 139) CP2017-225_Planning OMB Reform Resolution Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT Council receive Agenda items 11.1 and 11.2, as information. Carried Council moved to Agenda Item 14.1.1, Local Court Security Advisory Committee – Town of Tillsonburg Representative. 14. Reports from Departments 14.1Chief Administrative Officer 14.1.1 Local Court Security Advisory Committee – Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative Local Court Security Advisory Committee - Town of Tillsonburg Representative 17 Council Meeting Minutes, August 21, 2017 - 7 - Resolution #16 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives report CAO 17-04 Local Court Security Advisory Committee – Town of Tillsonburg Representative; AND THAT the Town of Tillsonburg recommends the appointment of Mr. Larry Scanlan, Chair of the Tillsonburg Police Services Board to the Local Court Security Advisory Committee. Carried Council resumed the regular order of business. 12. Mayor 13. Quarterly Reports 13.1. FIN17-26 - 2017 Second Quarter Financial Results FIN17-26 2017 Second Quarter Financial Results 2017 Q2 Consolidated Results Resolution #9 Moved By: Deputy Mayor Beres Seconded By: Councillor Rosehart THAT Council receives Report FIN 17-26, 2017 Second Quarter Financial Results, as information. Carried 13.2. FIN17-27 - 2017 Second Quarter Financial Results, Finance Department FIN17-27 2017 Second Quarter Finance Department Results 2017 Q2 Results - Finance Staff to provide the Customer Service Delivery Model to Council for the September 25, 2017 meeting. 18 Council Meeting Minutes, August 21, 2017 - 8 - Resolution #10 Moved By: Councillor Adam Seconded By: Councillor Rosehart THAT Council receives Report FIN 17-27, 2017 Second Quarter Finance Department results, as information. Carried 13.3. DCS 17-23 - 2017 Second Quarter Financial Results, Building, Planning & By-Law Services DCS 17-23 - Building, Planning & By-Law Services 2017 Q2 Results Q2 Financial Summary Resolution #11 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report DCS 17-23, 2017 Second Quarter Building, Planning & By-Law Services Financial Results, as information. Carried 13.4. Report DCS 17-24 - 2017 Second Quarter Financial Results, Economic Development and Marketing Report DCS 17-24 Financial Summary Resolution #12 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report DCS 17-24, 2017 Second Quarter Economic Development and Marketing Financial Results, as information. Carried 13.5. OPS 17-18 - 2017 Second Quarter Financial Results, Operations Services OPS 17-18 2017 Second Quarter Operations Services 19 Council Meeting Minutes, August 21, 2017 - 9 - OPS 17-18 Attachment 1 - Operating Summaries Resolution #13 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report OPS 17-18, 2017 Second Quarter Operations Services Financial Results, as information. Carried 13.6. RCP 17-40 – 2017 Second Quarter Financial Results, Recreation, Culture and Parks RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results RCP Q2 2017 Financial Summaries Additional information is required prior to the report coming back for council consideration. Resolution Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council defer Report RCP 17-40, 2017 Second Quarter Recreation, Culture and Parks Financial Results for further discussion/deliberation until the next meeting of Council. Carried Resolution #14 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report RCP 17-40, 2017 Second Quarter Recreation, Culture & Parks Financial Results, as information. Deferred 20 Council Meeting Minutes, August 21, 2017 - 10 - 13.7. FRS 17-04 – 2017 Second Quarter Financial Results, Fire Department FRS 17-04 Q2 Fire Department Results 2017 Q2 Results - Fire Resolution #15 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report FRS 17-04, 2017 Second Quarter Fire Department Financial Results, as information. Carried 14. Reports from Departments 14.2 Clerk’s Office 14.2.1 CL 17-18, Committee Appointment CL 17-18, Committee Appointment Resolution #17 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report CL 17-18, Committee Appointment; AND THAT Councillor Stephenson, willingly steps away from the Cultural Advisory Committee so that Councillor Adam can be appointed as Council representative to the Cultural Advisory Committee. Carried 14.3 Development and Communication Services 14.4 Finance 14.4.1 FIN 17 - 24 2018 Budget Survey – Tillsonburg Results 2018 BUDGET SURVEY - TILLSONBURG RESULTS Tillsonburg Full Results 21 Council Meeting Minutes, August 21, 2017 - 11 - The Tillsonburg Results have been provided by Finance to each department for review. Resolution #18 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives report FIN 17- 24 2018 Budget Survey - Tillsonburg Results for information. Carried 14.4.2 FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust; J.L. Scott McLean Legacy Outdoor Rink Trust Policy By-Law 4126 Schedule A - By-Law 4126 The official name of the Trust is the ‘J.L. Scott McLean Legacy Trust’. Resolution #19 Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT Council receives Report FIN 17- 25 J.L. Scott McLean Legacy Outdoor Rink Trust; AND THAT the Reserve Policy, be amended to include this Trust; AND FURTHER THAT By-Law 4126, Trusts and Appointments, be brought forward for Council consideration. Carried 14.5 Fire and Emergency Services 22 Council Meeting Minutes, August 21, 2017 - 12 - 14.6 Operations 14.6.1 OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation OPS 17-21 Attachment 1 - Paget and Rolling Meadows Drain Abandonment Letters OPS 17-21 Attachment 2 - Storm Drainage Channel Outlet Agreement OPS 17-21 Attachment 3 - Transfer Payment Agreement Resolution #20 Moved By: Councillor Esseltine Seconded By: Councillor Rosehart THAT Council receives Report OPS 17-21 Paget and Rolling Meadows Drain Rehabilitation; AND THAT a By-Law to abandon a portion of the Paget Municipal Drain and Rolling Meadows Municipal Drain in its entirety be brought forward for Council consideration; AND FURTHER THAT a By-Law authorizing the Mayor and Clerk to execute the Storm Drainage Channel Outlet Agreement with the County of Oxford be brought forward for Council consideration; AND FURTHER THAT a By-Law authorizing the Mayor and Clerk to execute the Transfer Payment Agreement CWWF Till-001 with the Province of Ontario be brought forward for Council consideration; AND FURTHER THAT the annual repayment of the Town’s share of project costs to the County of Oxford be referred to the 2018 budget deliberations. Carried 14.6.2 OPS 17-19 LED Streetlight Conversion OPS 17-19 LED Streetlight Conversion The Director of Operations noted that the Hydro Pole spacing and height criteria is legislated. 23 Council Meeting Minutes, August 21, 2017 - 13 - Council requested a decorative lighting option for the downtown core be a requirement of the RFP to align with the Central Area Design Study. Resolution #21 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT Council receives Report OPS 17-19 LED Streetlight Conversion; AND THAT Council directs staff to implement streetlight design standards in the Town’s Engineering Design Criteria; AND THAT Council directs staff to prepare and issue a full turn-key LED Streetlight Conversion Request for Proposal; AND THAT Council approves this energy savings project to be funded from a debenture through a revised 2017 Budget. Carried 14.6.3 OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck OPS 17-20 Results for Tender RFT 2017-005 Water Service Truck Resolution #22 Moved By: Councillor Adam Seconded By: Deputy Mayor Beres THAT Council receives Report OPS 17-20 Results for Tender RFT 2017- 005 Water Service Truck; AND THAT Council awards Tender RFT 2017-005 to Oxford Dodge Chrysler Ltd. of London, Ontario at a cost of $172,142.30 (net HST included), the lowest bid received satisfying all Tender requirements; AND FURTHER THAT Council authorizes a $12,142.30 increase in utility funded debt proceeds to fund the remaining project cost. Carried 14.7 Recreation, Culture & Park Services 14.7.1 RCP 17-38 – Carroll Trail Repair Procurement RCP 17-38 - Carroll Trail Repair Procurement 24 Council Meeting Minutes, August 21, 2017 - 14 - RFP2017-005 CARROLL TRAIL SPECIFICATIONS Town Staff to assist in the review of the stamped engineered drawings. Staff to provide council with the total costs spent to date on repairs to the Carroll Trail. Resolution #23 Moved By: Councillor Esseltine Seconded By: Councillor Stephenson THAT Council receives Report RCP 17-38 – Carroll Trail Repair Procurement for information; AND THAT Council awards RFP 2017-005 to 1601901 Ontario Inc. o/a Courtland Professional Property Management (Tillsonburg) for their bid price of $267,298.69 net of applicable taxes; AND THAT the net additional $67,298.69 required to fund the project be taken from the Parks Reserve. Carried 15. Unfinished Business 16. Staff Information Reports 16.1 RCP 17-39 – April-June 2017 RCP Departmental Activity Reports RCP 17-39 - April-June 2017 RCP Departmental Activity Reports Apr-Jun 2017 Activity - Rec Programs and Services Apr-Jun 2017 Activity - Culture and Heritage Apr-Jun 2017 Activity - Parks and Facilities Resolution #24 Moved By: Councillor Stephenson Seconded By: Councillor Esseltine THAT Council receives Report RCP 17-39 – April-June 2017 RCP Departmental Activity Reports for information. Carried 25 Council Meeting Minutes, August 21, 2017 - 15 - 17. Committee Minutes & Reports 17.1 Long Point Region Conservation Authority Minutes of July 5, 2017. LPRCA MIN July 5, 2017 Resolution #25 Moved By: Councillor Rosehart Seconded By: Councillor Adam THAT Council receives the Long Point Region Conservation Authority Minutes dated July 5, 2017, as information. Carried 17.2 Committee Minutes 170619 Canada 150 MIN 170717 Canada 150 MIN 170705 Cultural Advisory MIN 170802 Cultural Advisory MIN 170613 Fire Strat Plan MIN 170619 Memorial Park MIN 170606 Special Awards MIN 170802 Town Hall MIN complete Funding amounts from the Cultural Advisory Committee should be included in the grant motions. The Cultural Advisory Committee approved a grant of $1000 to the Tillsonburg Canada 150 Committee Harvest Fest and $3500 to the Tillsonburg & Area Optimist Club for the Santa Claus Parade at their August 2, 2017 meeting. Resolution #26 Moved By: Councillor Rosehart Seconded By: Councillor Esseltine THAT Council receives the Minutes of the Canada 150 Committee dated June 19, 2017 and July 17, 2017, the Cultural Advisory Committee dated July 5, 2017 and August 2, 2017, the Fire Strategic Planning Committee 26 Council Meeting Minutes, August 21, 2017 - 16 - dated June 13, 2017, the Memorial Park Revitalization Committee dated June 19, 2017, the Special Awards Committee dated June 6, 2017, the Town Hall Project Committee dated August 2, 2017, as information. Carried 18. Notice of Motions 19. Resolutions 20. Resolutions Resulting from Closed Session 21. By-Laws By-Laws from the Meeting of Monday, August 21, 2017 Resolution #27 Moved By: Councillor Esseltine Seconded By: Councillor Rosehart 21.1. THAT By-Law 4123, To Amend Zoning By-Law 3295 (ZN 7-17-09); By-Law 4124, To Amend Zoning By-Law 3295 (ZN 7-17-04- Andy Jacko Farms); By-Law 4126, To amend By-Law 3896, being a By-Law to define Municipal Trust Funds and to appoint Trustees to those Trusts established by The Corporation of the Town of Tillsonburg; By-Law 4128, To abandon a portion of the Paget Municipal Drain; By-Law 4129, To abandon the Rolling Meadows Municipal Drain in its entirety; By-Law 4130, To enter into a Storm Drainage Channel Outlet Agreement with The Corporation of the County of Oxford; By-Law 4131, To enter into a Transfer Payment Agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure, be read for a first, second, third and final reading and that 27 Council Meeting Minutes, August 21, 2017 - 17 - the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto. Carried Resolution #28 Moved By: Councillor Stephenson Seconded By: Councillor Rosehart 21.2. THAT By-Law 4132, To confirm the proceedings of Council at its meeting held on August 21, 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 22. Items of Public Interest The Harvest Fest event will be held on Friday, August 25, 2017 from 5:00 p.m. to 11:00 p.m. in the Metro parking lot. A celebration to mark the connection of the Great Trail across Canada will be held on Saturday, August 26, 2017 from 11:00 a.m. to 2:00 p.m. at the trailhead on Tillson Avenue. 