141011 Council MINTown of Tillson burg
Minutes of Council
Meeting Date:
Monday November 10, 2014
6:00PM
Council Chambers
Chair: Mayor Dave Beres
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MINUTES: Meeting for the Committee "Open Council"
Review Access: e Public 0 Private
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· Council Cha~tnbers ·
ATTENDANCE
Mayor Dave Beres
Deputy Mayor Mark Renaud
Councillor Brenda Carroll
Councillor Marty Klein
Councillor Chris Rosehart
Councillor Brian Stephenson
Staff:
David Calder, CAO
Donna Wilson, Town Clerk
CI1C)ir:·•fV1a~aitDav~:·Beres
Kevin De Leebeeck, Director of Operations
Kenneth Patterson, Deputy Treasurer
Rick Cox, Director of Parks and Recreation Services
Jeff Bunn, Deputy Clerk
Regrets:
Councillor Mel Getty
Darrell Eddington, Director of Finance
CALL TO ORDER
The meeting was called to order at 6:00 p, m.
ADOPTION OF AGENDA
111014
To add a delegation to the agenda regarding Gopher Dunes National Motocross-Town
Promotional Video.
Moved By: Councillor Rosehart Seconded By: Councillor Carroll
THAT the Agenda as prepared for the Council Meeting of November 10, 2014, be
adopted, as amended.
Carried.
Page 1
MINUTES: Meeting for the Committee "Open Council"
MOMENT OF REFLECTION
ITEMS OF PUBLIC INTEREST
DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared
MINUTES & BUSINESS ARISING OUT OF THE MINUTES
Minutes of the Meeting of October 14, 2014 1:;3
Moved By: Councillor Rosehart Seconded By: Councillor Carroll
THAT the Minutes of the Council Meeting of October 14, 2014, be approved.
Carried.
DELEGATIONS
1. Harvest Retirement Community Expansion ldJ
Presented By: Erica Patenaude, Community Relations Director
Erica Patenaude, Community Relations Director for Harvest Retirement Community was in attendance to
invite Council to a groundbreaking ceremony on Tuesday, November 18, from 2-4 p.m.
2. Tillsonburg Christmas Festival ldl
Presented By: Suzanne Fleet, Chair Tillsonburg Christmas Festival
Suzanne Fleet from the Tillson burg Christmas Festival was in attendance to share with Council a host of
events that the group will be holding over the holiday season.
Mrs. Fleet also shared with Council a Christmas Festival Calendar that will be for sale, with proceeds
going to the festival.
3. Turtlefest Update to Council CJ
Presented By: Carrie Smith, Marcel Rosehart
Carrie Smith and Marcel Rosehart shared with Council an update and overview of Turtlefest.
Suzanne Fleet noted that the role of the town in the future will be to continue to review and revise special
event processes, providing base funding and provide clarity around available support services to the
festival.
Staff were directed to bring back to the next council meeting a report detailing the steps necessary to list
Page 2
MINUTES: Meeting for the Committee "Open Council"
Turtlefest as a Municipally Significant Event.
Gopher Dunes National Motocross-Town Promotional Video
Presented By: Colleen Pepper, Marking and Partnership Officer
Ms. Pepper showed Council two brief clips from the National Motocross coverage on television.
The two clips featured Tillsonburg as an ideal location to live and visit with families.
The owner of Gopher Dunes, Mr. Frank Schuster was in attendance and informed Council that they intend
to do a similar Tillson burg promotion next year.
4. London Canine Association IJl
Presented By: Diane Waters, Show Chairperson
5. PRS 14-37-London Canine Association [Jt
Presented By: Rick Cox, Director of Parks and Recreation
Moved By: Councillor Stephenson Seconded By: Councillor Carroll
THAT Council receives Report PRS 14-37-London Canine Association for information;
AND THAT Council approve Option #2, thereby waiving the rental fee for the Lion's
Auditorium during the 2015 Dog Show.
Carried.
6. Ontario South Coast Airshow
Presented By: Andre Brisson, JADE Engineering Inc.
11&11.. -J-
2014 Airshow Update.pdf
Andre Brisson was in attendance to provide an update on Ontario's South Coast Airshow. (OSCA)
Mr. Brisson informed Council that the event organizers recommended the event does not move forward in
subsequent years.
The committee would like the contingency fund to be transferred to the turtlefest fund for the 2015 event.
QUARTERLY REPORTS
7. FIN 14-41 Third Quarter Financial Results
Presented By: David Calder, CAO
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FIN 14-41 Third Quarter Financial Results.pdf 2014 Actual Variances-Q3.pdf
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MINUTES: Meeting for the Committee "Open Council"
Moved By: Councillor Stephenson Seconded By: Councillor Carroll
THAT Council receives report FIN 14-41 2014 Third Quarter Financial results as
information.
Carried.
8. FIN 14-42 2014 Finance Department Third Quarter Results ~
Presented By: David Calder, CAO
Moved By: Councillor Carroll Seconded By: Councillor Klein
THAT Council receives report FIN 14-42 2014 Third Quarter Finance Department results
as information.
Carried.
9. DCS 14-43 Building and By-Law Services Third Quarter Report [)
Presented By: Geno Vanhaelewyn, Chief Building Official
Moved By: Councillor Carroll Seconded By: Councillor Stephenson
THAT Council receives Report DCS 14-43 Building and By-Law Services 2014 Third
Quarter Report as information.
Carried.
10. DCS 14-44 Economic Development Third Quarter Report
Presented By: Cephas Panschow, Development Commissioner ...
)-
Report DCS 14-44 Economic Development Third Quarter Report.pdf
Moved By: Councillor Klein Seconded By: Councillor Carroll
THAT Council receives report DCS 14-44 Economic Development Third Quarter Report as
information.
Carried.
11. FRS 14-08 Fire and Emergency Services Third Quarter Report ~
Presented By: Jeff Smith, Fire Chief
Council requested staff provide statistics on the Automatic Aid and Mutual Aid call
volumes.
Moved By: Councillor Klein Seconded By: Councillor Carroll
THAT Council receives report FRS 14-08 Third Quarter Fire & Rescue Services Results
as information.
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MINUTES: Meeting for the Committee "Open Council"
Carried.
12. OPS 14-17 Operations Services Third Quarter Report
Presented By: Kevin De Leebeeck, Director of Operations
··~ J-
OPS 14-17 Operations Services Third Quarter Report.pdf
Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein
THAT Council receives report OPS 14-17 Operations Services Third Quarter Report as
information.
Carried.
Council requested information for the public on the use of roundabouts -Staff indicated
that there is a tutorial on the MTO website and that there will be something on the Town
website in the near future. The roundabout at highway 3 and 19 is scheduled to be
complete in early December.
Staff were requested to follow-up with the Ministry of Transportation regarding possible
construction to the Highway 19 bridge over the 401 highway.
13. PRS 14-40 Parks and Recreation Third Quarter Results
Presented By: Rick Cox, Director of Parks and Recreation
PRS 14-40-2014 PRS Third Quarter Results.pdf
Council has requested that staff look at adding an automatic door on the north side of the
Community Centre building.
Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein
THAT Council receives report PRS 14-40-2014 Parks and Recreation Services Third
Quarter Results as information.
Carried.
INFORMATION ITEMS
14. 2014 Ministry of Municipal Affairs and Housing Mandate Letter [)
15. Town of Collingwood Resolution Regarding Canada Post Delivery CJ
16. June Callwood Outstanding Achievement Award for Voluntarism in Ontario [)
Page 5
MINUTES: Meeting for the Committee "Open Council"
17. Multi-Service Centre Thank-You Letter ~
CLERK
18. CL 14-28, R.I.D.E. Grant Program 1]1
Presented By: Donna Wilson, Town Clerk
Moved By: Councillor Rosehart Seconded By: Councillor Carroll
THAT Council receives Report CL 14-28, R.I.D.E Grant Program;
AND THAT a By-Law to authorize an agreement with Her Majesty The Queen In Right Of
Ontario and the Town of Tillsonburg be brought forward for Council consideration.
Carried.
19. CL 14-29. To Dedicate Certain Reserves owned by the Town 1J1
Presented By: Donna Wilson, Town Clerk
Moved By: Councillor Stephenson Seconded By: Councillor Carroll
THAT Council receive Report CL 14-29, To Dedicate Certain Reserves owned by the
Town known as lot 24, Plan 41M-197;
AND THAT By-Law 3857, be brought forward for council consideration.
Carried.
20. CL 14-30 2014 Municipal Election
Presented By: Donna Wilson, Town Clerk
CL 14-30 2014 Municipal Election.pdf
Moved By: Councillor Stephenson Seconded By: Councillor Carroll
THAT Council receive Report CL 14-30, 2014 Municipal Election, as information.
Carried.
FIRE & RESCUE SERVICES
21. FRS 14-091VEGOTYOURBACK911 [)
Presented By: Jeff Smith, Fire Chief
Moved By: Councillor Carroll Seconded By: Councillor Klein
THAT Report FRS 14-09 #IVEGOTYOURBACK911 be received as information.
Carried.
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MINUTES: Meeting for the Committee "Open Council"
PARKS & RECREATION SERVICES
22. PRS 14-39-Town of Tillson burg Special Events Policy IJ)
Presented By: Rick Cox, Director of Parks and Recreation
Moved By: Councillor Carroll Seconded By: Councillor Klein
THAT Council receives Report PRS 14-39-Town of Tillsonburg Special Events Policy for
information;
AND THAT Council approve the Town of Tillsonburg Special Events Policy;
AND THAT a by-law be brought forward for Council's consideration.
Carried.
STAFF INFORMATION REPORTS
23. PRS 14-36-F.A.R.E Program Update to Sept 30/2014 LJI
Moved By: Councillor Klein Seconded By: Deputy Mayor Renaud
THAT Council receives Report PRS 14-36-F.A.R.E Program Update to Sept 30/2014 for
information.
Carried.
RESOLUTIONS
24. Ontario Good Roads Association 1st Call for Nominations for the Board of Directors CJ
Moved By: Councillor Klein Seconded By: Councillor Carroll
THAT Council receive the request for nominations for the Ontario Good Roads
Association Board of Directors;
AND THAT Dave Beres be nominated as a Director for the Southwest Zone of OGRA.
Carried.
NOTICE OF MOTION
BY-LAWS
25. By-Laws for the Meeting of November 10, 2014
Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein
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' ,
MINUTES: Meeting for the Committee "Open Council"
THAT By-Law 3857, to Dedicate Certain Reserves owned by the Town (James Ave)[}];
and
By-Law 3858, to Authorize a R.I.D.E. Grant Program Agreement[!!; and
By-Law 3859, to adopt the Town of Tillson burg Special Events Policy 1]1; and
By-law 3860, to confirm the proceedings of Council at its meetings held on the 1Oth day of
November, 2014, be read for a first and second time and this constitutes the first and
second reading thereof.[J
Carried.
Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein
THAT By-Law 3857, to Dedicate Certain Reserves owned by the Town (James Ave)[;];
and
By-Law 3858, to Authorize a R.I.D.E. Grant Program Agreement l]; and
By-Law 3859, to adopt the Town of Tillsonburg Special Events Policy Cil; and
By-law 3860, to confirm the proceedings of Council at its meetings held on the 1Oth day
of November, 2014, be given third and final reading and the Mayor and Clerk be and are
hereby authorized to sign the same, and place the Corporate Seal thereunto. ~
Carried.
ADJOURNMENT
Moved By: Councillor Klein
THAT the meeting be adjourned at 8:49PM
Carried.
Approval Received: (0 of 1)
Donna WilsonfTillsonburg (Tuesday November 11,
2014 12:53 PM)
Town of Tillsonburg
Page 8
MINUTES: Meeting for the Committee "Open Council"
Review Access: Public
I Orders of the Day:
ATTENDANCE
Mayor Dave Beres
Deputy Mayor Mark Renaud
Councillor Brenda Carroll
Councillor Mel Getty
Councillor Marty Klein
Councillor Chris Rosehart
Councillor Brian Stephenson
Staff:
David Calder, GAO
Donna Wilson, Town Clerk
Kevin De Leebeeck, Manager of Engineering
Patricia Phelps, Museum Curator
Jeff Bunn, Deputy Clerk
CALL TO ORDER
The Meeting was called to order at 5:30p.m.
ADOPTION OF AGENDA
MINUTES
Town of Tillson burg
Council Meeting
on
October 14, 2014 5:30PM
Council Chambers
Chair: Mayor Dave Beres
To add an item to the agenda regarding the correspondence from Long Point Regional Conservation Authority
Moved By: Councillor Rose hart Seconded By: Councillor Getty
THAT the Agenda as prepared for the Council Meeting of October 14, 2014, be adopted, as amended.
Carried.
CLOSED MEETING SESSION
Moved By: Councillor Rosehart Seconded By: Councillor Getty
THAT Council move into Closed Session to consider:
1. a proposed or pending acquisition or disposition of land by the municipality or local board (Broadway).
Carried.
At 5:49p.m. Council rose from the Closed meeting session and recessed until 6:00 p.m.
MOMENT OF REFLECTION
ITEMS OF PUBLIC INTEREST
DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
No discussions of pecuniary interest were declared.
Page 1 of6
101414
Link to Agenda: (
http:/ /notes.town. tillsonburg.on.ca/SuiteResponse/eGenda%205 .0%20GA/eGenda50.nsf/ ... 18/06/2015
MINUTES: Meeting for the Committee "Open Council" Page 3 of6
Mr. Stone shared with Council his thoughts on Agenda 21. United Nations Agenda 21 is a non-binding, voluntarily implemented
action plan aimed at sustainable development.