23. Adjournment Resolution #29 Moved By: Deputy Mayor Beres Seconded By: Councillor Adam THAT the Council Meeting of Monday, August 21, 2017 be adjourned at 9:36 p.m. Carried 28 1 Tricia Smith From:noreply@esolutionsgroup.ca Sent:August-02-17 7:25 AM To:Clerks Office Subject:New Submission Completed for Delegation Request Form Follow Up Flag:Follow up Flag Status:Completed Hello, Please note the following response to Delegation Request Form has been submitted at Wednesday August 2nd 2017 7:24 AM with reference number 2017-08-02-001.  First Name Chris  Last Name Parker  Street Address 52 Queen St.  Town/City Tillsonburg  Postal Code N4G 3G9  Phone Number 519-550-1973  E-mail cwgparker@hotmail.com  Do you or any members of your party require accessibility accommodations? No  Council Meeting Date 09/11/17  Subject of Delegation Annandale Ball Diamonds 29 TILLSONBURG MEN’S AND LADIES SLO-PITCH LEAGUES League History -The Men’s League was established in 1977. -The Ladies League was established in 1980 -This year the Men’s League has 23 Teams. -This year the ladies league has 11 teams. -In 2010 the Men’s League took on a massive fencing project. Removing fencing from a ballpark in London and moving it to Tillsonburg with the help of the town. We took down and acquired enough fence to fence Annandale 1,2,4 and 5. -In 2012 the Men’s League purchased Yellow Big ‘O’ for the top of the fencing on All Annandale Diamonds. TILLSONBURG MEN’S AND LADIES SLO-PITCH LEAGUE League Information -Regular Season -May to August – 22 Games -Playoffs -August to October – Guaranteed 3 Games -20 Players per team -Men’s League Teams play 2 Games per week played on Tuesday, Thursday or Fridays -Ladies League Teams play 2 Games per week played on Monday’s and Wednesdays -Many players travel from out of town. League Members are from: -Woodstock -Kitchener -St.Thomas -London -Simcoe TILLSONBURG MEN’S AND LADIES SLO-PITCH LEAGUE 2017 Season -Sunday March 26th Announcement -Annandale 3 Lights Study -Loss of Use of Annandale 5 on Tuesday’s and Thursday’s -Suggestion of Men’s and Ladies Slo-Pitch League to use surrounding towns diamonds. -Black Out Dates -2% Fee Increase -Monday August 1st NHL Centennial Tour Announcement -Diamonds will not be groomed after Wednesday August 10th -Diamond Conditions TILLSONBURG MEN’S AND LADIES SLO-PITCH LEAGUE Diamond Conditions Objectives - Improved communication - Lighting project for Annandale Diamonds. TILLSONBURG MEN’S AND LADIES SLO-PITCH LEAGUE 2  Name(s) of Delegates and Position(s) Chris Parker - President Kyle Hollister - Vice President  Name of Group or Person(s) being represented (if applicable) Tillsonburg Men's Slo-Pitch League  I acknowledge Delegations are limited to fifteen (15) minutes each. I accept  Brief Summary of Issue or Purpose of Delegation On March 26th ( 1 Month before the season was to start). the Tillsonburg Men's Slo-Pitch League along with all other ball users were informed that the lights on Annandale 3 were not going to be usable this season due to a Study that was completed in January. Suggestions were made to send the league outside of town to use diamonds that are inadequate in size. This decision was later reversed the lights were fixed as a result. TMSPL was then given 2 less diamond spaces each week which equals to 48 less games. This was due to Annandale 1 being turned into a much needed parking lot. Tuesday on Annandale 5 was given to TMBI (The diamond has sat empty most nights). Thursday on Annadale 5 was given to Special Oylmpics (They use the diamond each week). The loss of these diamond spaces made us remove 2 games from each teams schedule. causing a loss of 46 games. On August 1st TMSPL was informed that Annandale Ball Diamonds will not be groomed from August 10th-15th, due to the NHL Centennial Tour. This causes a safety risk for players, as it creates uncharacteristic bounces and unsafe running conditions. Our rates were raised 2% this year, we have less diamond time, and now services which are paid for are not being completed. It is very difficult to find positives in the way that TMSPL has been treated this year and we would like to discuss the issues with Council.  Will there be a Power Point presentation? Yes  Have you been in contact with a Staff member regarding the Delegation topic? Yes  If yes, please list the Staff member(s) you have been working with. Chris Rosehart  I acknowledge that all presentation material must be submitted to the Clerk's Office by 4:30 p.m. the Wednesday before the Council meeting date. I accept 30 3 [This is an automated email notification -- please do not respond] 31 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-07/17 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: September 11, 2017 REPORT NUMBER: 2017-240 OWNER: Jason & Deb Herman 131 Concession Street West, Tillsonburg ON, N4G 1R8 VARIANCES REQUESTED: Relief from Section 5.1 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 89.2 m2 (960 ft2) to permit an enlarged accessory structure; Relief from Section 5.1 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted structure height from 3.7 m (12.1 ft) to 4.8 m (15.8 ft). LOCATION: The subject property is described as Lot 16, Plan 714, in the Town of Tillsonburg. The property is located on the south side of Concession Street West, between Quarter Town Line and Reid Street, and is municipally known as 131 Concession Street West. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential Schedule ‘T-2’ Town of Tillsonburg Land Use Plan Low Density Residential TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1) SURROUNDING USES: low density residential uses, institutional uses, and future residential development 32 File Number: A-07/17 Report Number 2017-240 Page 2 COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted provision of the Town Zoning By-law to facilitate the construction of a detached accessory building with a vehicle hoist on the subject property. The subject property comprises approximately 1,400 m2 (0.35 ac) and is currently occupied by an existing single detached dwelling and two sheds. As indicated by the applicant, the existing sheds will be removed. Plate 1, Existing Zoning & Location Map, shows the location of the subject lands and the current zoning in the immediate vicinity. Plate 2, Aerial Map (2015), shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Sketch, shows the location of the existing dwelling on the subject property and the location of the proposed garage. Plate 4, Front Building Elevation, shows the front elevations of the proposed garage. Plate 5, Vehicle Hoist, shows the vehicle hoist in the proposed garage. (b) Agency Comments The application was circulated to a number of public agencies. The Town of Tillsonburg Engineering Department indicated that a minimum 1 m setback from the proposed building and all property lines is required for maintenance and drainage purposes. The Town of Tillsonburg Building Services Department noted the following comments: • A site plan and grading plan will be required in order to obtain a building permit; • It is recommended that the maximum height for the building is designed for 4.5 m (14.8 ft) as per Section 5.1.1.4.1 (v) of the Town of Tillsonburg Zoning By-law; • The owner shall be aware that the use of the proposed structure is subject to Zoning By-law 3295 and does not permit accessory structures in a R1 residential zone to be used to conduct business. Public Notice was mailed to surrounding property owners. As of the writing of this report, no concerns have been received from the public. (c) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses 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 and accessory uses conforms to the ‘Low Density Residential’ policies of the Official Plan. (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Low Density Residential Zone 1 (R1)’, which permits a single detached dwelling. 33 File Number: A-07/17 Report Number 2017-240 Page 3 Provisions regarding accessory buildings and structures are contained in Table 5.1.1.4 – Regulations for Accessory Buildings and Structures. Structures accessory to a residential use are permitted to a maximum of 10% of the lot area, or 50 m2 (538 ft2) of gross floor area, whichever is less. Lot coverage provisions for accessory structures are intended to ensure that accessory uses and structures remain clearly secondary to the main residential use of the property and have minimal impact on neighbouring properties. Provisions regarding accessory buildings and structures are outlined in Table 5.1.1.4 – Regulations for Accessory Buildings and Structures. The maximum permitted building height for a structure accessory to a residential use in a ‘R1’ zone is 3.7 m (12.1 ft). Height provisions are intended to ensure that accessory uses and structures remain clearly secondary to the main residential use of the property and have minimal impact on neighbouring properties. As per Section 5.1.1.4 iv) of the Town Zoning By-Law, residentially zoned properties with a lot area exceeding 1,500 m2 (16,146.4 ft2), are permitted an increased maximum lot coverage of 100 m2 (1,076.4 ft2) and increased height of 4.5 m (14.8 ft). As the subject lands have a lot area of 1,400 m2 (15,070 ft2), the proposed structure must comply with the provisions of Table 5.1.1.4. The applicant originally requested a maximum building height of 4.8 m (15.8 ft), but has since discussed the extent of the required relief for the height of the proposed building with the Town Building Services Department. The applicant has revised the proposal to require a height of 4.5 m (14.8 ft) that is more in-keeping with the existing provisions of the By-Law while still accommodating the proposed vehicle hoist. In this case, the requested relief would facilitate the construction of a detached accessory structure that is 39.2 m2 (421.9 ft2) larger than permitted and 1.1 m (3.6 ft) higher than permitted. The applicant has indicated that the requested height is necessary for the installation of the desired vehicle hoist. (e) Desirable Development/Use: Although the requested lot coverage and height of the proposed accessory structure is larger and higher than what is typically permitted, in this case, Planning staff is satisfied that the proposed accessory structure can be considered minor and desirable development of the subject property. Given the relatively large size of the subject property and presence of existing vegetation in the vicinity. The proposed garage will also be located at the rear of the property, behind the existing dwelling, which will assist to ensure that the structure remains clearly secondary to the principle use. As the structure will be setback adequately from surrounding uses it is not anticipated that the proposed relief will set an undesirable precedent for the neighbourhood. In this regard, the requested relief can be considered minor. In light of the foregoing, it is the opinion of this Office that the requested relief maintains the general intent and purpose of the Official Plan and Zoning By-law and can be given favourable consideration. 34 File Number: A-07/17 Report Number 2017-240 Page 4 RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-07/17, submitted by Jason and Deb Herman, for lands described as Lot 16, Plan 714, Town of Tillsonburg, as it relates to: 1. Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase the maximum permitted lot coverage from 50 m2 (538 ft2) to 89.2 m2 (960 ft2) to permit an enlarged accessory structure; 2. Relief from Section 5 – General Provisions, Table 5.1.1.4 – Regulations for Accessory Buildings and Structures, to increase maximum permitted structure height from 3.7 m (12.1 ft) to 4.5 m (14.8 ft). Subject to the following conditions: i. A building permit for the proposed accessory building shall be issued within one year of the date of the Committee's decision; ii. The proposed accessory building shall only be used for non-commercial repair and maintenance of vehicles for personal purposes. 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: Cole Roddick, Student Planner Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner CR/EG August 28, 2017 35 July 27, 2017 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 920 Notes NAD_1983_UTM_Zone_17N 46 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) 36 July 27, 2017 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 37 Plate 3 - Applicant's Sketch File No.: A-07/17 - Jason and Deb Herman Lot, 16, Plan 714, Town of Tillsonburg - 131 Concession Street W 38 39 Plate 5 - Vehicle Hoist File No.: A-07/17 - Jason and Deb Herman Lot 16, Plan 714, Town of Tillsonburg - 131 Concession Street W 40 A07-17000300104 41 42 43 44 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-08/17 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment MEETING: September 11, 2017 REPORT NUMBER: 2017-241 OWNER: Gary Eymann 175 Weston Drive, Tillsonburg ON, N4G 0C3 VARIANCE REQUESTED: Relief from Section 7.5.5.2.12.1 – Rear Yard – Zone Provisions (R2-5) – To increase the maximum permitted projection into the required rear yard from 2.5 m (8.2 ft) to 3.5 m (11.5 ft), to facilitate the construction of an uncovered deck. LOCATION: The subject property is described as Lot 74, Plan 41M-182, and Parts 14 and 15 of 41R-8228, in the Town of Tillsonburg. The property is located on the southwest corner of Hogarth Drive and Weston Drive, and is municipally known as 175 Weston Drive. 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: Special Low Density Residential Type 2 Zone (R2-5) SURROUNDING USES: Low density residential uses, consisting of single detached dwellings COMMENTS: (a) Purpose of the Application: The applicant is requesting relief from the above noted section of the Town of Tillsonburg Zoning By-law to facilitate the construction of an uncovered deck at the rear of the existing 45 File Number: A-08/17 Report Number 2017-241 Page 2 single detached dwelling on the property. The proposed deck will have an area of 16.4 m2 (176 ft2). The subject property comprises approximately 411.83 m2 (4,432.9 ft2) and is currently occupied by an existing single detached dwelling. Surrounding uses include low density residential uses, consisting of single detached dwellings. Plate 1, Existing Zoning & Location Map, shows the location of the subject lands and the current zoning in the immediate vicinity. Plate 2, Aerial Map (2015), shows the location of the subject lands and surrounding properties. Plate 3, Applicant’s Sketch, illustrates the proposed uncovered deck. (b) Agency Comments The application was circulated to a number of public agencies. The following comments were received: The Town Building Services Department and Town Engineering Services Department indicated that there were no concerns with the proposal. Public Notice was mailed to surrounding property owners. As of the date that this report was written, no comments or concerns had been received from the public. (c) Intent and Purpose of the Official Plan: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses 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. (d) Intent and Purpose of the Zoning By-law: The subject property is zoned ‘Special Low Density Residential Zone 2 (R2-5)’, which permits a single detached dwelling. The ‘R2-5’ zone also includes a number of site specific zone provisions including a minimum rear yard depth of 7 m (23 ft), and a maximum projection of 2.5 m (8.2 ft) for uncovered decks. As previously noted, relief is required to increase the permitted projection of the proposed uncovered deck to 3.5 m (11.5 ft). Certain structures, such as decks are permitted to project into required yards provided that the minimum setback between the projection and lot line is maintained. The purpose of this provision is to recognize that such structures are typically smaller in scale than the main single detached dwelling structure and therefore generally less intrusive. As such, these types of structures are allowed to project into required yards while maintaining a certain minimum setback from the rear lot line to ensure that adequate space is provided for private amenity use and drainage, as well as maintaining separation between common lot lines. (e) Desirable Development/Use: It is the opinion of this Office that the applicant’s request to increase the permitted projection into the required rear yard to facilitate the construction of an uncovered deck can be considered minor and desirable for the development of the subject property. 46 File Number: A-08/17 Report Number 2017-241 Page 3 The request for increasing the projection into the rear yard is considered appropriate in this instance as it is not anticipated that the proposed relief will impact the ability of the property to provide parking or adequate amenity space, nor will it negatively impact lot drainage or grading. As such, staff are satisfied that the requested relief can be considered minor. The applicant’s request can also be considered desirable as it will be in keeping with the existing development in the surrounding area, which generally consists of single detached dwellings with varying rear yard depths and including several with covered decks and sunroom additions. 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 of Tillsonburg Zoning By- law and should be given favourable consideration. RECOMMENDATION: That the Town of Tillsonburg Committee of Adjustment approve Application File A-08/17, submitted by Gary Eymann, for lands described as Lot 74, Plan 41M-182, and Parts 14 and 15 of 41R-8228, Town of Tillsonburg, as it relates to: 1. Section 7.5.5.2.12.1 – Rear Yard – Zone Provisions (R2-5) – To increase the maximum permitted projection into the required rear yard from 2.5 m (8.2 ft) to 3.5 m (11.5 ft) Subject to the following condition: i. A building permit for the proposed uncovered deck 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: Cole Roddick, Student Planner Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner CR/EG September 1, 2017 47 August 29, 2017 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 630 Notes NAD_1983_UTM_Zone_17N 32 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500)Subject Property Hogarth Drive Hogarth Drive Weston Drive Plate 1 - Location Map with Existing Zoning File No.: A-08/17 - Gary Eymann Lot 74, Plan 41M-182, Town of Tillsonburg - 175 Weston Drive 48 August 29, 2017 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 260 Notes NAD_1983_UTM_Zone_17N 13 Meters Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) Subject Property Hogarth Drive Weston Drive Hollier Drive Plate 2 - 2015 Aerial Map with Existing Zoning File No.: A-08/17 - Gary Eymann Lot 74, Plan 41M-182, Town of Tillsonburg - 175 Weston Drive 49 Plate 3 - Applicant's Sketch File No.: A-08/17 - Gary Eymann Lot, 74, Plan 41M-182, Parts 14 & 15 of 41R-8228, Town of Tillsonburg, - 175 Weston Drive50 51 52 53 54 Page 1 of 4 Report No: CP 2017-256 COMMUNITY PLANNING Council Date: September 11, 2017 To: Mayor and Members of Tillsonburg Council From: Eric Gilbert, Senior Planner, Community Planning Application for Zone Change- Removal of Holding Provision ZN 7-17-11 –Performance Communities Realty Inc. REPORT HIGHLIGHTS • The application for zone change proposes to remove the holding provision from Phase 1 of the Andrews Crossing subdivision. The appropriate servicing works have been completed and development agreements have been signed. Removal of the holding provision will allow for the issuance of building permits. • Phase 1 consists of 75 single detached dwelling lots, 5 lots for 20 street fronting townhouse dwellings, and the extension of Dereham Drive, Denrich Avenue, Wilson Avenue, and Arnold Street. • Planning staff are recommending approval of the application, as sufficient water and wastewater capacity is available for the development. DISCUSSION Background OWNER: Performance Communities Realty Inc. 1 Barrie Boulevard, St. Thomas ON N5P 4B9 LOCATION: The subject lands are legally described as Part of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, Town of Tillsonburg. The lands are located east of Quarter Town Line Road, north of Sanders Crescent, west of Lowrie Crescent, and south of Concession St W in the Town of Tillsonburg. 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 55 Report No: CP 2017-256 COMMUNITY PLANNING Council Date: September 11, 2017 Page 2 of 4 TOWN OF TILLSONBURG ZONING BY-LAW NO.3295: Existing Zoning: Special Low Density Residential Type 1A Holding Zone (R1A-18H) Low Density Residential Type 2 Holding Zone (R2-H) Special Low Density Residential Type 2 Holding Zone (R2-13H) Special Low Density Residential Type 2 Holding Zone (R2-14H) Special Low Density Residential Type 2 Holding Zone (R2-15H) Special Low Density Residential Type 3 Holding Zone (R3-13H) Proposed Zoning: Special Low Density Residential Type 1A Zone (R1A-18) Low Density Residential Type 2 Zone (R2) Special Low Density Residential Type 2 Zone (R2-13) Special Low Density Residential Type 2 Zone (R2-14) Special Low Density Residential Type 2 Zone (R2-15) Special Low Density Residential Type 3 Zone (R3-13) PROPOSAL: The purpose of the Application for Zone Change is to remove a holding provision on the subject lands to allow for the development of single detached dwellings and street fronting townhouse dwellings. The subject lands are located east of Quarter Town Line, north of Sanders Crescent and west of Lowrie Crescent and have an area of approximately 12.6 ha (31 ac). Surrounding land uses include primarily low density residential development, consisting of single detached dwellings and street fronting townhouses. The subject lands are currently in agricultural production (cash crops). Appropriate development agreements have been signed by the developer and the Town and County and the owner has now requested that the holding provision on the lands be lifted to allow for the issuance of building permits for the lands within Phase 1 of Andrews Crossing. Plate 1, Existing Zoning and Location Map, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, Proposed Registered Plan, provides the proposed lots to be registered as part of Phase 1 of Andrews Crossing. Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. Section 1.1.3.1 of the PPS states that Settlement Areas will be the focus of growth and their vitality and regeneration shall be promoted. Section 1.1.1 provides that healthy liveable and safe communities are sustained by promoting efficient development and land use patterns which sustain the financial well-being of the Province and municipalities over the long term; 56 Report No: CP 2017-256 COMMUNITY PLANNING Council Date: September 11, 2017 Page 3 of 4 accommodating an appropriate range and mix of residential, employment (including industrial, commercial and institutional uses), recreational and open space uses to meet long-term needs; and avoiding development and land use patterns which may cause environmental or public health and safety concerns. OFFICIAL PLAN: The subject lands are designated ‘Low Density Residential’ according to the Official Plan. Within the ‘Low Density Residential’ designation, permitted land uses are primarily low density housing forms including single detached dwellings, duplexes and street fronting town houses and accessory uses. The use of the lands for single detached dwellings and accessory uses thereto conforms to the ‘Low Density Residential’ policies of the Official Plan. TOWN OF TILLSONBURG ZONING BY-LAW: The subject property is currently zoned ‘R1A-18(H)’, ‘R2(H)’, R2-13(H)’, ‘R2-14(H)’, ‘R2-15(H)’, ‘R3-13(H)’ according to the Town of Tillsonburg Zoning By-law. Section 36 of the Planning Act governs the use of Holding Provisions. Holding provisions are typically used to ensure that technical or administrative matters are addressed prior to the intended use of a property being permitted. Removal of holding provisions does not require public notice or circulation of the application, and the only right to appeal lies with the applicant. In this instance, holding provisions were applied to ensure that appropriate development agreements are in place and adequate water and wastewater capacity is assigned to the development prior to the construction of dwelling units. The applicant proposes to remove the holding provision to allow the lands to be used for residential purposes. The holding provisions for Phase 2 will remain in place until required servicing works and development agreements have been completed for those lands. AGENCY COMMENTS: The application was circulated to various public agencies considered to have an interest in the proposal. The Town Building Services Department and Town Engineering Services Department indicated that they have no concerns with the request to remove the holding provision from the lands. The Oxford County Public Works Department indicated that they have no objection to the request, as there is adequate water and wastewater treatment capacity to service the proposed development. Planning Analysis It is the opinion of this Office that the proposed zoning application is consistent with the policies of the Provincial Policy Statement and is in keeping with the policies of the County Official Plan and can therefore be supported from a planning perspective. 