Mayor Beres reminded Council that UN Agenda 21 is not within the jurisdiction of the Town.
6. Long Point Regional Conservation Authority Member Restructuring
Cliff Evanitski, General Manager/Secretary Treasurer of the LPRCA, was in attendance to share with Council a revised composition
model for the authority that would include 1 additional member for Norwich.
Moved By: Councillor Getty Seconded By: Councillor Rosehart
THAT Council receives the correspondence from Long Point Regional Conservation Authority (LPRCA);
AND THAT Council supports the revised composition model of LPRCA to allow one additional member for Norwich.
Carried.
PUBLIC MEETINGS
The Deputy Mayor assumed the position of Chair for the Public Meetings at 7:03p.m.
7. Zone Change Application. ZN 7-14-06 190-96 Tillson Avenue) a
Presented By: Gord Hough, Director, Community and Strategic Planning, Oxford County
Mr. Gord Hough, Director of Community and Strategic Planning, County of Oxford, appeared before Council and presented
Application for Zone Change ZN 7-14-06.
Opportunity was given for comments and questions.
Maria Kinkel, the agent on behalf of the applicant, spoke in favour of the application and answered questions from members of
Council.
Marty Graf, spoke in favour of the applications.
No one appeared in opposition of the application.
Council passed the following resolution:
Moved By: Councillor Klein Seconded By: Councillor Carroll
THAT the Town of Tillsonburg approve the zone change application submitted by Tillsonburg Community Services Initiatives,
whereby the lands described as Lot 379, Plan 500 Town of Tillsonburg, known municipally as 90-96 Tillson Avenue are to be
rezoned from 'Minor Institutional Zone (IN1)' to 'Special Minor Institutional Zone (IN1-sp)'.
Carried.
8. Minor Variance Application A09-14 (136 Concession Street East) a
Presented By: Gord Hough, Director, Community and Strategic Planning, Oxford County
Mr. Gord Hough, Director of Community and Strategic Planning, County of Oxford, appeared before Council and presented
Application A-09/14
Opportunity was given for comments and questions.
Tim Welch, agent for Community Living, spoke in favour of the application.
No one appeared in opposition to the application.
The Committee of Adjustment passed the following resolution:
Moved By: Councillor Klein Seconded By: Councillor Carroll
That the Town of Tillsonburg Committee of Adjustment approve Application File A-09/14, submitted by Tillsonburg Properties for
Community Living, for lands described as Part Lots 382 & 384, Lot 383, Plan 500 and Parts 2 & 3 of Reference Plan 41 R-3006,
Town of Tillsonburg, known municipally as 136 Concession Street East, as it relates to:
http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda50 .nsf/... 18/06/2015
MINUTES: Meeting for the Committee "Open Council" Page 5 of6
13. Tillsonburg Seniors Centre-Update Tillsonburg Seniors Centre-Update. pdf
14. Report CL 14-26 Rolph Street Public School Heritage Designation By-Law eJ
Presented By: Jeff Bunn, Deputy Clerk
Objection Letter from TVDSB.pdf Recinding Letter-Re Rolph Street Designation. pdf
Moved By: Councillor Rosehart Seconded By: Councillor Getty
THAT Council receive Report CL 14-26 Rolph Street Public School Heritage Designation By-Law;
AND THAT a by-law be enacted to designate "Rolph Street Public School" at 83 Rolph Street under Section 29 of the Ontario
Heritage Act, R.S. 0. 1990 c. 18, as it
is of cultural heritage value and interest.
Carried.
DEVELOPMENT & COMMUNICATIONS
15. Report DCS 14-41 Offer to Purchase-Angus Street eJ
FINANCE
Presented By: Cephas Panschow, Economic Development Commissioner
Moved By: Councillor Stephenson Seconded By: Councillor Carroll
THAT Council receive Report DCS 14-41 Offer to Purchase-Angus Street;
AND THAT a by-law be brought forward authorizing the Mayor and Clerk to execute all documents necessary to transfer the
property known as Angus Street, Plan 545, more particularly described as Parts 1 and 3 on the attached draft plan, and known
municipally as 178B North Street.
Carried.
16. FIN 14-40 2015 Municipal Policing Costs eJ
Presented By: Darrell Eddington, Director of Finance
Moved By: Councillor Carroll Seconded By: Councillor Stephenson
THAT Council receives report FIN 14-40 2015 Municipal Policing Costs as information.
Carried.
17. FIN14-39 IT Work Plan Update C
Presented By: Darrell Eddington, Director of Finance
Moved By: Councillor Klein Seconded By: Councillor Carroll
THAT Council receives report FIN 14-39 IT Work Plan Update as infomnation.
Carried.
COMMITIEE MINUTES & REPORTS
18. Long Point Region Conservation Authority Minutes of August 6. 2014. eJ
http:/ /notes.town. tillsonburg.on.ca/SuiteResponse/eGenda%205 .0%20GA/eGenda50.nsf/. .. 18/06/2015
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2014 Overview
41h year for the event ~.:.-
Continued two-day format
4 different event venues
• Downtown Block Party
• Family Festival @ Fairgrounds
• Annandale NHS
• Lake Lisga r
New privately run venues (HH)
Showcasing Tillsonburg's
e and places
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By the Numbers
.·>$ More than 50 activities
throughout the weekend
$27,000 in sponsorship!!!
~ Charity Dunk Tank raised
$800
''~ Attendance:
• 6,000 -Block Party
• 2,500+ -Family Fest iva I
• 1,278 -Annandale NHS
• 600 -Outdoor movie
• Plus other venues
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Community Partners
112 community partners
y;;· Service Clubs
~~ Businesses
Churches
Individuals
Organizations
Charities
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Town of Tillsonburg Support
Thanks for:
• Funding support
• Staff support
• Insurance
• Road closures
• Signage placement
• Maps
• Last minute emergencies!!!
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The Return
Turtlefest as a strategic investment
Supports the Town's attraction and marketing efforts
The event promotes ongoing community investment and
relationship building (retention)
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Moving Forward
Revamp the structure
• Key decision makers
• Implementation teams
• More specific job descriptions for volunteers
• 5 -10 Year vision and plan
Role of the Town
• Continue to review and revise special event process
• Provide base funding
• Clarity around available support services
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Our Ask
$20,000 town contribution to support:
• Part time contract event coordinator position
• Centralized office
• General event funding to support event and 51h anniversary
celebrations
Early designation as a ~~Municipally Significant" event
• To facilitate permits and grants
Stage acquisition
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The Turtlefest Committee would like to thank all of their
sponsors, partners, supporters and volunteers for helping to
make the 4th Annual Turtlefest a tre·mendous success!
This festival continues to grow each year and would not be possible without
the strong support of the Tillsonburg community.
If you or your company would like to be involved in the planning of the 5th·
Annual Turtlefest1' please· contact us through our website at
www.turtlefest.ca or by emailing us at info@turtle·fest.ca. tome out s·nert•
2014 ro~nEFE§T COMNrn'£E II JIUJ •
Co-Chairs: Carrie Smilh, Cedri·c Tomico, Marcel Rosehart •
Committee: Les Anderson, Virginia Armstrong, Lori Arnoldi, Deb B·eard!, Jason Collin.s, Julire Dawley, Mike Dean·, Sharon Dunkin,
Suzanne Fleet, Frank Kempf, Floyd! MarshaU:, Cephas Panschow, Colleen Pepper, Patriicia Phelps, Geral'd Sandham, Joan Weston
VOLUNTEER§
Adam Horvath
Alex Klassen
Alayne Brisson
Ally Weston
Amy Verouyst
Andrea Vandevyvere·
Barb Ksnn
Barbara More
Beth Rickard
Betty Pheilps
Bill Pratt
Bonnie Edwards
Bonnie Long
Brandon Nevill
Brenda Marshall
Britta111ee Smith
Brody Hussey
Bryce Evens
Cailey Macintyre
Carol Develter
Charlotte Bolton
Chelsey Smith
Locker
Cindy Franklin
Cody Furlong
Cornell Foster
Dan Devalter
Dave Morris
David Palmer
David Vei~:~~ot
Deobie Lord
Deobie Pever
Dion~Je Hussey
Erin Getty
Erin Van Daele
Ester Schumman
Faye Verbuyst
Frank Benke
FrankVoiih
Gale· Connor
George T. Tillson, Turtle
Heather Graham
Heather Lamormt
Heather Medel
Hernny VarndenBosch
Hebert
Inspector Tim Clark
J•ac:ki McDowell
J'ake Peters
J'ar;~e Haslinger
Jennifer Dean
JenWood
.llenny Gofton
Jessie Taylor
John Buedcert
John Kirkland
John Klassen
Jl~t~stin Carpani
Kaitlyn Partenaude
Kelsey Lamont
Kendra Woodcock
Kim McDonald
Kim Ri!izokas
Krist~na Feece
Larry Donnelly
LarrySmrrh
Laurie Rosehart
Leon Prouse
Unda Williams
Undsay Armsirong
Maddie Dreighe
Maddy Tripp
Marion Pratt
Mark Renaud
Margaret IPuhr
Marty Klein
Matry Bartram
Matthew Dely
Mau~ice Francis
Mel Getty
Pat Carroll
Paulina DeJonge
Pete Klassen
Peter Beechay
Phil Gravelle
Rev. PauiPenelton
RidcA~brey
Rick Cox
Rosemary Dean
Ruby Fle~ning
Ryan Verbuyst
Scot Bolton
Scott Smith
Sean, Wright
Seth Robirmson
Slha,rmnon Schooley
Slharon Moon~
She~ry Hamilton
Skye McOuiggan
St. John's Ambulamce
Stephen Molnar
Stethie Kyriakopollllos
SIUeOal<es
SlUe Wright
Tamm¥Kyle
Thelma Moesker
Tim Vuylsteke
Town of Tillso~:~~burg
Vicky Sperling
Ward Smith
Wayne Am1strorng
Council Delegation
Request
This Delegation Request form and any written submissions or background information for
consideration by Council must be submitted to the Clerk's office by the following deadline:
4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE
First Name
I Diane
Street Address
1196 McKellar Street
Postal Code
ION N7G 2Y4
\ JE-mail
lwheatenridgeken@bell.net
Do you or any members of your party
require any accessibility accommodations?
Ill Yes
D No
Last Name
!waters
Town/City
lstrathroy
Phone Number
1519 245 68123
Website:
llondoncanineassociation .com
If yes, how can we assist?
I can use two walking canes on a flat or
sloped floor and on a few stairs. For a long
distance I need to use my walker.
Should you require assistance completing this form, please contact:
Deputy Clerk at 519-688-3009 Ext. 3221 or jbunn@tillsonburg.ca
Please note that submission of this form does not guarantee the approval of your request for
Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form.
COMPLETE PAGE TWO (2) OF THIS FORM
)I acknowledge Delegations are limited to fifteen (15) minutes (including questions and
answers):
[l]l accept
I acknowledge that all presentation material must be submitted by 4:30 pm to the Deputy Clerk by
the Friday before the meeting date:
[l]l accept
Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The
information is collected and maintained for purpose of creating a records that is available to the general public,
pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this
collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor,
Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224.
Title:
Report No.:
Author:
Meeting Type:
Council/ Committee
Date:
Attachments:
RECOMMENDATION
STAFF REPORT
PARKS AND RECREATION SERVICES
London Canine Association
PRS 14-37
Laurie Monk, Business Services Supervisor
COUNCIL MEETING
NOVEMBER 10, 2014
• LETTER FROM LCA
THAT Council receives Report PRS 14-37 -London Canine Association for information;
AND THAT Council approve Option #2, thereby waiving the rental fee for the Lion's
Auditorium during the 2015 Dog Show.
EXECUTIVE SUMMARY
The London Canine Association has booked Town facilities for the last several years at the
Special Event Centre and, more recently, at the Tillsonburg Community Centre. The Club
has requested that Council consider a reduction in their rental cost for the event they
have planned for July 2015.
BACKGROUND
The London Canine Association (LCA) has held annual dog shows in Tillsonburg since
2007. From 2007 to 2011, the shows were held at the Tillsonburg Special Event Centre.
Since the closing of the Special Event Centre, LCA has continued to host the event at the
Tillsonburg Community Centre. In that time frame, over $82,700 in rental fees have been
generated for the Town.
As the Club has indicated in their letter, "without exception, the exhibitors felt the venue
to be outstanding, clean, cool, spacious and welcoming and many expressed the hope that
we could continue to use the facility in future years. The spinoff of having the dog show
in Tillsonburg has certainly benefited local businesses from restaurants to gas stations to
grocery stores."
Facilities booked include the Kinsmen Memorial Arena Floor, the Marwood Lounge, the
Lion's Auditorium and the park area for camping. The LCA moves in on Thursday and
show days are Friday to Sunday, moving out Sunday evening. As something new in 2014,
the Canine Good Neighbour Testing was initiated. This is a program open to any dog,
purebred or crossbred, during which the dog has to demonstrate acceptable behavior in
various everyday situations. Those dogs passing the test get a certificate from the
Canadian Kennel Club and can have the letters CGN after their names. Many places such
PRS 14-37-London Canine Association.docx 112
JADE Engineers Inc.
Bng
CJDL Consulting Eng
Tillsonburg Office Suites
Eastwood Manufacturing
Grand River lnflatables
Tillsonburg Reg. Airport
-----
2014 Airshow Update
November 10, 2014
THANKS TO OUR SPONSORS
Easy 101/Country 107.3 Tillson burg News
Dowler Karn Quality Inn Suites
E&E Mclaughlin Harry's Electric
Sirius Consolidated Inc. Tillson burg Flying School
Dodsley Propane Sparta Candles
TFBM Rapid Fibre Graham Energy
Town of Tillson burg Township SW Oxford
Snowbirds & CF-18 Airshow -June
2,400 people over the 2 days
---·
CAF Snowbirds 2014 - 2 Dall Show
-BUDGET-
As of: November 5, 2014 J
1 --. r
Our Coffee News
East Elgin Concrete
Prestlve General Cont
Pro Oil Change
Dam Pub
Oxford County
··--·-
I
Revenue Actual Expenses Actual -Gate Tickets $44,247.79 $20,023.58 Hotels, cars $20,163.00 $16,810.75 ~-·
Online Tickets $0.00 $19,630.09 Tickets $3,374.90 $2,153.33 ·---VIP Tickets $5,000.00 $6,641.59 fate ring $2,500.00 $4,446.60
Fuel sales $74,457.50 $59,434.63 Marketing $5,894.50 $12,934.27
---------~-........ -
Smoke Oil $9,862.50 $8,185.55 Fuel $53,917.50 $42,788.80 ---· --r-· ·-Oxygen -· $1,200.00 $1,250.00 Smoke Oil $8,547.50 $3,563.55 ·---" Sponsorshie-cas~ $10,000.00 $12,250.00 Oxygen $1,000.00 $928.68
Vendors . $300.00 $980.00 Venue Cost $19,360-:QQ $27,353.71 ---------· ·------In Kind $12,000.00 $19,700.00
Revenue: $157,067.79 $148,095.44 Expenses: $114,757.40 $110,979.69
-----------·-t--=r Profit $42,310.39 $37,115.75
-· _. _________ _L ___ ±------
Assuming 3,000 people a day -~ ~==c· We got 2,400 people ·--·-
www.ontariosouthcoastairshow.com
244411 Airport Road South-West Oxford, ON N4G 4H1
Observations
Family Festival event in August was a success and many people loved it
-Cannot have a profitable airshow without Snowbirds
• The area cannot draw more than 1,000 people
-cannot coordinate 2 airshows in one year
-Audience will tire of Snowbirds every 2 years
• Annual airshow will be too much
Only way to have airshow with Snowbirds is have another taxiway to runway/ Apron
Recommendation
Not a viable event if we cannot have both airshows In one
-To have a great profitable show, Town to has to install taxiway/apron
Contingency Fund
• We promised a contingency fund and we will hold ourselves to that promise
o It saddens the committee that an airshow 2016 is not realistic or feasible
o We want the contingency fund to go to another Town family festival
o OSCA would like to donate the ""6,500.00 to the Turtlefest Committee who was our
partner for the Snowbird and CF18 Airshow in June
The committee would like to give a big thank you to Mr. David calder, CAO for his help in working
together to overcome obstacles and develop contingencies, rather than just say No.
. ,j4,j___. · .... . Sin. cerely,. . . [i··. .
~c..,;;;;;...,.. ~· ...... ·---
Andre Brisson, Chair
Ontario's South Coast Airshow
www .ontariosouthcoastalrshow .com
Title:
Report No.:
Author:
Meeting Type:
STAFF REPORT
FINANCE
2014 THIRD QUARTER FINANCIAL RESULTS
FIN 14-41
DARRELL EDDINGTON
COUNCIL MEETING
Council/Committee NOVEMBER 10, 2014
Date:
Attachments: 2014 ACTUAL VARIANCES Q3
RECOMMENDATION
THAT Council receives report FIN 14-41 2014 Third Quarter Financial results as
information.
EXECUTIVE SUMMARY
To provide Council with the January 1, 2014 to September 30, 2014 Town wide actual
financial results and projections through to December 31, 2014.
SUMMARY OF OPERATIONAL RESULTS
The attached spreadsheet summarizes by department the significant variances between
2014 actual results as at September 30, 2014 and the 2014 Q3 YTD budget. The overall
Town wide consolidated surplus as at September 30, 2014 is $160,655, and the projected
deficit through to December 31, 2014 is $131,900 or 1.03% of the 2014 requirement
from taxation.
Questions or comments relative to the departmental 2014 Q3 revenues and expenditures
and projections through to December 31, 2014 should be referred to the other members
of Senior Management for commentary.
The Director of Finance notes that the 2014 forecasted annual deficit of $131,900 has not
been fully mitigated through vacant labor positions that are principally in Development
and Communication Services, Operations and Parks and Recreation Services. The
following significant item continues to be closely monitored:
• Winter maintenance cost overruns were substantial in Q1/Q2. Combined winter
maintenance cost overruns to date and through to year end continue to
2014-Quarter 3 =~:,.· l r
2014 Operating 8r. capital Status Report I Budget ""-' Varlanee
~vBudget I YTO~~get I Su Ius Deficit ~Aetuel YTO~~uol YTD ACtU!II .. = ;:, .. =. ~ ..•.
' 0 . Cu5tomerServiCe ' 195,069 $ 198,246 $ 3,177 ' 201,318 $ 220,359 $ 19,041 ' (6,249) $ 22,113 $ 15,864 Netrevenueoverbud0et$6,200;Netlllbourover $23,200-!lllocatlonottlme betweenAn!lnce!llld C5Crethe M!lnagerotTu/CSC
61,651$ 201,9361$ 140,28~$ 68,383 $ 199,798 $ 131,415 ' {6,733) $ (2,138) $ (8,871) NetRevenueoverbudget$6,700: M!llnly!lnlmlll
liCenses; SubcontrKtorExpensesunllerbullget
D~velopment &. Communlaotlon 5etvlces T· 27,5001$ 333,3621$ 305,86211$ 38,542 $ 230,818 $ 192,276 ' (11,042) $ (102,544) $ (113,586) NetRevenueoverbudget$11,000;Netlllbour u~!~ b~dget $103,000 -vacant Director
EconomkDevelopment • 187,477 $ 204,746 $ 17,269 ' 194,132 $ 218,799 $ 24,667 ' {6,655) $ 14,053 $ 7,398 NetRevenueoverbudget$6,600;Netlillbourover
$3,100; MlscExpover$19,200-Secondyl!llrtiiiX !ISSC!SSment phase In on town owned fillrm lillnd;
AdvertlslngExpenseslsunderbullgillt$6,000;
Tralnlngtsunderbudget$2,000
435,2881$ 1,575,7091$ 1,14o,4211 I$ 460,3431$ 1,554,2111$ 1,093,86811$ (25,055)1$ (21,4911)1$ (4Ei,SS2)1NetRevenueoverbudget$2S,OOO,Netlllbour underbu<loet$33,900-vt~aontDeputyCierk position tor 2 months lind illlloclltlon or time from
Flmmce illnll esc re Manillller ot Rev~ue/CSC; NetSulldlngMilllntenillnceoverbu<foet$10,200;
256,8841$ 2,843,7571$ 2,586,8731 I$ i70;fiiT$ 2,11511,102]$ 2,587,381] ]$ (13,837)]$ 14,345]$ 5011 ]NetSulldlngMilllntenancelsunderbud"get$4,50o; NetPolla!ServlcesBoardlsunderbudget$2,400;
Netlillbourover$4,000;AIIolhernetexpenses
188,1891$ 974,8971$ 786,708--] ]$ 201,990]$ 976,633]$ 774,642] ]$ (13,801)1$ 1,7361$ (12,066) l~'!%'r!'t~~~! !Je~0f13,8oo; Net lllbour under budget$1,600;Insunmceover$4,500-Accldent &.sldcness;Subconti'IICtorExpoverbudget
$9,400-repalrstotheflrehllll; Equipment
M!llntent~nee Cont~ under budget $9,000-Are
Pro,Symposlum;ADothernetexpendlturesunder
~""" I• 353,8681$ 392,2811$ 38,413]1$ 564,210]$ 605,943]$ 41,73311$ (210,342)1$ 213,6621$ 3,320 ~~~ffu'ef!J!\rontot$9,700; Rent revenue underbud(let$6,100;I.illndscillpere.venueove.r budget$13,000;Netlllbouroverbudget$4,200;
SubcontriiCtorExpenseoverbudget$8,700·
WlnterMalntenance;SpecleiProjectsoverbudget
$15,000-LongPolntReglon-Fundstor
Wetlands;Consultlng/LegaiExpenselsunder
budg~t $6,200;
Cemetery I• 119,777]$ 218,843J$ 99,066] ]$ 100,484]$ 225,8301$ 125,3461 I$ 19,293J$ 6,9871$ 2Ei,280INe.tRevenueunderbudgtt$19,300;Netlabour
underbudget$3,500;5uppllesoverbudget
$8,700; All ottler n~t expensesov~r budget
9,726 N~t Rev~nue under budget $5,200; Net Building
Expenses ov~r budget $2,700; All other net
{55,009)Netrevenueunder$69,900-Progriii1Tl$;Net lllbourunder$72,700-Vae~~ntpc$1tlons; Net Supplle!lunder$17,400;HLWunder$19,SOO; Building Repairs and Mlllnt. under$33,300;
5ubcontractorExpover$29,100-ffilllnlyparks;
Advertl51ngExpunder$6,900;AIIothernet ey!l"nd!luresunrterS5Ann (5,380) Net Building Milllnte.nillnceunderbudget$4,900
(17,290) Nttlabourovtr$46,200-wlnttr/T\IIIntenillnce; Subl:ontrac:torExpunder$68,800;Suppllesover $33,900-wlntermelntenillnce: Streetlights Capital
surplusof$29,600·SIIIdwlnPIIIcePh115e#9
Pillrklng I• 139,458]$ 62,170J$ (57,2ii8)j ]$ 140,2701$ 94,8181$ (45,452)1 1$ (812~-12,648[$ 11,636 ~~:!:~:.~~~~t~!o~'~eo~~!l~~:;,~o~;:n~
under$2,000;UnePalntlngundtr$2,700;AII
other net expenditures und~r $3 000
79,403 $ 256,332 .----176,929 ' 110,090 $-296,417 $ 186,3"27 ' -{30,687) $ 40,085 $ 9,398 Netlillbourover$10,700;SubcontriiCtorExp
under $4:6~~ ;9~alnly lillrge Item bins; Net &1!1
Building r· 169,501 $ 256,250 $ 66,749 ' 342,498 $ 257,871 $ (84,627) ' (152,997) $ 1,621 $ (151,375) PermltRevenueover$153,200-Ann!lndolePubllc
$1:llool; Netlllbour over ~~3~5 .. ~0; All other net
OperilltlonsAdmln I' ' 83,265 $ 83,265 ' • 67,744 $ 67,744 ' ' {15,521) $ (15,521) Netlabourunder$12,600-VocantDlrector;AII
Eno;~lneerlng ' 11,232 $ 183,640 $ 172,408 ' 1,800 $ 181,054 $ 179,254 ' 9,432 $ (2,586) $ 6,846 Netrevenueundar$9,400;Netlllbourover $4,000-Ao:tlng Dlred:orotOper~~tlons;Ailother
as:tt:IIII:II:K!lllllt:Cl§R!UI
803,8531$ 573,47f"].$ (230,381)] ]$ -794,561]$ 739,9SST,-(54,626)1 1$ 9,272J$ 16-6,483[$ 175,755 [Netlillbourover $42,100 -OT; Net revenu~ und~r
$9,300-prlffillrtlye.xternlllP!Irtle!I(Hydro);Fuel &.OIIover$12,800; EqulpmentSuppllesl!r.RtPIIITS
over$99,500;Suppllesover$4,900;AIIotllernet
expensesover$11,000
C;\Uoers\jbunn\App0at•\LOC:al\Temp\note51EF2A8\-S997887 11/07/14
2014-Quarter 3
tal Status Report Revenue Variance
(Surplus)/Deficit
YTD Budget YTD Actual
Revenue Revenue Variance
Recreation Facilities-Concession Rentals 3 900 3 926 (26)
Recreation Facilities-Rentals ---
Recreation Facilities-Capital 6 000 6 000 -
Parks & Recreation 1 010.220 940,308 69,912
TSEC ---
EFC 47 232 56 739 (9 507)
Roads-Grants 162 -162
Roads-Mise ---
Roads-Capital -24 124 (24,124)
Roads 162 24,124 (23,962)
Parking 139 458 140 270 (812)
Solid Waste 79 403 110 090 (30,687)
Building 189 501 342 498 (152,997)
Operations Admin ---
Engineering 11 232 1 800 9 432
Town-Interest -234 (234)
Town-Dividend ---
Town-Return on Capital ---
Town-Fibre Optics 1 935 1 935 -
Town-Electrical -8 876 (8 876)
Town-Bell ---I
Town-Sewer Camera -272 (272)
Town-Rogers Cable ---
Town-Water Heaters 16 425 18 201 {1 776)
Town-Sentenel Lights 2 997 2 913 84
Enterprise Services 21.357 32,432 (11,075)
Fleet 803 853 794 581 9 272
Net levy requirement: Deficit/ (Surplus) before
Taxation $ (416L656)
-
C:\ Users\jbunn \AppData \Local\ Temp\notes1EF2A8\ ~s997887 11/07/14
2014-Quarter 3
tal Status Report Expenditures
Surplus)/Deficit
YTD Budget YTD Actual
Expenditures Expenditures Variance
Parks & Recreation-Fleet 39 835 40 813 978
Parks & Recreation-HLW 365 037 345 291 (19 746)
Parks & Recreation-Subcon Exp 113 085 142 203 29 118
Parks & Recreation-All other 637 322 590 501 (46 820)
Parks & Recreation-Capital 206,125 207 602 1 477
Parks & Recreation 3,277,356 3,152,436 (124 920)
TSEC ---
EFC 37 110 41,238 4 128
Roads-Labour 636,285 685,474 49 189
Roads-Fleet 80 094 86,826 6 732
Roads-HLW 151 297 151 329 32
Roads-Supplies 116 905 154,243 37 338
Roads-Consult & Legal 4 998 -(4 998)
Roads-Subcon Exp 180,280 102,066 (78 214)
Roads-Capital 165 400 165,354 (46)
Roads-All other 977 947 974,585 (3 362)
Roads 2,313,206 2,319,877 6,671
Parking 82/170 94 818 12/648
Solid Waste 256,332 296 417 40,085
Building 256 250 257 871 1 621
Operations Admin 83,265 67 744 (15 521)
Engineering 183,640 181,054 (2 586)
Town -Labour 24 870 37,773 12 903
Town-Fleet 3,916 5 033 1 117
Town -Material/Inventory 4,500 5,020 520
Town -All other 4 108 (748) (4 856)
Enterprise Services 37,394 47,078 9,684
Fleet 573 472 739 955 166 483
Net levy requirement: Deficit/(Surplus} before
Taxation ~---$ 2~6_1'001
C:\ Users\jbu nn \AppData \Loca I\ Temp\notes1EF2A8\ ~5997887 11/07/14
$200,000
$150,000 -·--
-~ ~ $100,000
0 ... 0 -;;;
:I 1i :;
!!!. ..,.