57 Report No: CP 2017-256 COMMUNITY PLANNING Council Date: September 11, 2017 Page 4 of 4 Oxford County Public Works Department have confirmed that there is sufficient water and wastewater capacity available to service the proposed development and the Town Engineering Department has indicated that they have no objection to the removal of the holding provision as the appropriate development agreements are in place. It is Planning staff’s opinion that the request to remove the holding provision within Phase 1 of Andrews Crossing to allow for residential development in the form of single detached dwellings and street fronting townhouses is appropriate from a planning perspective and can be given favourable consideration. A copy of the draft amending by-law is attached for Council’s consideration. RECOMMENDATION That the Council of the Town of Tillsonburg approve the zone change application, File No. ZN 7-17-11, as submitted by Performance Communities Realty Inc., for lands described as Part of Lot 7, Concession 12 (Dereham), Parts 1-4 of 41R-9418, in the Town of Tillsonburg, to rezone the subject lands to remove the Holding Provision from properties within Phase 1 of Andrews Crossing. SIGNATURES Authored by: “original signed by” Eric Gilbert, MCIP RPP, Senior Planner Approved for submission: “original signed by” Gordon K. Hough, RPP Director 58 September 1, 2017 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey Legend 2410 Notes NAD_1983_UTM_Zone_17N 120 Meters Draft Plans Open Space Right of Ways Properties Environmental Protection/Flood Overlay Flood Fringe Floodway Environmental Protection (EP1) Environmental Protection (EP2) Zoning Floodlines/Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to 1:500) 59 60 61 62 Report Title Recreation Culture and Parks 2017 Q2 Results Report No. RCP 17-40 Author Rick Cox Meeting Type Council Meeting Council Date August 21, 2017 Attachments • RCP Q2 2017 Financial Summaries Page 1 / 3 RCP 17-40 - Recreation Culture and Parks RECOMMENDATION THAT Report RCP 17-40 - Recreation Culture and Parks 2017 Q2 Results be received for information. EXECUTIVE SUMMARY This report provides Council with the January 1, 2017 to June 30, 2017 Department year to date operational and financial results for Recreation, Culture & Parks. BACKGROUND 2017 Business Objectives Division Item Target Date Status Programs & Services Host the 3rd Run The Runway event to generate funds in support of the F.A.R.E. subsidy program. Q2 Complete Implementation (training) of new Recreation Management Software to replace current CLASS software in 2018. Q1-Q4 In Progress Grow participation and revenue with an expanded calendar of adult and youth recreation programs. Q1-Q4 In Progress Implement Liquid Gym/Water Bike Program. Q1-Q4 In Progress Implement capital levy surcharge on pool fees to fund pool deck replacement and future improvements. Q2 Complete Implement capital levy surcharge on waterpark admissions to fund capital repairs and improvements. Q2 Complete Implement marketing strategy for facility rentals at the TCC. Q2 On Schedule Apply for grant funding to host 3 Physical Literacy Workshops and Physical Literacy Summit. Q1-Q4 In Progress Open retail storefront for Town merchandise & select sporting goods Q1 Complete Culture & Heritage Canada 150 Events – Dr. Hevenor Art Exhibition, Dominion Days, Confederation Challenge, String Fling, Canada Day. etc. Q1-Q4 In Progress Oxford Remembers – Oxford’s Own. Project to commemorate 100th Anniversary of W.W. I Q2-Q4 On Schedule 63 Page 2 / 3 RCP 17-40 - Recreation Culture and Parks Division Item Target Date Status Wilde Week – to celebrate 135th Anniversary of Oscar Wilde’s visit to Oxford County and his influence on the decoration of Annandale NHS Q2 Complete Additional Exhibits & Events as listed in 2017 Calendar including special Exhibit and programs commemorating the 80th Anniversary of the Great Flood Q1-Q4 On Schedule Parks & Facilities Review of contracted cleaning services model Q3 Deferred to Q4 Complete repairs of Carroll Trail Q1-Q2 Q3-Q4 Continue implementation of Cemetery Master Plan (columbaria area, road network extensions, scattering garden). Q3 On Schedule Annual playground equipment replacement program Q1-Q2 Q3-Q4 Continue implementation of the Memorial Park Revitalization Plan Q1-Q4 On Schedule Roof rehabilitation, repairs and replacements at TCC Q3 On Schedule TCC Fire alarm system panel and exterior door replacements Q2 Deferred to Q4 Continue implementation of the Asset Management Action Plan Q1-Q4 On Schedule LLWP maintenance (slide tower, basin, spray elements) Q1-Q4 On Schedule Indoor pool deck replacement and asbestos removal Q3 Asbestos complete; Deck deferred to 2018 TCC Lions Auditorium kitchen upgrades phase 1 Q2 Q3-Q4 Rink area LED light conversion Q3 On Schedule TCC Energy Retrofit pre-tender technical design (I.B. Storey) Q2-Q3 On Schedule Physical security report on all facilities Q1 Deferred to Q4 Joy Mausoleum Repairs Q2 Deferred to Q3 Cemetery Rear Yard Fencing Q2 Deferred to Q3 Replacement of Museum program room floor tile Q2 Complete Repair of Annandale House eaves & fascia Q2 Deferred to Q3 Customer Service Centre Façade brick repair/restoration Q2 Being re- evaluated Relocation of the water stack in the server room at the Customer Service Centre Q1 Deferred to Q3 Dog Park 2017 Build On Schedule Enhanced Beautification Q2-Q3 On Schedule 64 Page 3 / 3 RCP 17-40 - Recreation Culture and Parks Key Indicators FINANCIAL IMPACT/FUNDING SOURCE The 2017 Q2 RCP Department financial variance summary is as follows: Overall, the Recreation, Culture & Parks Department is in a surplus position at the end of Q2. The surplus is not expected to remain at year end as projected savings in FT labour and utilities will be used to offset lower than budget revenues at the Museum and Waterpark. 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 Key Indicators 2017 2016 % change Comment Museum: attendance - headcount 5,187 4,643 12%Turtlefest, Hevenor exhibit Programs: Advanced/Leadership - headcount 64 76 -16% Programs: Aquatic registrations - headcount 2,784 1,796 55% Programs: Public Swim attendance - headcount 7,892 7,533 5% Programs: Memberships sold 1,070 998 7% Programs: Health Club attendance - headcount 13,850 15,055 -8% Programs: Water Fitness attendance - headcount 6,380 5,560 15% Programs: Land Fitness attendance - headcount 1,084 1,217 -11% Programs: Public Skating attendance - headcount 2,931 2,134 37% Programs: Roller Skating attendance - headcount 306 258 19% Programs: Squash Courts - headcount 787 878 -10% Programs: Waterpark attendance - headcount 650 1,886 -66%one less week, weather closures Programs: Youth registrations - headcount 744 791 -6% Programs: Advertising revenue (guide,boards,fences)18,983$ 21,541 -12%change in fence advertising Programs: Rink bookings (ice) -hours 2,747 1,887 46% Programs: Rink bookings (floor) - hours 46 35 31% Programs: Tournaments (ice/pool/field)10 9 11% Programs: Room rentals (non-admin)446 441 1% Programs: Aquatic user fees collected 2,097.80$ n/a Programs: Rental insurance program 2,740.09$ n/a Cemetery: Niche & Plot sales (count)33 27 22% Cemetery: Interments (count)63 57 11% Data for Q1-Q2 Division YTD Budget YTD Actual Variance (surplus)/deficit Cemetery 65,898.00 52,227.00 (13,671.00) Parks 270,622.00 195,788.00 (74,834.00) Community Programs 10,000.00 86.00 (9,914.00) Recreation Programs 167,567.00 153,589.00 (13,978.00) Facilities 1,098,218.00 955,331.00 (142,887.00) EFC (21,827.00)(30,286.00)(8,459.00) Museum 172,483.00 163,680.00 (8,803.00) Totals 1,762,961.00 1,490,415.00 (272,546.00) 65 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (65,950) (75,203) (9,253)14% 1 Other Revenue (3,250) (3,624) (374)12% Total Revenues (69,200) (78,827) (9,627)14% 0 Expenditures Labour 61,840 66,216 4,376 7% Purchases 21,360 19,240 (2,120)10% Contracted Services 10,250 4,810 (5,440)53% 2 Interfunctional Adjustments 41,648 40,788 (860)2% Total Expenditures 135,098 131,054 (4,044)3% Total Net Levy 65,898 52,227 (13,671)21% 0 Notes 1 Services Revenue over $5,400 2 Subcontractor Exp under $5,900 66 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges - (5,550) (5,550)100% 1 Other Revenue (1,298) (1,210) 88 7% Total Revenues (1,298) (6,760) (5,462)421% 0 Expenditures Labour 72,995 66,290 (6,705)9% 2 Purchases 63,350 21,365 (41,985)66% 3 Contracted Services 53,200 33,806 (19,394)36% 4 Interfunctional Adjustments 44,425 43,141 (1,284)3% Debt Principal & Interest 37,950 37,946 (4)0% Total Expenditures 271,920 202,548 (69,372)26% 0 Total Net Levy 270,622 195,788 (74,834)28% 0 Notes 1 2 3 Supplies Exp under $21,400; Equipment Supplies & Repairs under $7,500; HLW under $5,300 4 Subcontractor Exp under $20,700 - timing FT labour allocation with Cemetery Memorial bench sales 67 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants - (10,250) (10,250)100% 1 User Charges - (375) (375)100% Contribution from Reserves - (10,000) (10,000)100% 2 Total Revenues - (20,625) (20,625) Expenditures Labour - 3,490 3,490 100% Purchases 10,000 17,221 7,221 72% 2 Total Expenditures 10,000 20,711 10,711 107% 0 Total Net Levy 10,000 86 (9,914)99% 0 Notes 1 2017 Council grant - Cultural Advisory Committee 2 $10,000 contribution to NHL Centennial event, funded from Reserves 68 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants (21,352) (20,770) 582 3% User Charges (588,550) (584,404) 4,146 1% Other Revenue (16,002) (15,475) 527 3% Total Revenues (625,904) (620,649) 5,255 1% Expenditures Labour 635,545 624,300 (11,245)2% Purchases 121,914 115,630 (6,284)5% 1 Interfunctional Adjustments 28,702 26,971 (1,731)6% Debt Principal & Interest 7,310 7,337 27 0% Total Expenditures 793,471 774,238 (19,233)2% Total Net Levy 167,567 153,589 (13,978)8% 0 Notes 1 Net Supplies under $10,500 - timing; Advertising under $3,100 - timing 69 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (3,150) (4,150) (1,000)32% Specified Revenue - (24,598) (24,598)100% 1 Total Revenues (3,150) (28,748) (25,598)813% 1 Expenditures Labour 385,791 364,356 (21,435)6% 2 Purchases 399,387 294,437 (104,950)26% 3 Contracted Services 100,608 85,016 (15,592)15% 4 Contribution to Reserves - 24,598 24,598 100% 1 Interfunctional Adjustments 21,000 21,000 -0% Debt Principal & Interest 194,582 194,672 90 0% Total Expenditures 1,101,368 984,079 (117,289)11% 0 Total Net Levy 1,098,218 955,331 (142,887)13% 0 Notes 1 Development charge revenue 2 Net FT labour under $13,400 - vacant facilities operator; PT labour under $8,500 3 HLW under $74,300; Equipment Supplies & Repairs under $14,000 - timing; Buidling Repairs & Maint under $10,200 4 Subcontractor Exp under $7,200 - Elevator Maint, garbage lifts and snow removal; Equipment Maint Contract under $8,400 - KeyTech (aquaplan program) and Cimco (refrigeration) - timing 70 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues User Charges (41,250) (49,988) (8,738)21% 1 Total Revenues (41,250) (49,988) (8,738)21% 0 Expenditures Purchases 1,880 1,789 (91)5% Contracted Services - 369 369 100% Debt Principal & Interest 17,543 17,544 1 0% Total Expenditures 19,423 19,702 279 1% Total Net Levy (21,827) (30,286) (8,459)39% 0 Notes 1 Rent Revenue over $8,700 71 2017 2017 Actual % Note YTD Budget YTD Actuals Variance Variance Reference Revenues Grants - (500) (500)100% User Charges (12,104) (14,425) (2,321)19% Other Revenue (14,200) (3,132) 11,068 78% 1 Total Revenues (26,304) (18,057) 8,247 31% 0 Expenditures Labour 129,861 131,305 1,444 1% Purchases 54,728 39,575 (15,153)28% 2 Contracted Services 5,400 2,919 (2,481)46% Interfunctional Adjustments 8,798 7,938 (860)10% Total Expenditures 198,787 181,737 (17,050)9% 0 Total Net Levy 172,483 163,680 (8,803)5% Notes 1 Special revenue under $11,100 2 Special events Exp under $5,400 72 Report Title Appointment of Building Inspector Report No. DCS 17-27 Author Geno Vanhaelewyn, Chief Building Official Meeting Type Council Meeting Council Date SEPTEMBER 11, 2017 Attachments N/A RECOMMENDATION THAT Council receives Report DCS 17-27 – Appointment of Building Inspector as information. AND THAT a By-Law to appoint Jennie Schmitt as a Building Official, Property Standards Officer and Provincial Offences Officer for the Town of Tillsonburg be brought forward for Council consideration. EXECUTIVE SUMMARY Building/Planning/By-Law Services recently recruited Jennie Schmitt to the Building Inspector I position. This report is to request Council for the official appointment of Jennie Schmitt as a Building Inspector, Property Standards Officer and Provincial Offences Officer. This position requires enforcing and performing duties related to the Ontario Building Code Act and its regulation and enforcing Town of Tillsonburg By-laws and related Provincial Statutes and Regulations within the Town of Tillsonburg. CONSULTATION/COMMUNICATION None required. FINANCIAL IMPACT/FUNDING SOURCE No financial impact of appointment. Position impact was identified in report DCS 17-20 Building Inspector I - Business Case presented and endorsed by Council on June 12, 2017. 