$50,000
$·
$(50,000)
$(100,000)
$(150,000)
$(200,000) ,_ -
C:\Users\ibunn\App0ata\Locai\Temp\notes1EF2A8\"'5997887
2014Q3
Net Levy Variances
11/07/14
$(151,375)
Q3 Net Surplus
$160,655
$175,755
•Council
•Customer Service
•Development&
CommuniutlonServi<;eS
•E.:onomlcO.....,Iopment
•fire
•Alrport
•Cemetery
•P~rks&Rolcrealion
•~ds
•Puking
•Building
.,OperiltlonsAdmln
•Engineering
""Enterprl!.eServkes
STAFF REPORT
FINANCE
Title:
Report No.:
2014 THIRD QUARTER FINANCE DEPARTMENT RESULTS
FIN 14-42
Author: DARRELL EDDINGTON
Meeting Type: COUNCIL MEETING
Council/Committee NOVEMBER 10, 2014
Date:
Attachments:
RECOMMENDATION
THAT Council receives report FIN 14-42 2014 Third Quarter Finance Department
results as information.
EXECUTIVE SUMMARY
To provide Council with the actual January 1, 2014 to September 30, 2014 and the
projected Finance Department 2014 financial results.
SUMMARY OF OPERATIONAL RESULTS
2014 Business Objectives
Objective Target Status
Date
Development Charges By-Law Q1-Q2 Complete in Q2. Amendment completed
Update -Joint Project with 2014 in Q3.
County
Centralize Purchasing Q1 2014-Pilot complete. Purchasing for items >
6 month $1,000 was centralized at the beginning
pilot of 2014.
Customer Satisfaction Surveys Q1-Q4 Ongoing
2014
Northstar CIS -Upgrade to Q3 2014 Deferred to 2015 (THI expense).
version 6.4
Northstar Reports Training Q3 2014 Delayed to Q4
FINANCIAL IMPACT /FUNDING SOURCE
Overall the 2014 Third Quarter Finance Department variance summary is as follows:
2014 03 Budget vs. 03 Actual Variance Summary
Department (under)/over
Finance $(46,552)
Taxation $0
Customer Service $15,864
Police $ 508
Total variances $(30,180)
A net positive variance of $25,000 is currently anticipated through to December 31, 2014.
APPROVALS
Director
Name/Signature
Finance
Name/Signature
CAO
Name/Signature
Darrell Eddington Date: 11/03/14
Darrell Eddington Date: 11/03/14
David Calder Date: 11/03/14
STAFF REPORT
DEVELOPMENT & COMMUNICATION SERVICES
Title: Building and By-Law Services 2014 Third Quarter Report
Report No.: DCS 14-43
Author: GENO VANHAELEWYN -Chief Building Official
Meeting Type: COUNCIL MEETING
Council Date: NOVEMBER 10, 2014
Attachments:
RECOMMENDATION
THAT Council receives Report DCS 14-43 Building and By-Law Services 2014 Third
Quarter Report as information.
EXECUTIVE SUMMARY
This report covers the period from January 1, 2014 to September 30, 2014.
BACKGROUND
Tillson burg has continued to witness a solid year in terms of overall permits issued. The
overall value of construction is up 109% compared to 2013. This substantial increase is a
result of increases in all sectors with the exception of industrial.
2013 Building Permit Activity
Total Permits Issued
Total Construction Value
Total Permit Revenue
309
$31,682,739
$338,208
Major construction/development projects thus far are as follows:
• Annandale Public School -renovation
• E & E McLaughlin -solar panel installations
CAO
PERMITS ISSUED COMPARISION
TYPE 2011 2012 2013 2014
Single Detached Dwellings 40 41 44 55
Total Dwelling Units 116 44 47 58
Total All Permits 250 242 257 309
SINGLE FAMILY DWELLING DEVELOPMENT
DEVELOPER /BUILDER NUMBER OF SINGLE DETACHED
DWELLINGS
Fusion Homes -Victoria Woods
Gentrac Homes -Wood Haven Drive
Riviera Homes -Langrell Avenue
3 + (3 Townhouses)
4
2
INSPECTION & APPLICATION ACTIVITY
Output Measures/ Activity Quantity Quantity
2013 2014
Building Inspections Completed 779 1036
Building Permits Issued 257 309
Formal Consultations 15 2
Site Plan Approvals 5 4
Site Plan Applications (in progress) 5 4
Subdivision Agreements 1 (in 0 progress)
3
CAO
FINANCIAL IMPACT /FUNDING SOURCE
The completed work for Building and By-Law Services is within the 2014 budget. The
increased revenue for Building and By-Law Services is a direct result of the increased
value of construction; increased revenue in animal licensing; and continued savings with
the Animal Control contractor.
Due to the substantial increase in permit activity, Building Services is projecting a revenue
surplus for 2014. This projected surplus, with Council approval, will be contributed to
reserves to offset future year(s) Building Services expenditures.
APPROVALS
Author
Name/Signature
Acting Director
Name/Signature
Finance
Name/Signature
GENO VANHAELEWYN
DAVID CALDER
DARRELL EDDINGTON
5
DATE: NOV 3/14
DATE: NOV 3/14
DATE: NOV 3/14
CAO
STAFF REPORT
DEVELOPMENT AND COMMUNICATION SERVICES
REPORT TITLE:
Report No.:
Author:
Meeting Type:
Council Date:
Attachments:
RECOMMENDATION:
ECONOMIC DEVELOPMENT THIRD QUARTER REPORT
DCS 14-44
CEPHAS PANSCHOW
COUNCIL MEETING
NOVEMBER 10, 2014
"THAT Council receive Report DCS 14-44 Economic Development Third Quarter
Report for information purposes."
EXECUTIVE SUMMARY
Economic pevelopment Activity
Q3 2013 Q3 20141TARGET) Q3 2014 (ACTUAL)
Lead Files Opened 13 30 17
Lead Files Closed 26 25 4
Corporate Visits 7 6 2
Client Visits 3 4 8
New Businesses 2 3 4
Opened
Businesses Closed 4 N/A 2
Website Activity 778 778 834
(Main Business Page)
Website Activity 1,871 1,871 1,329
(Business Directory)
NOTE: ALL ECONOMIC DEVELOPMENT METRICS ARE FOR THE SPECIFIC QUARTER ONLY
AND ARE NOT YEAR TO DATE
In general, most of the Economic Development metrics are tracking close to the quarterly
targets with the exception of lead files opened, ,which are approximately half of the target
but slightly higher than 2013 Q3 figures. Investment interest for the first half of 2014 has
been slower than usual but investment inquiries have picked up in September and the first
part of Q4. Visits by clients, one of the more important metrics, is twice the target.
*As detailed in the Second Quarter Report, the Airport budget was projected to be
over the approved budget amounts at year end by a total of $19,400 due to:
• decreased agricultural land revenues;
• increased snow removal costs; and,
• increased heating costs.
Staff have been working to mitigate these increased costs in Q3 and are pleased to
report that the forecasted deficit has been reduced from $19,400 to the current
forecast of $9,800 (a decrease of $9,600). Staff will continue to work to mitigate
the impact to taxation in Q4.
APPROVALS
Author
Name/Signature
Director
Name/Signature
Director of Finance
Name/Signature
CEPHAS PANSCHOW
DAVID CALDER (ACTING)
DARRELL EDDINGTON
Page 3 I 3
Date: NOV 7,
2014
Date: NOV 7,
2014
Date: NOV 7,
2014
CAO
Title:
Report No.:
Author:
Meeting Type:
STAFF REPORT
FIRE & RESCUE SERVICES
Third Quarter 2014 DEPARTMENT RESULTS
FRS 14-08
JEFF SMITH
COUNCIL MEETING
Council/Committee NOVEMBER 10, 2014
Date:
Attachments: NIL
RECOMMENDATION
THAT Council receives report FRS 14-08 Third Quarter Fire & Rescue Services Results
as information.
EXECUTIVE SUMMARY
To provide Council with the January 1 to September 30, 2014 Fire & Rescue Services
performance results.
SUMMARY OF OPERATIONAL RESULTS
2014 Business Objectives
Obiective Taraet Date Statu:~
Ice & Water Rescue Equipment Q2 Complete
Traffic Signal Priority Control System Q3 Postponed 2015
Annual Replacement of Firefighter Personal Q2 Complete
Protective E~_quipment
Hose, nozzles & appliances Q1 Complete
MSA SCBA lease (year 9 of 10) Q2 Complete
Initiate Strategic Planning Process Ongoing Framework
Implement department specific Succession Q2 In progress
Management Plan
C:\Users\Dewilson\Appdata\Local\ Temp\Notesd39658\PRS 14-08 Q3 Report.Docx 1
CAO
Public Education
Fire Communication Report
Fire Communications Dispatched Incidents
custom
Non-Emergency Calls (Customer Service, Burn Activation Lines etc.)
FINANCIAL IMPACT /FUNDING SOURCE
Fire & Rescue Service is currently $12,066 under budget, mostly due to Fire Suppression
revenue and Fire Prevention revenue being higher than anticipated. Financial forecast for
Fire & Rescue Services through to December 31, 2014 is $1,500 under budget.
2014 03 Summarv
Department (under)/over
Fire & Rescue Services $(12,066)
Total variances (Q3) $(12,066)
C:\Users\Dewilson\Appdata\Local\Temp\Notesd39658\PRS 14-08 Q3 Report.Docx3
CAO
STAFF REPORT
OPERATIONS SERVICES
Report Title: Third Quarter 2014 Operations Services Report
Report No.: OPS 14-17
Author:
Meeting Type:
Kevin De Leebeeck, P.Eng.
COUNCIL MEETING
Council Date:
Attachments:
RECOMMENDATION:
NOVEMBER 10, 2014
NONE
THAT Council receives Report OPS 14-17, Third Quarter 2014 Operations Services as
information.
EXECUTIVE SUMMARY
To provide Council with the January 1, 2014 to September 30, 2014 Operations Services
financial results.
SUMMARY OF OPERATIONAL RESULTS
Table 1: 2014 Business Objectives
Objective Tall)et Status
Thistle Court-Surface Asphalt Delayed to 2015 with Phase 2 of
Ridge Boulevard.
Ridge Boulevard Phase 2 Q4 Substantially Completed
Glendale Drive Area Reconstruction Q3 Substantially Completed
Annual Asphalt and Concrete Programs Q4 Substantially Completed
North Street Sidewalk Q4 Construction underway
Tar & Chip Transfer Station Q3 Completed
Sidewalk Machine Replacement (Unit 99) Q4 Ordered (4 month lead time)
Material Handler Replacement (Unit 66) Q4 Ordered (14 month lead time)
STAFF REPORT
PARKS AND RECREATION SERVICES
Title: 2014 PRS Third Quarter Results
Report No.: PRS 14-40
Author: Rick Cox, Director of Parks & Recreation
Meeting Type: COUNCIL MEETING
Council/ Committee
Date: NOVEMBER 10, 2014
Attachments:
RECOMMENDATION
THAT Council receives report PRS 14-40 -2014 PRS Third Quarter Results as
information.
EXECUTIVE SUMMARY
To provide Council with the January 1, 2014 to September 30, 2014 PRS Department
operational and financial results.
SUMMARY OF OPERATIONAL RESULTS
2014 B . ob· t" us mess nee 1ves
Objective Target Date Status
Strategic Master Plan implementation:
Program inventory and gap analysis (1-2) In progress.
Memorial Park concept design process (6-15) Q1-Q4 In progress
Annandale Ball Diamond upgrades (3-18, 3-Deferred to 2015
19)
Health Club Business Plan (3-10) In proqress
Continue implementation of Marketing
Strategy, especially with social media (1-14, Q1-Q4 In progress 1-17) and with tournament teams and hosts
(1-16)
Revisit & strengthen partnership agreements Q1-Q2 In progress (2-9) and joint use agreements (2-10)
Implement Safe Cycling Committee and Q1-Q4 Deferred to 2015 develop a Cycling Master Plan.