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. 73 Report Title Request for Funding Support – Tillsonburg Hub Consortium Report No. Report DCS 17-28 Author Cephas Panschow Meeting Type Council Meeting Council Date September 11, 2017 Attachments Page 1 / 4 RECOMMENDATION THAT Council receive Report DCS 17-28 Request for Funding Support – Tillsonburg Hub Consortium; AND THAT $4,000 in funding from the Economic Development Reserve be granted to the Tillsonburg Hub Consortium conditional on the Tillsonburg Hub Consortium being approved for funding for the remaining amount. EXECUTIVE SUMMARY The purpose of this report is to provide Council with a recommendation in response to the funding support requested from the Tillsonburg Hub Consortium. BACKGROUND On August 21, 2017, the Tillsonburg Hub Consortium (THC) updated Council on the status of their project and requested that the Town of Tillsonburg provide $4,000 in funding to support an application to the Ontario Government’s Rural Economic Development program. The purpose of the grant is to enable the THC to retain third party consultants to conduct a study on the feasibility of a new event and sports centre in the Town and a hotel study. In addition to this, the THC asked that the Town submit the application on behalf of the THC. As per the below resolution, Council directed that staff review this request and provide a report back to them. THAT Council receives the funding and grant application request from the Tillsonburg Hub Consortium, as information; AND THAT the Development Commissioner, be directed to prepare a follow-up report with potential options of support. Tillsonburg Hub Consortium The Tillsonburg Hub Consortium (THC) was created for the purpose of re-establishing multi-use flexible space in the Town of Tillsonburg in partnership with user groups and non-profits and with the goal of strengthening Tillsonburg’s tourism and visitor attraction sector. The THC is planned to be a non-profit organization governed by a board of directors. 74 Page 2 / 4 CAO The THC is proposed to be a multi-use flex space that will offer sporting events, trade shows and an array of other events that no other facility in the Town of Tillsonburg or area will be able to host due to the size requirements. It will also be able to host multiple events at the same time with the configuration that is planned to be implemented. These events will be both familiar and new to the residents of Tillsonburg. While indoor sports (including soccer) will play an integral part in their operations, they will also be making a concerted effort to provide other events to the Tri-County area with something for everyone. They are hoping to include an indoor walking/running track which will provide a safe environment for people to use any time of the day during the year. The soccer pitch will be mainly used for soccer but will also be available to teams who wish to use it for rugby, football, flag football, dodgeball, team conditioning and training. Rural Economic Development Program The purpose of the Rural Economic Development program is to help remove barriers to economic development for rural communities, Indigenous communities and organizations, and not-for-profit organizations. The program helps these groups achieve the following outcomes:  increased ability to undertake evidence-based planning to identify priorities and measure economic performance  collaboration for economic growth  increased economic competitiveness and diversity (i.e., attraction, retention and expansion of businesses)  innovative communities  expansion of markets  creation and/or retention of jobs  attraction, development or retention of a highly skilled workforce  support for provincial government priorities Eligible applicants include:  A legal entity that is a Not-for-Profit  A Municipality  A Local Services Board; or  An Ontario Indigenous community or organization The RED program has two streams of funding; namely, Planning and Implementation. Based on a review of the THC’s funding request, it appears that the RED program is indeed a good option with respect to obtaining funding for their Feasibility Study. 75 Page 3 / 4 CAO Alternative Funding Programs Staff, in conjunction with THC representatives, have also considered other government programs that could potentially assist with the Tillsonburg Hub Consortium project and the most pertinent are detailed below. Program Comments Ontario Tourism Development Fund Targeted towards Provincial scale attractions Ontario Trillium Foundation (OTR) Eligibility ● Municipalities ● Charitable organization/non-profit organization Eligible Expenses ● conducting new research or feasibility studies The OTR appears to offer a good funding opportunity and they will fund up to 100% of funds required although they do prefer to have partner contributions as part of a project. The challenge with this application is the deadline as most of the funding deadlines for 2017 have now passed. Hence, the project would be delayed significantly. Southwestern Ontario Development Fund (SWODF) This project does not meet establishment and size requirements at this time, but could potentially be considered in the future. Based on the funding secured to date and the timeliness of the Rural Economic Development program deadline, staff are recommending that the Tillsonburg Hub Consortium secure an alternative partner to make the funding submission on their behalf, but with the Town providing $4,000 in seed funding to support the initiative. This funding would be conditional on the THC securing funding from either this or another program by June 30, 2018. FINANCIAL IMPACT/FUNDING SOURCE In terms of funding, the Rural Economic Development Program may provide up to 50 per cent of the eligible project cost up to $100,000. However, if an applicant clearly demonstrates exceptional circumstances, the province may consider up to 90% of total eligible costs. The total budget for this stage of the THC initiative is $32,000 based on an estimated cost of $20,000 for the Tillsonburg Hub Feasibility Study and an additional $12,000 for the hotel Feasibility Study. These cost estimates are based on multiple quotations received for each study. 76 Page 4 / 4 CAO The proposed project budget is $32,000 with $20,000, or 63%, being requested from the Rural Economic Development program. Although requesting a contribution in excess of 50% of the total project costs will require the applicant to demonstrate exceptional circumstances, staff believe that the creation of the Tillsonburg Hub will have a substantial enough impact on the community that need will be able to be demonstrated. The proposed budget for the project is as follows: Agency Amount Tillsonburg District Craft Guild (Station Arts Centre) - Founding Partner $2,000 Tillsonburg Home & Garden Springfest – Founding Partner $2,000 Town of Tillsonburg $4,000* Community Futures Oxford $4,000* TOTAL LOCAL FUNDING $12,000 Rural Economic Development Program $20,000 *Funding to be confirmed Staff are recommending that the $4,000 in funding coming from the Economic Development Reserve, which has, as one of its objectives, the preparation and implementation of Economic Development strategies and studies that support the growth and development of the Tillsonburg economy. COMMUNITY STRATEGIC PLAN (CSP) IMPACT Supporting this funding request is consistent with Theme 4 of the Community Strategic Plan and Objective 4.2, which states that the Town should Provide a variety of leisure and cultural opportunities to suit all interests. The establishment of an event and sports hub in the Town of Tillsonburg would build on the current amenities offered in the Town and align with the Corporation’s branding in terms of further “enriching” the community. 77 Report Title DEBT MANAGEMENT POLICY Report No. FIN 17- 28 Author Dave Rushton Meeting Type Council Council Date SEPTEMBER 11, 2017 Attachments 5-007 Debt Management Policy Page 1 / 1 Reserve Policy RECOMMENDATION THAT Council receives report FIN 17- 28 Debt Management Policy; AND THAT By-Law 4135, 5 – 007 Debt Management Policy, be brought forward for Council consideration. EXECUTIVE SUMMARY The 2017 Business Plan for the Finance Department included the creation of a Debt Management Policy. The attached policy was designed to capture the desires of Council to see a reduction in the annual debt and the flexibility for operational needs to use debt under the appropriate circumstances. BACKGROUND In the Fall of 2015, it was articulated that Council would like to see the Town borrow less money year over year. During budget preparation it was determined that vehicles for THI and Oxford County’s water system should be funded from debt as well as a user fee system that was incorporated for aquatic users to fund capital work like a deck replacement. Two new energy savings projects will also need debt financing and will be paid from the energy savings the operational budget. The policy has incorporated all of these types of debt and puts an upper limit on repayment funding. FINANCIAL IMPACT/FUNDING SOURCE The policy will provide debt management guidelines but does not expend any financial resources. COMMUNITY STRATEGIC PLAN IMPACT Establishing a Debt Management Policy demonstrates accountability to the taxpayers by creating a clear method for the planning of debt financing for the Town. 78 THE CORPORATION OF THE TOWN OF TILLSONBURG FINANCE & ACCOUNTING POLICY Debt Management APPOVAL DATE: REVISION DATE: 11/09/2017 Page 1 of 2 SCHEDULES POLICY NUMBER: 5 - 007 A. PURPOSE The purpose of this policy is to provide guidelines for dealing with the management of debt to ensure that any new borrowings meet the principles established by Council. B. SCOPE The Town has three funding sources that comprise the overall debt total; • Tax supported –Funded through raising taxes; • User fee supported - Funded through user fees or external sources - i.e. funding for the pool deck or a vehicle for utility use; • Operational savings supported - Funded through savings realized by implementing the project - i.e LED light replacement C. GENERAL Debt levels are to be established for the year during the budget process. These levels may be addressed by Council should the need arise during the course of the year. D. POLICY STATEMENT • The Town’s net debt charges will not exceed 75% of the Town’s Annual Repayment Limit for the year in question • Debt levels for tax-supported projects will reduce year over year • The Town will make every effort to apply for and obtain funds from senior levels of Government for capital projects. E. AUTHORITY 79 THE CORPORATION OF THE TOWN OF TILLSONBURG FINANCE & ACCOUNTING POLICY Debt Management APPOVAL DATE: REVISION DATE: 11/09/2017 Page 2 of 2 SCHEDULES POLICY NUMBER: 5 - 007 The Treasurer is authorized to arrange debt within the parameters described and subject to the approval of Council. The Annual Repayment Limit (UNDER ONTARIO REGULATION 403 / 02) repayment limit has been calculated based on data contained in the Ministry of Municipal Affair’s Financial Information Return. This limit represents the maximum amount which the municipality had available as of December 31 each year to commit to payments relating to debt and financial obligation. Prior to the authorization by Council of a long term debt or financial obligation, this limit must be adjusted by the Treasurer in the prescribed manner. 80 Report Title Results for Tender RFP 2017-006 Sidewalk Machine Report No. OPS 17-22 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date September 11, 2017 Attachments Page 1 / 2 RECOMMENDATION THAT Council receive Report OPS 17-22 Results for RFP 2017-006 Sidewalk Machine; AND THAT Council award RFP 2017-006 to Work Equipment Ltd. of Courtland, Ontario at a cost of $158,440.32 (net HST included), the highest scoring proposal received; AND FURTHER THAT Council authorize the reallocation of $8,440.32 in tax supported debt proceeds to fund the remaining project cost. SUMMARY Utilizing the adopted Fleet Replacement Strategy Roads Unit #83, a 2008 sidewalk machine was identified for replacement in the 2017 Operations Business Plan. In accordance with the Purchasing Policy a Request for Proposal (RFP) that also incorporated performance based specifications was issued for the supply and delivery of the new sidewalk machine complete with enhanced safety features for increased operator protection, an automatic greasing system to protect the investment, and an environmentally compliant (Tier 4 Final emissions standards) off- road engine. The RFP was released on July 19th 2017 and closed on August 15th 2017 with a total of five (5) plan takers and two (2) proposals received. The RFP was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and on Biddingo. Town staff reviewed and scored the two (2) proposals based on the scoring tool that was included in the RFP. The scoring tool is as follows: Compliance with General Specifications 20 pts Compliance with Safety Feature Requirements 15 pts Vehicle Servicing & Replacement Parts 10 pts Warranty & Training 10 pts Compatibility with Existing Implements 15 pts Operational Assessment & References 10 pts Proposed Price 20 pts Total Score 100 pts 81 Page 2 / 2 The proposed fee of all proposals received ranged from $158,440.32 to $169,613.58 (net HST included). The scoring results from the Evaluation Committee are summarized in the table below: Proponent Location Total Score 1. Work Equipment Ltd. Courtland 93 2. Cubex Ltd. Brantford 80 Not only is the unit proposed by Work Equipment Ltd. the lowest price bid, it also fully compatible with all other existing sidewalk machine attachments (i.e. wing mower, boom flail, concrete planner, etc.) and has the shortest delivery time of 2 months which will allow this unit to be ready and placed into service before the 2017/2018 winter season. It is therefore staff’s recommendation to award this RFP to Work Equipment Ltd. CONSULTATION/COMMUNICATION The Evaluation Committee comprised of the Fleet Maintenance Foreperson, Roads Foreperson, Lead Hands, and Director of Operations assembled to evaluate the proposals and to later assess the overall functionality of each of the proposed units during an on-site demonstration at the Public Works Yard by the Proponents. FINANCIAL IMPACT/FUNDING SOURCE The 2017 approved budget to replace Roads Unit #83 is $150,000 from tax supported debt proceeds. For reference the utility tractor award report OPS 17-13 indicated a project under expenditure of approximately $15,000 in tax supported debt proceeds. The combined financial impact of these two fleet projects remains within the 2017 approved tax supported debt for fleet purposes. Therefore staff are requesting that $8,440.32 of tax supported debt proceeds be reallocated to fund the remaining project cost. COMMUNITY STRATEGIC PLAN This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan by providing the necessary equipment to maintain the Towns sidewalk network. 82 Report Title Transfer Station Update Report No. OPS 17-23 Author Kevin De Leebeeck, P.Eng., Director of Operations Meeting Type Council Meeting Council Date September 11, 2017 Attachments • Site Signage Renderings Page 1 / 2 RECOMMENDATION THAT Council receive Report OPS 17-23 Transfer Station Update; AND THAT Council authorize a $25.00 per load cost recovery fee solely for the disposal of Construction and Demolition material collected at the Transfer Station facility. SUMMARY As per the 2017 Operations Business Plan site works at the Transfer Station facility have been underway over the past nine weeks implementing the approved site plan layout identified in Operations Report OPS 16-38. It is anticipated that the majority of rehabilitation work will be completed in late September with only some minor outstanding items (i.e. shed relocation, signage, line painting, etc.) in order to have the facility re-opened to the public in early October. In preparation for the re-opening of the revitalized facility the following summarizes some of the planned and forthcoming operational changes. Large Item Depot Yard Waste Depot Layout • East side of main entrance • Raised unloading platform • Ramp extension available to the east • Future expansion available to the northeast • West side of main entrance • Continuous U-shaped unloading • Future extension and expansion available to west Hours • Supervised • Restricted Public Access • Flexible opening around statutory holidays • All Day Saturday 9am - 5pm • Unsupervised • Unrestricted Public Access • Mon - Sat Material • Increased daily and annual limits • Formal acceptance of C&D material • Potential future expansion ○ Bulk Cardboard ○ Bulk Styrofoam ○ Used Electronics ○ Used Tires • Increased daily and annual limits • Free wood chips (first come first serve) Other • Optimized bin size with hauling rates • Clearly labelled waste types for each bin • Waste Diversion informational signs • Security Camera’s Oct - Mar 9am - 5pm Apr - Sept 9am - 8pm 83 Page 2 / 2 Renderings of the educational and informational site signage, found at the end of the report comply with Town branding guidelines and utilize Quick Response (QR) coding for direct online access from any smart phone. The original intent of the Large Item Depot was to provide residents with year round large item disposal rather than participating in the County’s annual large article curbside collection event. Over the course of time the collection of material at the Large Item Depot grew into accepting Construction and Demolition (C&D) material. The introduction of this material stream into the Transfer Station operations has increased overall operational costs. The table below summarizes the historical financial impact related to disposal costs of C&D material. Year No. of 20cu.yd Bins Avg. Wt. / 20cu.yd Bin Tipping Fee / 1,000 kg Avg. Cost per Bin Total Additional Cost 2012 62 3,327 kg $61.99 $206.24 $12,787 2013 70 2,804 kg $65.00 $182.26 $12,758 2014 68 2,904 kg $65.65 $190.65 $12,964 2015 66 2,734 kg $68.93 $188.45 $12,438 2016 55 2,894 kg $70.30 $203.45 $11,190 5yr Avg. 64 2,933 kg $194.21 $12,427 It is generally accepted that approximately six to ten pickup trucks and/or small trailer loads of C&D material can be placed into a single 20 cu.yd bin. As a result the average disposal cost per facility user load of C&D material is approximately $25. Therefore staff are proposing that a cost recovery fee of $25 be implemented for only user loads primarily composed of C&D material to mitigate this additional cost and to realign the operation of the Large Item Depot with its original intent. It should also be noted that the transportation cost per bin of approximately $12 has not been included in the proposed cost recovery fee in support of reducing our collective carbon footprint and the Oxford County Sustainability Plan. CONSULTATION/COMMUNICATION In accordance with the Towns Public Engagement Policy a Public Information Centre was hosted by the Operations Department on Wednesday April 12th 2017 at the Tillsonburg Community Centre to present the results of the public engagement process and to highlight that many of the comments and suggestions provided from the public engagement process were incorporated into the proposed design and facility operations. FINANCIAL IMPACT/FUNDING SOURCE Should Council support the cost recovery fee of $25 per user load of C&D material and to mitigate any cash management concerns staff would implement a low cost (i.e. $850/year) mobile point of sale system in order to facilitate payment by debit or credit card only. COMMUNITY STRATEGIC PLAN The Transfer Station site revitalization and implementation of a user cost recovery fee is supported within the Community Strategic Plan under Objective 1 – Excellence in Local Government and Objective 2 – Economic Sustainability by incorporating many of the public engagement suggestions into the site rehabilitation works and by providing a means to ensure responsible operational costs. 84 85 86 87 Report Title Use of Surplus from Joy Mausoleum Restoration Report No. RCP 17-41 Author Corey Hill, Manager of Parks & Facilities Meeting Type Council Meeting Council Date September 11, 2017 Attachments N/A Page 1 / 2 RCP 17-41 - Use of Surplus from Joy Maus RECOMMENDATION THAT Report RCP 17-41 - Use of Surplus from Joy Mausoleum Restoration be received for information; AND THAT the budget surplus in the Joy Mausoleum restoration capital project be utilized for façade restorations of the Tribe and Teall Mausoleums. EXECUTIVE SUMMARY The Heritage, Beautification & Cemetery Committee recommends that unused portion of the $20,000 budget for the Joy Mausoleum restoration project that was not required for the Joy Mausoleum be used to complete restoration to the façades of the Tribe and Teall Mausoleums. BACKGROUND Within the approved 2017 Capital Budget, there was a project for the restoration of the Joy Mausoleum located in the Tillsonburg Cemetery. The total approved budget for this project was $20,000, based on the cost to repair the façade and the interior. At Council’s direction, the project scope was reduced to restore the exterior façade but to only undertake interior repairs if they were absolutely necessary to support the overall structural stability of the Mausoleum. Restoration work commenced in August of 2017 and has now been completed. The total cost for the reduced scope of work on the Joy Mausoleum was $11,702.40 (net of applicable taxes). This leaves a budget surplus of $8,297.60 that the Heritage, Beautification & Cemetery Committee is recommending be reallocated to similar exterior restoration work of the 2 remaining Mausoleums within the Cemetery (the Tribe and Teall Mausoleums). The additional restoration scope of work would not exceed the budget surplus that is available. The work includes repairing failed mortar joints, exterior cleaning, painting the doors and repainting the Teall Mausoleum white. Once done, repairs to the Tribe Mausoleum and to the doors and walls of the Teall Mausoleum will be complete for the foreseeable future. Repairs to the Teall mausoleum roof will require additional funds, but as it has not been designated as a Historic structure, this is not a priority. CONSULTATION/COMMUNICATION The assessments of the Joy, Tribe & Teall Mausoleums, and restoration work on the Joy Mausoleum, were completed by Memorial Restorations Inc. out of Sarnia, Ontario. Memorial Restorations has over 25 years of experience performing memorial and cemetery restoration and historic preservation and has been designated by Council as the sole-source vendor for this type of work. Memorial Restorations Inc. will complete the additional scope of work if approved to proceed. 