Take lead role in overseeing special event Q1 Complete process for the Town.
PRS 14-40.2014 PRS Third Quarter Results.docx 113
Kev Indicators 01-03 2014 01-03 2013 0/g tHANGE
Museum: attendance 8,730 7,736 13%
Programs: Rink bookings (ice) 2,478 2,837 4%
Programs: Rink bookings (floor) 185 186 -
Programs: Health Club attendance 18,203 15 425 18%
Programs: Memberships 1,239 863 44%
Programs: Aquatic registrations 2,586 1 791 44%
Programs: Advanced/Leadership 145 126 15%
Programs: Adult registrations 384 206 86%
Programs: Youth registrations 2,392 1 605 49%
Programs: Waterpark attendance 27,091 24 498 11%
Programs: Tournaments 15 15 -
Programs: Room rentals 365 353 3%
Programs: Advertising revenue $29,550 $23,276 27%
Cemetery: Niche & Plot sales 45 48 -6%
Cemetery: Interments 92 109 -16%
FINANCIAL IMPACT /FUNDING SOURCE
The 2014 Q3 PRS Department variance summary is as follows:
3rd Quarter Budaet vs. Actual Variance Summarv
Department (under)/over Year End Projection
Cemetery $26 280 $40,000
Museum $9 726 $10 000
Parks Facilities & Programs ($55 009) -
EFC ($5 380) $5 000
Total variances ($24,382) $55,000
Revenue shortfalls continue to be an issue department-wide. Cemetery revenue has been
well below that of an average year. Museum revenue has improved relative to projection
over Q3. Program revenues from minor sport ice rentals are projected to be about
$40,000 below budget by year-end. Fluctuating unit costs for utilities continue to be a
concern. Savings from vacant full-time positions has been used to offset the revenue
shortfalls, but all vacancies will be filled or restructured by year-end.
Combined PRS shortfall at year-end is projected as $55,000.
APPROVALS
Director
Name/Signature
Finance
Name/Signature
CAO
Name/Signature
PRS 14-40-2014 PRS Third Quarter Results.docx
Rick Cox
Director of Parks & Recreation
Darrell Eddington
Director of Finance
David Calder
3/3
DATE:
Nov 5, 2014
DATE:
Nov 5, 2014
DATE:
Nov 5, 2014
September 25, 2014
The Honourable Ted McMeekin
Minister of Municipal Affairs and Housing
Ministry of Municipal Affairs and Housing
17th Floor, 777 Bay Street
Toronto, Ontario
M5G 2E5
Dear Minister McMeekin:
I am honoured to welcome you to your role as Minister of Municipal Affairs and Housing. We
have a strong Cabinet in place, and I am confident that together we will build Ontario up,
create new opportunities and champion a secure future for people across our province. The
people of Ontario have entrusted their government to be a force for good, and we will reward
that trust by working every day in the best interests of every person in this province.
As we implement a balanced and comprehensive plan for Ontario, we will lead from the activist
centre. We will place emphasis on partnerships with businesses, communities and people to
help foster continued economic growth and make a positive impact on the lives of every
Ontarian. This collaborative approach will shape all the work we do. It will ensure we engage
people on the issues that matter the most to them, and that we implement meaningful solutions
to our shared challenges.
Our government's most recent Speech from the Throne outlined a number of key priorities that
will guide your work as minister. Growing the economy and helping to create good jobs are
fundamental to building more opportunity and security, now and in the future. That critical
priority is supported by strategic investments in the talent and skills of our people, from
childhood to retirement. It is supported through the building of modern infrastructure, transit
and a seamless transportation network. It is supported by a dynamic business climate that
thrives on innovation, creativity and partnerships to foster greater prosperity. And it is reflected
across all of our government, in every area, and will extensively inform our programs and
policies.
As we move forward with our plan to grow the economy and create jobs, we will do so through
the lens of fiscal prudence. Our 2014 Budget reinforces our commitment to balancing the
budget by 2017-18; it is essential that every area adheres to the program-spending objectives
established in it. We will choose to invest wisely in initiatives that strengthen Ontario's
competitive advantage, create jobs and provide vital public services to our families. The
President of the Treasury Board, collaborating with the Minister of Finance, will work closely
with you and your fellow Cabinet members to ensure that our government meets its fiscal
targets. The President of the Treasury Board will also lead the government's efforts on
accountability, openness and modernization as we implement new accountability measures
across government.
and relevant stakeholders. Your goals are to improve alignment across provincial plans
and transit investments, and to support planning and development decisions that will
create more complete communities across the province, providing options for healthier
living and shorter commute times for Ontarians.
• Working to protect prime agricultural lands. You will do so as part of the co-ordinated
reviews of provincial land use plans, working with the Minister of Agriculture, Food and
Rural Affairs, and in consultation with farmers, municipalities, stakeholders and the
public.
• Finalizing the indicators for the Growth Plan for the Greater Golden Horseshoe and for
the Greenbelt Plans to assess the results of the plans' implementation and develop
reports to monitor progress toward more complete communities and the achievement of
the plans' goals.
• Partnering with municipalities to grow the Greenbelt. You will respond to municipal
requests in a timely manner ensuring there is a clear, simple process in place to
address requests for further expansion.
Reviewing Municipal Governance
• Undertaking a review of the Municipal Elections Act after the 2014 municipal elections.
You will ensure that the act meets the needs of communities, and that it provides
municipalities with the option of using ranked ballots in future elections, starting in 2018,
as an alternative to first-past-the-post.
Strengthening Partnerships with Municipalities
• Continuing to apply a municipal lens to decisions made across government, ensuring
the impact on municipalities is carefully considered.
• Continuing to facilitate the strong relationship between the province and municipalities,
including the ongoing implementation of the Memorandum of Understanding with the
Association of Municipalities of Ontario (AMO), as well as the Toronto-Ontario
Cooperation and Consultation Agreement. You will consult with AMO and Toronto on
matters of mutual interest.
• Working with municipalities outside of these formal agreements to ensure their
perspectives are also heard.
Amending the Building Code
• Reviewing the Building Code to continue to ensure buildings are safe, accessible and
cost-effective. You will focus on moving Ontario forward as the North American leader in
climate-resistant and environmentally efficient construction.
• Amending the Building Code to allow six-storey, wood-frame buildings, which will
encourage the construction of mid-rise, mixed-use buildings.
• Considering and implementing, where appropriate, recommendations from the Elliot
Lake Public Inquiry, including changes to legislation, regulation, bylaws, policies and
procedures that may prevent a similar event in the future.
TOWN OF COLLINGWOOD
October 20, 2014
Canada Post
955 Highbury Ave
London, ON N5Y 1 A3
Attn: Deepak Chopra, Chief Executive Officer
Andy Paterson -Municipal Relations
-and-
Mayors, Reeves, Wardens and Councils-Ontario Municipalities (via email)
Re: Reconsider Decision to Eliminate Home to Home Postal Delivery
Sara Almas, Cle1rlk
97 Hurontario St. P.O. Box 157
Collingwood, ON L9Y 3Z5
Tel: (705)445-1030 ext. 3225
Fax: {705)445-2448
Email: salmas@collingwood.ca
During the meeting of Council held September 22, 2014, Council of the Town of Collingwood passed the
following resolution:
Moved by Councillor /an Chadwick, Seconded by Councillor Kevin Lloyd
WHEREAS Canada Post has proposed a plan to end residential home delivery in Canada;
AND WHEREAS the lack of home delivery will disadvantage many seniors and people
with mobility problems and will be compounded during inclement weather;
THEREFORE BE IT RESOLVED THAT the Town of Collingwood does not support the
proposed plan to eliminate residential home to home delivery and herein petition Canada
Post to reconsider this plan immediately and retain this valuable service for communities.
AND FURTHER THAT a copy of this resolution be forwarded to the Association of
Municipalities of Ontario (AMO}, Federation of Canadian Municipalities (FCM},
municipalities in Ontario, as well as to our local MP, MPP and representatives of Canada
Post and its unions to encourage others to speak up against this plan.
CARRIED (Recorded Vote 8-1)
Home to home mail delivery is essential for seniors and persons with varying abilities within our
community. If home to home delivery was discontinued and replaced with the community mailbox, it
would deny these individuals of a fair and barrier free opportunity from accessing regular mail delivery
and adversely affecting their quality of life. In addition, this change will also have a residual impact on the
employees, local post offices, and economy. We are strongly urging Canada Post to reconsider their
decision and are seeking support from municipalities across Ontario and the Country.
Yours truly,
TOWN OF COLLINGWOOD
Cc Association of Municipalities of Ontario (AMO)
Federation of Canadian Municipalities (FCM)
Kellie Leitch MP
Jim Wilson MPP
Ministry of Citizenship,
Immigration and International
Trade
Minister
6tn Floor
Ministere des Affaires civiques,
de !'Immigration et du Commerce
international
Ministre
68 etage
Ni ~
400 University Avenue
Toronto ON M7A2R9
Tel.: (416) 325-6200
Fax: (416) 325-6195
October 2014
Dear friends,
400, avenue University
Toronto ON M7A 2R9
Tel.: (416) 325-6200
Telae.: (416) 325-6195
It is my pleasure to send out the call for nominations for the June Callwood
Outstanding Achievement Award for Voluntarism in Ontario.
Ontario
Volunteers play a significant role in leading and supporting services in their
communities; they lay the foundation for a strong and dynamic province. This award
recognizes exceptional leadership, innovation and creativity in voluntarism and
community service. Recipients of this award can include individual volunteers,
volunteer groups, businesses and other organizations Which have made outstanding
contributions to their communities and the province.
Do you know an individual or group that makes an outstanding contribution?
Nomination ·forms and additional information are available on the Ministry of
Citizenship, Immigration and International Trade website at
www.ontario.ca/honoursandawards or by phone at 416 314-7526,
toll free 877 832-8622, TIY 416 327-2391. Deadline for nominations is
December 5, 2014.
I hope you will take this opportunity to ensure that volunteers receive the recognition
they deserve.
Yours truly,
Hon. Michael Chan
Minister
July 29, 2014
Dave Beres
Tillsonburg & District
Multi-Service Centre (MSC)
(in the Livingston Centre)
96 Tillson Avenue, Tillsonburg, ON N4G 3A1
Phone: (519) 842-9000 Fax: (519) 842-4727 Email: info@multiservicecentre.com
www.multiservicecentre.com
Serving the Community since 1978 -Celebrating 35 years in 2013
Corporation of the Town of Tillsonburg
Tillsonburg Town Centre
200 Broadway, 2nd Floor
Tillsonburg, Ontario
N4G 5A7
Dear Dave:
On behalf of the Multi-Service Centre (MSC), we would like to extend a sincere thank you for your support.
Date
07/03/2014
Amount
$5000
Campaign
Municipal Support
Tracking#
2823
Your contribution will help to support our programs, which include: Home Support Services, Literacy &
Essential Skills and Employment Services.
Our primary focus is to provide much-needed client services. While we do receive regular funding in some
of our programming areas, we also actively fundraise to provide enhanced services or to meet unfunded or
underfunded service gaps. Fund raising also enables us to meet budget requirements and to plan for future
needs.
We encourage and appreciate our supporters. We commend your investment in the Multi-Service Centre,
in its services, in the communities, and in the clients that we serve.
Should you have any comments or questions regarding your contribution, please contact the Multi-Service
Centre at (519) 842-9008 Ext 270.
Sincerely,
if~ J:ktAv
Valerie Foerster
Board of Directors Fund raising Coordinator
MSC does not sell, rent or trade your information with any other organizations or individuals.
If you wish to be removed from Published MSC documents (e.g., Annual Reports) please call 519-842-9008, ext. 270.
Please send your email address to: mvandenberahe@muttlservicecentre.com if you wish to receive updates and Information!
Mission
A community organization committed to supporting personal Independence through:
• Innovative and responsive resources • Partnerships and collaboration • Striving for excellence
Vision
Embracing Persona/Independence • Celebrating a Caring Community
STAFF REPORT
CLERKS OFFICE
Title: R.I.D.E Grant Program
Report No.: CL 14-28
Author: DONNA WILSON
Meeting Type: COUNCIL MEETING
Council/Committee NOVEMBER 10, 2014
Date:
Attachments: AGREEMENT BETWEEN THE TOWN AND
HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO
RECOMMENDATION
THAT Council receives Report CL 14-28, R.I.D.E Grant Program;
AND THAT a By-Law to authorize an agreement with Her Majesty The Queen In Right Of Ontario and the
Town ofTillsonburg be brought forward for Council consideration.
EXECUTIVE SUMMARY
To obtain authority from Council to enter into an agreement with Her Majesty The Queen In Right Of
Ontario.
The Town of Tillson burg has been granted an allocation for the 2014/15 Reduce Impaired Driving
Everywhere (R.I.D.E.) Grant Program which will enhance the R.I. D. E. Grant Program currently conducted by
the OPP Oxford (Tillson burg) branch. The grant will help to offset the costs for sworn officers' overtime and
paid duty.
The Agreement is a precondition for the reimbursement of claims the Town will make under the R.I.D.E.
Grant Program. Impaired driving is one of the leading causes of criminal death and injury in our society. The
R.I.D.E. program continues to be an effective deterrent against drinking and driving and remains an
important program to educate the public.
FINANCIAL IMPACT/FUNDING SOURCE
No financial impact, the Town shall receive grant dollars to support the OPP R.I. D. E. program.
CAO
THE AGREEMENT effective as of the 1st day of April, 2014
BETWEEN:
BACKGROUND:
HER MAJES'IYTHE QUEEN IN RIGHT OF ONTARIO
as represented by the Minister of Community Safety and
Correctional Services
(the "Province")
-and-
Town ofTillsonburg
(the "Recipient")
A The Recipient carries out a program of traffic stop sobriety checks in its jurisdiction as
part of a program to "Reduce Impaired Driving Everywhere" ("R.I.D.E.");
AND WHEREAS:
B. The Province has established the R.I.D.E. grant program to provide Funds to assist
municipal police services, Ontario Provincial Police (OPP) municipal contract
locations and First Nations police services in offsetting their staff costs for
implementing R.I.D.E. programs of sobriety checks in their jurisdictions;
C. The Recipient is a municipal police service board or a municipality in a municipality
that has established a municipal police service or whose council has entered into an
agreement under s. 10 of the Police Service Act for the provision of police services by
the Ontario Provincial Police (OPP); or (ii) it is a First Nation police services board or
a First Nation band council in a First Nation community that has established a First
Nation police service pursuant to a policing services agreement between Canada, the
Ministry, the Recipient and the Board;
D. The Recipient has, by written application, requested funding for overtime and paid
duty in pursuance of the R.l.D.E. grant program (the "Project");
E. The application for Funds submitted by the Recipient has been approved, in whole or
in part, by the Province and is attached to the Agreement as Schedule E -2014-2015
R.I.D.E. Grant Application (the "Application");
F. The Province funds projects similar to the Project.
G. The Recipient has applied to the Province for funds to assist the Recipient to carry out
the Project and the Province wishes to provide such funds.
Page 3 of21
Agreement.
"Indemnified Parties" means Her Majesty the Queen in right of Ontario, Her
ministers, agents, appointees and employees.
"Maximum Funds" m:eans $81913.00.
"Notice" means any communication given or required to be given pursuant to the
Agreement.
"Notice Period" means the period of time within which the Recipient is required
to remedy an Event of Default, and includes any such period or periods of time by
which the Province considers it reasonable to extend that time.
"Parties" means the Province and the Recipient.
"Party" means either the Province or the Recipient.
"Project" means the undertaking described in Schedule "E".
"Reports" means the reports described in Schedules "B", C" and D".
"Timelines" means the Project schedule set out in Schedule "A".
ARTICLE:!
REPRESENTATIONS, WARRANTIES AND COVENANTS
2.1 General. The Recipient represents, warrants and covenants that:
(a) it is, and shall continue to be for the term of the Agreement, a validly
existing legal entity with full power to fulfill its obligations under the
Agreement;
(b) it has, and shall continue to have for the term of the Agreement, the
experience and expertise necessary to carry out the Project;
(c) it is in compliance with an federal and provincial laws and regulations, all
municipal by-laws, and any other orders, rules and by-laws related to any
aspect of the Project, the Funds or both;
(d) unless otherwise provided for in the Agreement, any information the
Recipient provided to the Province in support of its request for funds
(including information relating to any eligibility requirements) was true
and complete at the time the Recipient provided it and shall continue to be
true and complete for the term of the Agreement.
2.2 Execution of Agreement. The Recipient represents and warrants that:
Page 5 of 21
(b) provide the Funds to the Recipient in accordance with the payment plan
attached to the Agreement as Schedule "A"; and
(c) deposit the Funds into an account designated by the Recipient provided
that the account:
(i) resides at a Canadian financial institution; and
(ii) is in the name of the Recipient.
4.2 Limitation on Payment of Funds. Despite section 4.1:
(a) the Province is not obligated to provide any Funds to the Recipient until
the Recipient provides the insurance certificate or other proof as the
Province may request pursuant to section 11.2.;
(b) the ProVince is not obligated to provide instalments of Funds until it is
satisfied with the progress of the Project;
(c) the Province may adjust the amount of Funds it provides to the Recipient
in any Funding Year based upon the Province's assessment of the
information provided by the Recipient pursuant to section 7 .1; and
(d) if, pursuant to the Financial Administration Act (Ontario), the Province
does not receive the necessary appropriation from the Ontario Legislature
for payment under the Agreement, the Province is not obligated to make
any such payment, and, as a consequence, the Province may:
(i) reduce the amount of the Funds and, in consultation with the
Recipient, change the Project; or
(ii) terminate the Agreement pursuant to section 13.1.
4·3 Use of Funds and Project. The Recipient shall:
(a) carry out the Project in accordance with the terms and conditions of the
Agreement;
(b) use the Funds only for the purpose of carrying out the Project; and
(c) spend the Funds only in accordance with the Budget.
4·4 No Changes. The Recipient shall not make any changes to the Project, the
Timelines, or the Budget without the prior written consent of the Province.
4·5 Interest Bearing Account. If the Province provides Funds to the Recipient prior
to the Recipient's immediate need for the Funds, the Recipient shall place the
Funds in a separate interest bearing account in the name of the Recipient at a
Canadian financial institution.
4.6 Interest. If the Recipient earns any interest on the Funds, the Province may:
Page 7 of21
ARTICLE7
REPORTING, ACCOUNTING AND REVIEW
7.1 Preparation and Submission. The Recipient shall:
(a) submit to the Province at the address provided in section 18.1, all Reports in
accordance with the timelines and content requirements set out in
Schedule "D", or in a form as specified by the Province from time to time;
(b) submit to the Province at the address provided in section 18.1, any other
reports as may be requested by the Province in accordance with the
timelines and content requirements specified by the Province;
(c) ensure that all Reports and other reports are completed to the satisfaction
of the Province; and
(d) ensure that all Reports and other reports are signed on behalf of the
Recipient by an authorized signing officer.
7.2 Record Maintenance. The Recipient shall keep and maintain:
(a) all financial records (including invoices) relating to the Funds or otherwise
to the Project in a manner consistent with generally accepted accounting
principles; and
(b) all non-financial documents and records relating to the Funds or otherwise
to the Project.
7·3 Inspection. The Province, its authorized representatives or an independent
auditor identified by the Province may, at its own expense, upon twenty-four
hours' Notice to the Recipient and during normal business hours, enter upon the
Recipient's premises to review the progress of the Project and the Recipient's
allocation and expenditure of the Funds and, for these purposes, the Province, its
authorized representatives or an independent auditor identified by the Province
may take one or more of the following actions:
(a) inspect and copy the records and documents referred to in section 7.2;
(b) remove any copies made pursuant to section 7.3(a) from the Recipient's
premises; and
(c) conduct an audit or investigation of the Recipient in respect of the
expenditure of the Funds, the Project, or both.
7·4 Disclosure. To assist in respect of the rights set out in section 7·3· the Recipient
shall disclose any information requested by the Province, its authorized
representatives or an independent auditor identified by the Province, and shall do
so in the form requested by the Province, its authorized representatives or an
independent auditor identified by the Province, as the case may be.
Page 9 of21
property damage, to an inclusive limit of not less than five million dollars
(SS,ooo,ooo) per occurrence. The policy shall include the following:
(a) the Indemnified Parties as additional insureds with respect to liability
arising in the course of performance of the Recipient's obligations under, or
otherwise in connection with, the Agreement;
(h) a cross-liability clause;
(c) contractual liability coverage; and
(d) a 30 day written notice of cancellation, termination or material change.
n.2. Proof of Insurarice. The Recipient shall provide the Province with certificates of
insurance, or other proof as may be requested by the Province, that confirms the
insurance coverage as provided for in section ILl. Upon the request of the
Province, the Recipient shall make available to the Province a copy of each
insurance policy.
ARTICLE u
TERMINATION ON NOTICE
12.1 Terminatiop. on Notice. The Province may terminate the Agreement at any time
upon giving at least 30 days Notice to the Recipient.
u.2 Consequences of Termination on Notice by the Province. If the Province
terminates the Agreement pursuant to section u.1, the Province may take one or
more of the following actions:
(a) cancel all further instalments of Funds;
(b) demand the repayment of any Funds remaining in the possession or under
the control of the Recipient; and
(c) determine the reasonable costs for the Recipient to wind down the Project,
and do either or both of the following:
(i) permit the Recipient to offset the costs determined pursuant to section
12..2(c), against the amount owing pursuant to section 12.2(b); and
(ii) subject to section 4-7, provide Funds to the Recipient to cover the costs
determined pursuant to section u.2(c).
ARTICLE13
TERMINATION WHERE NO APPROPRIATION
13.1 Termination Where No Appropriation. If, as provided for in section 4.2(d), the
Province does not receive the necessary appropriation from the Ontario
Legislature for any payment the Province is to make pursuant to the Agreement,
Page 11 of21
14.2 Consequences of Events of Default and Corrective Action. If an Event of
Default occurs, the Province may, at anytime, take one or more of the fOllowing
actions:
(a) initiate any action the Province considers necessary in order to facilitate
the successful continuation or completion of the Project;
(b) provide the Recipient with an opportunity to remedy the Event of Default;
(c) suspend the payment of Funds for such period as the Province determines
appropriate;
(d) reduce the amount of the Funds;
(e) cancel all further instalments ofFunds;
(f) demand the repayment of any Funds remaining in the possession or under
the control of the Recipient;
(g) demand the repayment of an amourit equal to any Funds the Recipient
used, but did not use in accordance with the Agreement;
(h) demand the repayment of an amount equal to any Funds the Province
provided to the Recipient; and
(i) terminate the Agreement at any time, including immediately, upon giving
Notice to the Recipient.
14.3 Opportunity to Remedy. If, in accordance with section 14.2(b), the Province
provides the Recipient with an opportunity to remedy the Event of Default, the
Province shall provide Notice to the Recipient of:
(a) the particulars of the Event of Default; and
(b) the Notice Period.
14.4 Recipient not Remedying. If the Province has provided the Recipient with an
opportunity to remedy the Event of Default pursuant to section 14.2(b), and:
(a) the Recipient does not remedy the Event of Default within the Notice
Period;
(b) it becomes apparent to the Province that the Recipient cannot completely
remedy the Event of Default within the Notice Period; or
(c) the Recipient is not proceeding to remedy the Event of Default in a way
that is satisfactory to the Province,
the Province may extend the Notice Period, or initiate any one or more of the
actions provided for in sections 14-:z(a), (c), (d), (e), (f), (g), (h) and (i).
Page 13 of21
owing by the Recipient at the then current interest rate charged by the Province of
Ontario on accounts receivable.
17.4 Payment of Money to Province. The Recipient shall pay any money owing to
the Province by cheque payable to the "Ontario Minister of Finance" and delivered
to the Province at the address provided in section 18.1.
ARTICLE18
NOTICE
18.1 Notice in Writing and Addressed. Notice shall be in writing and shall be
delivered by email, postage-prepaid mail, personal delivery or fax, and shall be
addressed to the Province and the Recipient respectively as set out below, or as
either Party later designates to the other by Notice:
To the Province:
Ministry of Community Safety
and Correctional Services
External Relations Branch
Program Development Section
25 Grosvenor Street, uth Floor
Toronto ON M7A 2H3
Attention:
Yoko Iwasaki
Community Safety Analyst
Email: Yoko.Iwasaki@ontario.ca
Fax: 416-314-3092
Tel: 416-314-30Bs
To the Recipient:
Town ofTillsonburg
90 Concession Street East
Tillsonburg ON N4G ,..ZS
Attention:
His Worship David Beres
Mayor
Email:
Fax: 519-688-5149
Tel: 51')-688-654-o
18.2 Notice Given. Notice shall be deemed to have been received:
(a) in the case of postage-prepaid mail, seven days after a Party mails the
Notice; or
(b) in the case of email, personal delivery or fax, at the time the other Party
receives the Notice.
18.3 Postal Disruption. Despite section 18.2(a), in the event of a postal disruption:
(a) Notice by postage-prepaid mail shall not be deemed to be received; and
(b) the Party giving Notice shall provide Notice by email, personal delivery or
by fax.
Page 15of21
ARTICLE24
GOVERNING LAW
24.1 Governing Law. The Agreement and the rights, obligations and relations of the
Parties shall be governed by and construed in accordance with the laws of the
Province of Ontario and the applicable federal laws of Canada. Any actions or
proceedings arising in connection with the Agreement shall be conducted in the
courts of Ontario, which shall have exclusive jurisdiction over such proceedings.
ARTICLE25
ruRmERASSURANCES
25.1 Agreement into Effect. The Recipient shall provide such further assurances as
the Province may request from time to time with respect to any matter to which
the Agreement pertains, and shall otherwise do or cause to be done all acts or
things necessary to implement and carry into effect the terms and conditions of
the Agreement to their full extent.
ARTICLE16
JOINT AND SEVERAL LIABILITY
26.1 Joint and Several Liability. Where the Recipient is comprised of more than one
entity, all such entities shall be jointly and severally liable to the Province for the
fulfillment of the obligations of the Recipient under the Agreement.
ARTICLE27
RIGHTS AND REMEDIES CUMULATIVE
27-1 Rights and Remedies Cumulative. The rights and remedies of the Province
under the Agreement are cumulative and are in addition to, and not in
substitution for, any of its rights and remedies provided by law or in equity.
ARTICLEz8
BPSAA
28.1 BPSAA. For the purposes of clarity, if the Recipient is subject to the BPSAA and
there is a conflict between any of the requirements of the Agreement and the
requirements of the BPSAA, the BPSAA shall prevail.