91 Page 2 / 2 CAO FINANCIAL IMPACT/FUNDING SOURCE Staff recommends that the $8,297.60 budget surplus from the Joy Mausoleum Restoration Capital Project to be utilized as a maximum expense for exterior façade restorations of the Tribe and Teall Mausoleums. The $20,000 capital allocation for mausoleum repairs is funded from taxation in the 2017 budget. COMMUNITY STRATEGIC PLAN (CSP) IMPACT None at this time. 92 Report Title Wheeled Footwear Update Report No. RCP 17-42 Author Corey Hill – Manager of Parks & Facilities Meeting Type Council Meeting Council Date September 11, 2017 Attachments •Ontario Recreation Facilities Association (ORFA)Alert – “Use of Wheeled Footwear and Other SimilarDevices in Public Setting” •Ontario Recreation Facilities Association (ORFA)Facility Alert – “The Popularity of Heelys Brings a Variety of Roller Shoes Out to Public Places”. Page 1 / 2 RCP 17-42 Wheeled Footwear RECOMMENDATION THAT Council receives Report RCP 17-42 – Wheeled Footwear Update for information. EXECUTIVE SUMMARY The Recreation, Culture & Parks Dept will be updating its policy restricting the use of wheeled footwear within the Tillsonburg Community Centre to specifically include wheeled skate guards and “Heelys”. Attached are 2 Facility Alerts issued by ORFA (Ontario Recreation Facilities Association) outlining the Recreation & Facility Management industry’s concerns specific to wheeled skate guards and Heelys. These attachments are provided for Council’s information. BACKGROUND The Tillsonburg Community Centre currently restricts the use of wheeled footwear such as roller blades and roller skates within the facility. However, over the past few years the use of wheeled skate guards and “Heelys” or “Heelies” have become more and more popular. “Heelys” is a brand name that are also known as “wheelies” or “roller shoes”. These roller shoes allow the rider to automatically transition from walking to running and rolling simply by altering their stance. They are a high quality street shoes that have a single removable wheel in the heel of each shoe. The wheels are considered high performance and not intended for indoor use. There are multiple concerns with the use of wheeled footwear including injury to the wearer of the footwear through falling and/or collisions. Additionally, there are significant safety issues for other users of the facility from the risk of high speed collisions within facility corridors and lobby areas. Although less significant than personal injury, there are also maintenance concerns with the wear and tear that wheeled footwear can have on the surface flooring of the facility. 93 Page 2 / 2 CAO Recreation, Culture and Parks will be updating their policy regarding the prohibited use of wheeled footwear to specifically reference wheeled skate guards and Heelys. RCP will engage the Town’s marketing team for updating facility signage to effectively communicate this policy update. CONSULTATION/COMMUNICATION Information provided by ORFA (Ontario Recreation Facilities Association). ORFA was created in 1947 and incorporated in 1951 as a provincially-recognized, not-for-profit, volunteer-driven recreation organization. Today, the ORFA has over 6,000 card-bearing members who operate and manage recreation facilities in municipalities, educational institutions and government agencies. ORFA is dedicated to providing leadership in training and development, and in products and services for the benefit of the recreation facility profession. FINANCIAL IMPACT/FUNDING SOURCE N/A COMMUNITY STRATEGIC PLAN (CSP) IMPACT N/A 94 November 22, 2005 FACILITY ALERT THE POPULARITY OF "HEELYS" BRINGS A VARIETY OF ROLLER SHOES OUT TO PUBLIC PLACES. What Are Roller Shoes?The latest of fads grabbing the attention of school aged children and young adults are athletic shoes with a wheel insert known as "Heelys" or Roller Shoes. "Heelys" is the brand name but they may also be referred to as "Heelies", "Wheelies" or "Roller Shoes" by some. Roller Shoes allow the rider immediate transition from walking and running to rolling simply by altering their stance. These are high quality street shoes that have a single removable wheel in the heel of each shoe. Roller shoes is the generic term used throughout this alert and suggested for any signage or facility pol- icy. Several school boards prohibit the use of "Roller Shoes" on school property and advise parents that they are a safety concern for students when used in crowded hallways. The wheels are high perform- ance and not intended for indoor use. Some public buildings and shopping malls are also following suit by prohibiting or limiting their use when worn on the premises. Public Safety Concern - In a recent letter to the NHL commissioner Gary Bettman, the Canada Safety Council [http://www.safety-council.org/index.html] requested that "Roller Shoes" be banned from all NHL games and further suggests that all public buildings should consider such a ban. "If they are not used properly, there is absolutely no question "Heelys" can be unsafe. Children using "Heelys" should wear the same protective equipment worn for skateboarding or in-line skating, such as helmets, elbow pads and knee pads. That said, "Heelys" should not be used in public buildings, or malls and should be banned from being used in school hallways and playgrounds." (Emile Therien, President Canada Safety Council) Read full letter to NHL Commissioner on "Roller Shoe" ban. [http://www.safety- council.org/news/media/letters/2005/nov9-heelys.html] Although there have been no reported incidences or injuries there is a potential for risk in areas where the public gathers. Because "Roller Shoes" are not considered sporting equipment, protective equip- ment is often an oversight. With the increasing popularity of "Roller Shoes", Facility managers and operators should consider whether these shoes pose a risk to public safety in their facilities. Noticeable wear and tear on surface flooring and specialty courts may also come into play. The O.R.F.A. supports the restricted use of "Roller Shoes" before any serious injuries occurs or related public concerns. Any policy that can limit exposure to liability should be carefully considered. By treating "Roller Shoes" much like rollerblades or scooters, facility owners can incorporate a similar rule into their facility code of conduct. Remember to inform staff on what "Roller Shoes" are and how to properly handle a situation when it arises. The following examples have been modified from existing recreation facilities that prohibit "Roller Shoes" and show how the message can be communicated to facility patrons. Any town Sports Centres - No in-line skating, skateboarding or roller shoes ("Heelys"") are allowed in the common areas of the facilities. Any town Skating Club - Prohibited Activities: Use of in-line skates (other than on designated playing surfaces), skateboards, scooters, and heelies and other rolling devices, as well as, cleats. Outdoor Court Areas: Tennis and paddle tennis courts are for racquet sports only. No roller skates, heelies, roller blades, scooters, skateboards or bicycles are allowed on court surfaces or the surrounding area at any time. 95 FACILITY ALERT CONTINUED... Quick Tip · Create the Policy · Inform Staff · Put into Practice Did You Know... 1760 - A London instrument maker and inventor, Joseph Merlin, attended a masquerade party wearing one of his new inventions, metal-wheeled boots. Joseph desiring to make a grand entrance added the pizzazz of rolling in while playing the violin. Lining the huge ballroom was a very expensive wall- length mirror. The fiddling skater stood no chance and Merlin crashed solidly into the mirrored wall, as his roller skates crashed into society.(more about Roller Skate History) http://inventors.about.com/library/weekly/aa050997.htm 2000 - Roger Adams, inspired by his childhood love of roller-skating, invents "Heely’s", the athletic shoes with wheels in the heels that allow the wearer to shift from walking to skating, or "heeling," with- out changing footwear (MSNBC more about invention of "Heely" brand) http://www.msnbc.msn.com/id/4354874/print/1/displaymode/1098/ The Ontario Recreation Facilities Association continues to make our members aware of emerging issues that affect Recreation Facilities. This Facility Alert should be treated as information only to assist O.R.F.A. members make informed decisions for their operations. 96 Member Area Store Contact SEARCH ORFA Home »Resource Centre »January 18, 2016 Alert - January 18, 2016 Use of Wheeled Footwear and Other Similar Devices in Public Settings Accessing Information and Resources - Just one of the benefits of Membership with the Ontario Recreation Facilities Association Inc. (ORFA) The ORFA first notified members to consider the risks of allowing the use of roller shoe (Heelys) in recreation facilities through a Facility Alert in 2005. In 2016, the introduction of wheels on skate-guards are challenging today’s recreation facility operations in a similar manner. Over the years, many ORFA members have realized the risks associated with skate boards and made efforts to reduce the potential for liability and personal injury by creating dedicated skate-park facilities. The trend for using such devices on public stairs, railings and other grounds infrastructure was addressed by many municipalities in a new form of recreation infrastructure. In doing so, wear and tear on floor surfaces and other infrastructure assets was reduced. The development of professionally designed skate board parks and programs to assist inexperienced skaters to develop their skills in an appropriate controlled environment helped ensure safety for both users and non-users. Today, the introduction of wheeled skate-guards is just as risky as all other wheeled devices that have come before. Any device that increases the speed of a person in a public space, increases the potential of injury to both the users and the unaware general public. Controlling the use of these device and the use of personal protective equipment for the user will fall to the owner, and will be mandated under the Occupier Liability Act. Any policy that can limit exposure to liability should be carefully considered. The ORFA supports the restricted use of any wheeled footwear, or device indoors unless used as part of a structured program that is supported by trained competent persons. Further, the use of any wheeled footwear, or device on public property outdoors needs further risk evaluation to determine if controls are required in ensuring user and/or public safety. Sample Policy Statement: Any town, Ontario prohibits the use of any wheeled footwear or device in any public facility or property other than designated areas. Unless the area is posted as being acceptable for using such devices or are part of a structured, supervised program the public is advised that the use of such items is considered strictly prohibited. >   MORE ORFA Alerts In this se Page 1 of 2Ontario Recreation Facilities Association Inc. - January 18, 2016 8/31/2017http://www.orfa.com/page-1862223 97 The Recreation Facility Profession The Recreation Facility Profession About ORFA The ORFA Brand Meet Our Members ORFA News Contact Professional Designations Professional Designations ORFA Professional Designations CIT Certifications Electives Course Equivalencies Application Process Current Designation Holders Become a Member Become a Member Benefits of Membership Membership Application Membership Directory Membership Regions Resource Center Guidelines and Best Practices E-News Facility Alerts Facility Forum Magazine Media Centre Classifieds Discussion Board Recreation Facility Asset Management (RFAM) Events Events Upcoming Events Events at a Glance Annual Professiona EXPO (Trade Show Regional Training C In-house Training C Course Description Facilities Operation Careers Careers Current Job Postin Post a Job © Ontario Recreation Facilities Association Inc. Page 2 of 2Ontario Recreation Facilities Association Inc. - January 18, 2016 8/31/2017http://www.orfa.com/page-1862223 98 = ATTENDANCE MEMBERS PRESENT: Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Sue Saelens, Marian Smith, Janet Wilkinson MEMBERS ABSENT/REGRETS: Charles Baldwin, Ken Butcher, Tricia Smith, Maurice Verhoeve, Paul Wareing 1. Call to Order The meeting was called to order at 9:00 a.m. 2. Adoption of Agenda Moved By: C. Nagy Seconded By: J. Wilkinson Proposed Resolution #1_ THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of June 1, 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 May 4, 2017 Moved By: S. Saelens Seconded By: C. Nagy Proposed Resolution #2 THAT the minutes for the May 4, 2017 meeting be approved. Carried 5. Delegations and Presentations - none 6. General Business & Reports 6.1. Report from Tillsonburg Horticultural Society (THS) – C. Nagy reported that delivery of the Canada 150 flower urns will be finished this week with 56 businesses buying 95 urns. Broadway planters will be completed on Monday next week. The annual Garden Auction was a huge success with a net profit of $7,778. Moved By: S. Saelens Seconded by P. DeCloet Proposed Resolution #3 THAT the Heritage, Beautification & Cemetery Advisory Committee accept the report as submitted. Carried The Corporation of the Town of Tillsonburg HERITAGE, BEAUTIFICATION & CEMETERY ADVISORY COMMITTEE June 1, 2017 9:00 a.m. Corporate Annex 200 Broadway MINUTES 99 7. Correspondence – 7.1 M. Smith read an e-mail from T. Smith with a brief update on Heritage Designation. 