ARTICLE29
ACKNOWLEDGEMENT OF OTHER LEGISLATION
29.1 Recipient Acknowledges. The Recipient acknowledges that by receiving Funds it
may become subject to legislation applicable to organizations that receive funding
from the Government of Ontario, including the BPSAA, the Public Sector Salary
Page 17 of21
Article 32, and Article 33·
ARTICLE 33
ENTIRE AGREEMENT
33.1 Entire Agreement. The Agreement constitutes the entire agreement between the
Parties with respect to the subject matter contained in the Agreement and
supersedes all prior oral or written representations and agreements.
33.2 Modification of Agreement. The Agreement may only be amended by a written
agreement duly executed by the Parties.
THE PARTIES HAVE EXECUTED THE AGREEMENT on the dates set out below.
HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the
Minister of Community Safety and Correctional Services
Name:
Tide:
Oscar Mosquera
Manager, Program Development Section
External Relations Branch
Public Safety Division
Pursuant to Delegated Authority
Town ofTillsonburg
Name:
Tide:
Name:
Tide:
1/We have authority to bind the Recipient
Date
Date
Date
Page 19 of21
A.4 ACCOUNTING INFORMATION
The ReCipient shall provide such financial information as may be required by the Ministry
from time to time. In addition, the Recipient shall provide the Ministry with an
accounting, in detail, of all expenses for which the Funds were used, by March 15, 2.015.
A.5 STAFF OVERTIME AND PAID DUTY BILUNG-FINAL REPORT
Staff costs include overtime or paid duty for street level enforcement activities in relation
to the program for which the Funds are provided. Staff will not include civilian or auxiliary
officers. For the Funds to reflect the amount of staff overtime or paid duty, a one-time
final billing will be submitted to the Ministry by March 15, 2015, on the form attached to
the Agreement as Schedule "C". This billing must be certified by a Municipal derk I
Treasurer or a senior representative of the Recipient's financial services who can verify the
accuracy of the claim. The billing will itemize dates worked, name and rank of officers,
rate of pay (basic hourly rate), number of overtime/paid duty hours worked, number of
hours paid and total hours used by the service for the period of April1, 2.014 to March 15,
:1.015·
A.6 STATISTICAL INFORMATION-ANNUAL STATISTICAL REPORT
The Recipient shall track and record key statistical information related to the program,
and provides an Annual Statistical Report to the Ministry by March 15, 2.015 on the form
attached to the Agreement as Schedule "D".
A.7 REPORT SUBMISSION AND TIMELINES
All Reports required pursuant to Article 7 and/or otherwise under this Agreement shall be
sent to the Ministry Contact at the address set out in section 18.1 above and according to
the following timelines.
~~~~ill ' ... ' -·:-:.f:~~l-!;'~t~~;~ff;~:i~.i}~:~l:~~{J::.;i~1{
Schedule B -Interim Financial Status Report December 5, 2014
Schedule C -Final Report March 15, :z.o15
Schedule D -Annual Statistical Report March 15, 2015
· Page 21 of 21
Title:
Report No.:
Author:
Meeting Type:
Council/Committee
Date:
Attachments:
RECOMMENDATION
STAFF REPORT
CLERKS OFFICE
DEDICATE CERTAIN RESERVES-NORTH PARK SUBDIVISION
CL 14-29
DONNA WILSON
COUNCIL MEETING
NOVEMBER 10, 2014
DIRECTION TO REMOVE RESERVE
MAP SHOWING LOCATION OF ONE FOOT RESERVE
THAT Council receive Report CL 14-29, To Dedicate Certain Reserves owned by the Town known as lot 24, Plan
41M-197;
AND THAT By-Law 3857, be brought forward for council consideration.
EXECUTIVE SUMMARY
A one foot (0.30 m) reserve was registered as Lot 24 on Plan M-197 during the development of North Park
Subdivision. The reserve was placed so that the abutting lands that were not owned by the developer could not
be built on until that owner paid their share of servicing costs. The developer ofthe North Park Subdivision was
to be paid the portion of servicing costs prior to the Town removing this reserve. The Town has received
confirmation from the Developer, Mr. John Boersma that those costs have been paid and that direction was
given to the Town ofTillsonburg to prepare the requisite by-law to remove the one foot reserve so future
development can proceed. This direction is attached for your review.
Therefore a by-law to remove the one foot reserve is being brought before Council for consideration.
FINANCIAL IMPACT/FUNDING SOURCE
Registration costs will be that of the developer.
APPROVALS
Author Name/Signature DONNA WILSON DATE: Oct. 24, 2014
CAO/Signature David Calder DATE: Oct. 30, 2014
Finance Name/Signature n/a DATE:
CAO
John R. Holmes
Professional Corporation
BARRISTER ·SOLICITOR • NOTARY PUBLIC
October 6, 20 I 4
The Corporation of the Town of Tillson burg
200 Broadway, 2nd Floor
Tillsonburg, Ontario
N4G.5A7
Attention: Lisa VanderwaUen
Development Technician
Re: Lot 24, Plan 4 I M 197
"Stewart Reserve"
28 Harvey Stree1
llllsonburg, Ontario
N4G 3JB
Telephone (519) 842-8474
Fax (519) 842-41180
ln reference to the above captioned matter, and as per our telephone discussion, enclosed you will find a
receipt as sign by John Boersma acknowledging the payment to him of the sum of$34,000.00 tram Patrick
J. Mooney, who I represent.
I trust this will be sufficient. for you to implement the procedure whereby a report will go from the Clerk to
the Council to prepare the necessary By-Law to remove the reserve, and I would ask that you keep me
advised in relation thereto.
If you need any further information from me, or clarification, please feel free to give me a call.
Yours very truly,
1!1!14' J£~ R. Holmes
JRH/se
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THE CORPORATION OF THE TOWN OF TILLSON BURG
BY-LAW NUMBER 3857
A BY-LAW to dedicate certain reserves owned by the Corporation of the Town of
Tillsonburg as parts of public highways in the Town ofTillsonburg.
WHEREAS The Municipal Act, S.O. 2001 c. 25, Sections 26 and 31, authorizes
municipalities to pass by-laws for establishing highways for public highway purposes;
and
WHEREAS the Corporation of the Town ofTillsonburg is the owner of a certain
reserve abutting public highways as listed in Column 1 as shown on Registered
Plan in Column 2 of Schedule "A" attached hereto;
AND WHEREAS it is necessary to dedicate a public highway over the said
reserve listed in Schedule "A";
THEREFORE the Council of the Town oflillsonburg enacts as follows:
1. That each reserve as listed in Column 1 of Schedule "A" attached hereto shall be
dedicated and established as part of the public highway listed opposite under
Column 3.
2. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, and
shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 10th DAY OF NOVEMBER, 2014.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF
NOVEMBER, 2014.
Mayor -Dave Beres
Town Clerk -Donna Wilson
STAFF REPORT
CLERKS OFFICE
Title: 2014 Municipal Election
Report No.: CL 14-30
Author: DONNA WILSON
Meeting Type: COUNCIL MEETING
Council/Committee NOVEMBER 10, 2014
Date:
Attachments:
RECOMMENDATION
THAT Council receive Report CL 14-30, 2014 Municipal Election, as information.
BACKGROUND:
At the Council meeting of September 9, 2013, Council authorized the voting method to be employed for
the 2014 municipal election to be in-person voting utilizing voting location count optical scan tabulators.
In accordance with Section 42 of the Municipal Elections Act, Council passed by-law 3670 to authorize
the use of the optical scanning vote tabulators for the purpose of counting votes at the 2014 municipal
Election. The optical scanning vote tabulators used are lmageCast Precinct Tabulators which is an
optical ballot scanning device from Dominion Voting Systems Corporation that has been designed with
three goals in mind: Accuracy, Accountability and Accessibility.
EXECUTIVE SUMMARY
Election Team:
Donna Wilson -Returning Officer
David Calder -CAO
Jeff Bunn -Deputy Returning Officer
Lana Lund -Deputy Returning Officer
Laurie Kirwin -Assistant Returning Officer
Poll Clerks:
Ashley Andrews
Cheyne Sarafinchin
Heather Demeyere
Colleen Pepper
Kathleen Musselman
Colleen Pepper
Jessica Melo
Kevin DeLeebeeck
Janet McCurdy
Matt Delaere
Marie Blake
Jack Goodlet
Jennifer Huot
Cephas Panschow (spare)
CAO
Zorra 5 Mail in. Mayor race. 4 acclamations.
Tabulators
Municipalities who use a vote by mail system tend to have an increase in voter turnout;
however Clerk's in those municipalities report that Candidates express concerns over the short
campaign time between Nomination Day and the mailing of the ballots to the electors. Candidates also
suggest that an incumbent campaigns throughout their term of Council by their actions and interaction
with the community they serve therefore giving them an advantage in a vote by mail system.
Voter's List
Municipal Voter View software was used to make corrections to the voter's list throughout the
revision period. 457 additions were made to the voters list from October 6, 2014 to and
including October 27, 2014. MPAC also provided a data merge prior to September 26, 2014.
MPAC's new program this year Voterlookup.ca allowed residents to easily ensure their name
appeared on the voters list prior to MPAC providing the final voters list to municipalities. This
provided for additional corrections to be made prior to the list reaching individual municipalities.
Despite this software being available for eligible electors, there were still a number of electors
that were not on the final voters list. There was hope that this software would reduce the
required changes once the final lists were provided by MPAC.
Proxy Forms
Proxy forms were used both at the advance polls as well as election day. 11 proxy forms were
used at advance polls and 19 proxy forms were used on election day. Although staff do not
have the statistics on past elections, staff believe that we are seeing less proxy forms used
due to the October date for municipal elections and also due to the number of advance polls
provided to the electors.
Notices/ Advertisements/Communications
A number of methods were used to inform the residents of Tillsonburg about the 2014 Municipal
Election. Ads went in "Focus on Tillsonburg" commencing in December of 2013 regarding the
nomination process. Ads for Voterlookup.ca as well as radio ads and a press release were done in
June 2014 and continuing throughout August 2014. Ads regarding advance polls and voting day were
placed in the Focus on Tillsonburg page every two weeks up to Election Day and placed on the Town
website.
Despite staff's efforts residents commented that they were not informed of advance and voting day poll
locations. Staff is suggesting that an insert be added to the final tax bill and or hydro/water bill in the
fall of 2018 in order to reach every household in Tillsonburg. This will be an additional expense
however this process will hopefully alleviate any questions regarding polling locations.
Budget
The total estimated cost of the 2014 municipal election is $53,543.00. The cost is an estimate as there
are some invoices that have not yet been received such as for advertising in October and a few
incidentals.
3
CAO
Report Title:
Report No.:
Author:
Meeting Type:
Council Date:
Attachments:
RECOMMENDATION:
STAFF REPORT
FIRE & RESCUE SERVICES
#IVEGOTYOURBACK911
FRS 14-05
Jeff Smith, Fire Chief
COUNCIL MEETING
NOVEMBER 10, 2014
THAT Report FRS 14-09 #IVEGOTYOURBACK911 be received as information.
COMMENTS
On October 1st of this year, a grass roots initiative was started to bring awareness to the
important issue of First Responder Mental Health. Since April of this year, 25 First
Responders across Canada have committed suicide.
The original concept of this initiative was for First Responders to have their photo taken
with a sign or poster with the hash tag "#IVEGOTYOURBACK911" and post it to the group's
Facebook site.
Support of this initiative has been overwhelming and photos from across Canada have been
uploaded. The campaign now has a web site www.iveqotyourback911.com and has posted
information about the campaign as well as useful links and contact information to help
support the mental health of our emergency workers.
Both Tillsonburg Firefighters and Fire Communicators have taken photos and submitted
them to show our support of our fellow First Responders.
Wanting to make this awareness part of our culture and not just a fun group shot, decals
have now been placed on the apparatus to remind our firefighters each and every time they
get on the apparatus that their mental health is important and that support is available for
them each and every day. The blue text decals are small compared to the lettering on the
apparatus and are placed for the crews to see when boarding.
The same decal has been placed over the door at Fire Comm to serve as a reminder to the
dispatchers as well to remind our Communicators that support is available.
Title:
Report No.:
Author:
Meeting Type:
Council/ Committee
Date:
Attachments:
RECOMMENDATION
STAFF REPORT
PARKS AND RECREATION SERVICES
Town of Tillson burg Special Events Policy
PRS 14-39
Rick Cox, Director of Parks 8t Recreation
COUNCIL MEETING
NOVEMBER 10, 2014
• Special Events Policy
• SEP Schedule A: Special Events Manual
• Special Events Organizing Brochure
THAT Council receives Report PRS 14-39 -Town of Tillson burg Special Events Policy for
information;
AND THAT Council approve the Town of Tillson burg Special Events Policy;
AND THAT a by-law be brought forward for Council's consideration.
EXECUTIVE SUMMARY
The Town of Tillson burg hosts several special events through the year. In order to
provide event organizers and Town staff with a clear process to follow, a Policy and
Manual have been prepared. PRS staff assist event organizers through the process.
BACKGROUND
Events occurring in public spaces like Turtlefest, the Christmas Parade and the Agricultural
Fair are complicated to organize. They require Town resources like barricades, picnic
tables, and garbage cans to succeed. They often require Town officials like the CBO and
Fire Chief to approve various elements of the event like stages and fire safety, or the
issuing of vendors permits. They also may require approvals from other regulatory bodies
like the County, Oxford Public Health, the Ministry of Transport, etc.