8. Other Business 8.1. Heritage Designations – there was a discussion of the difficulty of finding agreeable owners to accept heritage designation because of the limitation. 8.2. Tree Protection – will be discussed next meeting in September 8.3. Significant Tree program – same issues as heritage designation and problem of enforcement of any by-laws for removal permits 8.4. Keep Tillsonburg Beautiful – all the trees were planted that were purchased for that day. 9. Next Meeting The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on September 7, 2017 at 9:00 a.m. in the Annex Meeting Room unless the Chairperson has the need to call a meeting in the interim. 10. Adjournment Moved By: C. Nagy Seconded By: P. Esseltine Proposed Resolution #4 THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on June 1, 2017 be adjourned at 9:35 a.m. Carried. 100 COUNCIL REPORT MAYOR’S OFFICE Report Title: UPDATE –CAO Performance Appraisal Report No.: MYR 17-05 Author: Mayor Molnar (Review Committee) Type: COUNCIL MEETING Date: SEPTEMBER 11, 2017 RECOMMENDATION: THAT Council receives Report MYR 17-05; AND THAT Council endorses the recommendations for the 2017 Goals and Objectives and Remuneration; AND THAT the work of the Review Committee be considered complete and that the Committee be disbanded. EXECUTIVE SUMMARY The purpose of this report is to provide updated information regarding the CAO Performance Evaluation Process as approved by Council. As directed by Council Resolution (Report MYR 17-01) of March 13, 2017, a CAO Performance Review Committee was established. Composition of this Committee included Mayor Molnar, Deputy Mayor Beres and Councillor Hayes. The Committee has met on numerous occasions and in consultation with all members of Council have collectively prepared this report and its’ accompanying recommendation for review and consideration. INFORMATION The recommended process, as agreed to by the Committee, is as follows; • Review the Objectives (and themes) as communicated by the CAO in 2016. 101 Page 2 / 2 • Review the performance of the CAO in 2016 in relation to Council direction and CAO initiatives. • In conjunction with the CAO and with input from Council members, the Committee will develop Goals and Objectives for 2017. • Establish the measurement criteria for the defined Goals and Objectives for 2017. • The Committee has tabulated the results of the responses from individual Council members and prepared a supplemental report highlighting the following; o Summary sheet illustrating a tabulated summary of Council input. o Identification of Committee consensus on Council directed 2017 Goals and Objectives for the CAO. • In consideration of all the information collected and reviewed, the Committee is pleased to recommend to Council the following; o Recommendation to Council regarding the 2017 Goals and Objectives; o Recommendation(s) for CAO compensation on a yearly basis. COUNCIL DIRECTION Supplemental to the earlier input from individual Council members, the Committee has met to review and tabulate the information. The material in this report, and the subsequent recommendations, is an attempt for the Committee to present a substantive report representative of the consensus of individual Council input. Subsequent to any adoption by Council, the entire report will be introduced to the CAO’s employee file and all recommendations adopted shall be implemented. 102 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4080 BEING A BY-LAW to establish the Composition of the Municipal Council for the Town of Tillsonburg. WHEREAS Section 217(1) of the Municipal Act authorizes a local municipality to change the composition of its council; AND WHEREAS Section 220 of the Municipal Act authorizes a municipality to change the titles for its head of council and other members of its council; AND WHEREAS The Council of the Corporation of the Town of Tillsonburg deems it is necessary and expedient to change the title of Deputy Mayor to Councillor. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Municipal Council for the Town of Tillsonburg shall consist of a Mayor and six (6) Councillors for a total of seven (7) Council members who shall all be elected at large. 2. THAT By-Law 3036, passed on the 12th day of November, 2002, which established the composition of Council to include the Deputy Mayor position is hereby repealed. 3. THAT This By-Law shall come into full force and effect for the 2018 Municipal Election. READ A FIRST AND SECOND TIME THIS 2nd DAY OF March, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 13th DAY OF March, 2017. ______________________ MAYOR Stephen Molnar ________________________ TOWN CLERK Donna Wilson 103 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4133 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to ‘R1A-18’, ‘R2’, ‘R2-13’, ‘R2-14’, ‘R2-15’, and ‘R3-13’ the zone symbols of the lands so designated ‘R1A-18’, ‘R2’, ‘R2-13’, ‘R2-14’, ‘R2-15’, and ‘R3-13’ on Schedule “A” attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 11th day of September, 2017. READ a third time and finally passed this 11th day of September, 2017. Mayor – Stephen Molnar Town Clerk – Donna Wilson 104 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4134 A BY-LAW, TO APPOINT A DEPUTY CHIEF BUILDING OFFICIAL, MUNICIPAL LAW ENFORCEMENT OFFICER AND PROPERTY STANDARDS OFFICER FOR THE TOWN OF TILLSONBURG. WHEREAS pursuant to The Municipal Act, 2001, S.O. 2001, c.25, as amended, the Council of a Municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act, to enable them to govern their affairs as they consider appropriate and to enhance their ability to respond to municipal issues; AND WHEREAS pursuant the Municipal Act, 2001, S.O. 2001, c. 25, as amended, requires that a municipality’s capacity, rights, powers and privileges, shall be exercised by by-law; AND WHEREAS pursuant to the provisions of the Building Code Act, S.O. 1992, c.23, Section 3, provides for the appointment of a Chief Building Official and Section 77 of the Legislation Act, 2006, c. 21 provides for the appointment of Deputies with the same powers of the holder of the office; AND WHEREAS pursuant to the provisions of the Police Services Act, R.S.O. 1990, cP.15, as amended, the Council of any municipality may appoint one or more Municipal Law Enforcement Officers who shall be Peace Officers for the purpose of enforcing the By-Laws of the Municipality; AND WHEREAS pursuant to The Fire Protection and Prevention Act, as amended, provides that a municipality may appoint officers to enforce By-Laws passed pursuant to the said Act; AND WHEREAS pursuant to The Building Code Act, S.O. 1992, c. 23, as amended, defines “officer” as a property standards officer who has been assigned the responsibility of administering and enforcing by-laws passed under Section 15.1 of The Building Code Act; AND WHEREAS the Council of the Corporation of the Town of Tillsonburg considers it desirable to appoint a By-Law Enforcement Officer and Property Standards Officer; NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. THAT Jennie Schmitt be and is hereby appointed as Deputy Chief Building Official, By- Law Enforcement Officer and Property Standards Officer for the Town of Tillsonburg. 2. THAT this by-law comes into full force and effect upon the day of passing. READ A FIRST, SECOND AND THIRD TIME, PASSED, SIGNED, SEALED AND NUMBERED 4134 this 11th day of September, 2017. _________________________ MAYOR-Stephen Molnar ________________________ TOWN CLERK-Donna Wilson 105 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 4135 A BY-LAW to adopt the Debt Management Policy. WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall adopt and maintain policies and such policies will be adopted to ensure that it is accountable to the public for its actions, and shall be the manner in which the municipality will try to ensure that its actions are transparent to the public. WHEREAS the Council of the Corporation of the Town of Tillsonburg is desirous of adopting the Debt Management Policy. THEREFORE the Council of the Town of Tillsonburg enacts as follows: 1. THAT the Debt Management Policy attached hereto as "Schedule A" is hereby adopted and forms part of this by-law. 2. AND THAT By-Law 4135, Debt Management Policy, be and is hereby repealed in its entirety. 3. AND THAT this by-law comes into full force and effect on the day of passing. Read a First and Second Time this 11th day of September , 2017. Read a Third and Final Time and passed this 11th day of September, 2017. __________________________ Mayor – Stephen Molnar __________________________ Town Clerk – Donna Wilson 106 THE CORPORATION OF THE TOWN OF TILLSONBURG FINANCE & ACCOUNTING POLICY Debt Management APPOVAL DATE: REVISION DATE: 11/09/2017 Page 1 of 2 SCHEDULES POLICY NUMBER: 5 - 007 A. PURPOSE The purpose of this policy is to provide guidelines for dealing with the management of debt to ensure that any new borrowings meet the principles established by Council. B. SCOPE The Town has three funding sources that comprise the overall debt total; • Tax supported –Funded through raising taxes; • User fee supported - Funded through user fees or external sources - i.e. funding for the pool deck or a vehicle for utility use; • Operational savings supported - Funded through savings realized by implementing the project - i.e LED light replacement C. GENERAL Debt levels are to be established for the year during the budget process. These levels may be addressed by Council should the need arise during the course of the year. D. POLICY STATEMENT • The Town’s net debt charges will not exceed 75% of the Town’s Annual Repayment Limit for the year in question • Debt levels for tax-supported projects will reduce year over year • The Town will make every effort to apply for and obtain funds from senior levels of Government for capital projects. 107 THE CORPORATION OF THE TOWN OF TILLSONBURG FINANCE & ACCOUNTING POLICY Debt Management APPOVAL DATE: REVISION DATE: 11/09/2017 Page 2 of 2 SCHEDULES POLICY NUMBER: 5 - 007 E. AUTHORITY The Treasurer is authorized to arrange debt within the parameters described and subject to the approval of Council. The Annual Repayment Limit (UNDER ONTARIO REGULATION 403 / 02) repayment limit has been calculated based on data contained in the Ministry of Municipal Affair’s Financial Information Return. This limit represents the maximum amount which the municipality had available as of December 31 each year to commit to payments relating to debt and financial obligation. Prior to the authorization by Council of a long term debt or financial obligation, this limit must be adjusted by the Treasurer in the prescribed manner. 108 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 4136 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 11th day of September, 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 September 11th, 2017, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 11th DAY OF SEPTEMBER, 2017. READ A THIRD AND FINAL TIME AND PASSED THIS 11th DAY OF SEPTEMBER, 2017. _____________________________ MAYOR – Stephen Molnar ______________________________ TOWN CLERK – Donna Wilson 109