In addition, events in public space need to have appropriate liability insurance in place
and provide indemnification for the Town.
The process can be confusing and onerous for event organizers and Town staff. In order
to try and facilitate an easier approval process and to make sure all of the required Town
approvals are in place in a timely manner, PRS staff have developed and tested a Special
Events Manual with the assistance of many other Town personnel.
The initial draft was provided to key event organizers in December 2013. At a meeting in
March 2014 organizers were asked to use the process for their upcoming event and
PRS 14-39-Town ofTillsonburg Special Events Policy.docx 1/2
\
i Special Event Manual
Town of Tillsonburg
Special Event Manual
Version 1.0-November 2014
Version l.OIPage 1 of22
\
Forms:
Appendix 1
Simple Event Fundraising Policy
Town of Tillson burg Equipment & Services Request
Special Event Application-SE-001-1
Site Plan-SE-002-1
Special Event Waiver-SE-003-1
Temporary Road Closure-SE-004-01
Organizer/Vendor Safety Requirements-SE-005-1
Tent Fire Safety Plan-SE-006-1
Application For Display Fireworks Permit-SE-007-1
Special Occasion Notice to Municipality-SE-008-1
Request for Municipal Significance Designation-SE-009-1
Pyrotechnics Approval-SE-010-1
Application for Mobile Food Premise License-SE-011-1
Application for Overnight Camping-SE-012-1
Noise Exemption-SE-013-1
Special Event Manual
Version 1.01Page 3 of22
Special Event Manual
The following examples include, but are not limited to the following organized endeavors:
• Sales offood, alcohol or merchandise -the Business Licensing By-law #3666 as amended will
apply for any sales taking place during a special event;
• Parades and processions;
• Marathons, walks, bicycle rides;
• Dancing, music;
• Dramatic productions, entertainment;
• Carnivals, festivals, bazaars;
The above are examples of activities that may not comply with the usual traffic regulations and
might obstruct impair or interfere with the normal flow of traffic; they may consist of exhibitions,
food concessions, amusement rides/devices, games or animal rides.
Exclusions
Private social gatherings such as garage sales, rummage sales, yard sales which will not use the Town
property other than for lawful parking are excluded in accordance with By-law #3666 as amended.
Event Organizer
Event Organizer is the person in charge of setting up/facilitating the special event.
The organizer is responsible for completion and submission of the following:
1. Completed Special Event Application Form (SE-001-1);
2. List of event participants;
3. Signed Special Event Waiver/Indemnification Form (SE-003-1)
4. Completed Facility Booking Contract (if required);
5. Certificate of Insurance;
6. Completed additional forms/applications as necessary;
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Special Event Manual
Events held on Private Property
Use of private property for events or activities may require obtaining special permits. Please contact the
Building Department and Fire Department at 519.842.9000 for more information.
Food and Beverage
1. No food or beverages may be sold or given away at a special event, unless approved by the
Oxford County Public Health and Emergency Services (OCPHES).
It is the responsibility of each event organizer to notify OCPHES by either calling 519.539.9800
extension 3520 or by fax at 519.539.6206.
It is also the responsibility of the organizer to provide a public health form to each vendor or
group who will be selling, preparing and/or serving food who then must return the form to
public health. All completed forms are to be received a minimum of 14 days prior to the event.
2. As an organizer of the event, it is recommended that you submit the Organizer/Vendor Safety
Requirements Form (SE-007-1) at least 60 days prior to the event.
3. Each food provider must submit a signed Organizer/Vendor Safety Requirements Form (SE-007-
1) to the Town of Tillson burg at least 14 days prior to the event.
Staff Compensation
The Town of Tillson burg may require personnel to ensure the safety of participants, reduce public
liability to the organizer as well as the Corporation of the Town of Tillsonburg and promote the success
ofthe event. Any extra costs incurred by the Town may be charged to the Organizer.
Electrical Power
Town of Tillsonburg may provide electrical power for events. Applicants may be charged based on
usage. The Applicants may also provide their own source of power according to their specific needs,
subject to Electrical Safety Agency (ESA) inspection.
Ontario Electrical Safety Code specifies that any electrical equipment installed in Ontario, temporarily or
otherwise, must be inspected by ESA. This includes all live performances, event productions, film and
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Special Event Manual
OTHER FORMS
• Request for Municipal Significance Designation SE-005
• Traffic Control Plan Form SE-006
• Application for Amusement License SE-012
• List of vendors, organized by category (ie. food, craft, etc.)
Permits and applications can be obtained online at www.tillsonburg.ca
Important Information
• The Corporation of the Town of Tillson burg is not responsible for any damages to persons or
property, or accidents resulting from the issuance of a Special Event Permit.
• A Special Event Permit can only be used on dates and times specified in the Permit and is not
transferrable.
• The Special Event Permit must be posted on site during the event.
• Depending on the nature and the size of the event, a security deposit may be required by the
Town ofTillsonburg.
• Town ofTillsonburg reserves the right to modify the requirements as deemed necessary and to
cancel, suspend or reschedule events.
• The Organizer ofthe event is fully responsible for ensuring that all aspects of the event comply
with all conditions, by-laws and requirements.
APPLICATION PROCESS
The Special Event Application Form (SE-001-1} must be returned completed and signed, with all
required documents attached.
Deadlines for Submission
1. Special Event Application (SE-001-1)
The application shall be submitted to the Town at least 60 days prior to the scheduled event in
order to be circulated to all pertinent departments for comments and approval before issuance
ofthe permit. Applications with lead time of less than 60 days may not be considered.
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Special Event Manual
INSURANCE
A Certificate of Insurance including General Liability specifying "Corporation ofthe Town ofTillsonburg"
as an Additional Insured and Cross Liability endorsement, Completed Products and Operations, Auto and
Non-owned Auto coverage must be provided by the organizers at least 14 days prior to the event.
Coverage shall include, but not be limited to, bodily injury, property damage, cross liability and
contractual liability.
The Town of Tillson burg might assist with insurance compliance through the corporate insurance for a
nominal fee.
Minimum insurance requirements:
BBQs and Sidewalk Events-copy of Certificate of Insurance and Waiver, listing the Town ofTillsonburg
as an additional insured
Simple Event-$2,000,000.00
Medium Event-$5,000,000.00
Large Event-to be determined based on requirements
If all vendors are included under one license, and the Certificate of Insurance is provided by the
organizer, the organizers assume the liability for all merchandise vendors participating in the event. As
best practice we recommend that vendors who hold their own liability insurance provide copy to
organizer, naming the Town of Tillsonburg as an additional insured in the policy.
Food providers and amusement ride providers, hot air balloon rides, helicopter or airplane rides and
glider rides must present a Certificate of Insurance to obtain a business license from the Town required
to participate in any event. Additional aircraft liability/aviation insurance will be required specific to the
activity, including bodily injury, death and third party property damage clause.
If alcohol is being served, the insurance must include Host Liquor Liability and this coverage must be
shown on the Certificate of Insurance.
The organizers are responsible for providing insurance coverage for the event volunteers.
The Corporation of the Town of Tillson burg reserves the right to modify or request additional
requirements based on each individual event application.
FEES
All applicable fees must be paid before a Special Event Permit will be issued.
Cheques are to be made payable to the Town of Tillson burg.
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\ ) Special Event Manual
Engineering Design
A tent or group of tents is required to be designed by a Professional Engineer where:
1. The tent is intended to be used as an Assembly Occupancy for gathering of persons;
2. Total area of the tent or group exceeds 225 square meters {2420 square feet);
3. Tent is designed to accommodate more than 30 persons consuming food or drink;
4. Tent contains bleachers;
A completed Building Permit Application is required, including the following information:
1. Site plan showing detailed location of all buildings and clearances to other buildings;
2. Construction details and specifications of tent materials, structure and anchoring;
3. Flame Resistance Rating (FRR) of fabrics used;
4. Sanitary requirements where applicable;
Fire & Rescue Services Requirements:
Mandatory Requirements
1. Cooking with fuel fired appliances, smoking, use of candles or any open flames are strictly
prohibited in any tents used by the public;
2. All vendors using tents must present proofthat the tent meets a recognized flame retardant
standard {NFPA 701, CAN/ULC S109) upon inspection;
3. Shavings, hay or straw may not be permitted within a tent used for assembly occupancy.
Sawdust and shavings may be approved if they are kept damp;
4. Absolutely no tent spikes are permitted to be put in the sidewalk or the road;
5. If a tent requires a fire alarm system under the Building Code, but does not have one:
Fire Code Section 2.93.2. {1) if a tent or air-supported structure does not have a fire alarm
system that conforms to the Building Code,
(a) It may have an approved fire alarm that does not conform to the Building Code where the
reliability and performance of the system will provide an adequate early warning level, or
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Special Event Manual
Parks & Recreation Resources
Tillsonburg Parks and Recreation Department may be able to assist event organizers with additional
resources for events, such as picnic tables, chairs, tables, portable bleachers, trash cans, and other
items. Fees may apply. For more information contact the Community Centre at 519.688.9011.
Accessibility
Every event held within the Town of Tillson burg shall give consideration to the Accessibility for
Ontarians with Disabilities Act (2005) to provide a barrier free access for visitors. Prominently placed and
signed accessible parking spaces, washrooms and spectator viewing areas are examples of this. The
signage directing to these areas should be prominently displayed at each event.
Signage
All sign age placed on Town property must be reviewed as part of the Special Event Application Form
(SE-001-1) and approved by the Town (by-law #3798 as amended).
The signs must be in accordance with the Sign By-law and the event organizer must notify the Building
Department if this type of promotion is to be used for the event in order to assure compliance.
Alcohol Policy
Special Occasion Permit (SOP) is needed any time alcohol is offered for sale or served anywhere other
than in a licensed establishment or a private place. Applications can be obtained through any LCBO
store.
Municipal Alcohol Policy (MAP), by-law #3565 as amended must be adhered to for any alcohol related
events in the Town ofTillsonburg. The Municipal Alcohol Policy can be obtained online at
www.tillsonburg.ca
Details regarding the proposed location, size and hours of operation must be submitted in a site plan by
the organizer of the event in addition to the Special Event Form.
Plans for erecting of tents or marquees for selling/consumption of alcohol must be approved by the
Building Department, Oxford County Public Health & Emergency Services and Fire & Rescue Services.
Details are available in Section 11 of Municipal Alcohol Policy reference Outdoor Events and Festivals.
Alcohol and Gaming Commission of Ontario regulations require that the licensed area must be
surrounded by fencing.
A detailed site plan and security plan for the licensed area must be submittedwithwritten,nptlfitation
at least 10 days prior to the event.
Version 1.0jPage 15 of22
Special Event Manual
O.P.P.
OPP will be notified of all special events to determine which police services are required and whether
security services are necessary. In the event that security is needed, the event organizer may be
required to hire additional security or pay duty OPP officers to assist the regular officers in
accommodating the expected crowds.
Security
For events with attendance greater than 1000 occupants we recommend there are trained Crowd
Managers* at a ratio of 1 per every 250 occupants. The staff shall be trained in crowd management
techniques, in the proper use of fire extinguishers and their duties in the event of fire, panic or other
emergencies.
All Crowd Managers must be equipped with a communication device such as two-way radio or cell
phone, and flashlight for events occurring after dark.
*Crowd Manager definition: 1) anticipate potential sources of danger in public gatherings, 2)
take steps to prevent trouble when and where possible, and 3) be prepared to respond to
trouble quickly and effectively when, and if, necessary.
Public Access
Public access tci parking lots, park walkways, playgrounds must be available at all times during the event.
Parking
An assessment of available parking should be made in advance ofthe event and arrangements made to
accommodate overflow parking if required.
Vehicles
Site plan application must include any vehicles that are to be left in park areas during event, subject to
Town approval.
Event organizer must ensure that vehicle access to parks is monitored and only through designated
points, allowing emergency vehicle entry at all times.
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Special Event Manual
Amusement and Rides
Amusement equipment such as merry-go-round, animal rides, bounce devices etcetera, require a license
from the TSSA. If amusements feature equipment requiring obtaining and disposing of large volume of
water, the Organizer must notify the Town at least 30 days in advance.
Hot Air Balloons & Helicopter Rides
Certificate of Insurance naming the "Corporation ofthe Town ofTillsonburg" as additional insured must
be submitted. Additional aircraft liability/aviation insurance will be required specific to the activity,
including bodily injury, death and third party property damage clause.
Event organizers are responsible for ensuring all pilots are licensed and in compliance with Federal
Aviation Standards.
Petting Zoo/ Animal Exhibit/Circus
All animals must be properly inoculated and all exhibits must comply with Oxford County Public Health
& Emergency Services {OCPHES).
A special approval is needed for any animal exhibit and compliance with Town ofTillsonburg by-law# as
amended. Details about the types of animals prohibited in Tillsonburg are available from By-law
Enforcement Officer at 519.842.9200.
Pets
It is a choice of the Event Organizer whether pets will be welcome at the event. Municipal By-Law# 3507
as amended, for Animal Care and Control will apply at all times.
Fireworks and Pyrotechnics
All use of fireworks/pyrotechnics must be in compliance with the Federal Explosives Act and the
Explosives Regulations and Town of Tillson burg by-law# as amended.
Application for Fireworks Permit must be submitted by the event organizer at least 21 days prior to the
event.
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Special Event Manual
Noise
Noise, amplified and non-amplified, associated with special events at public parks and facilities may be
regulated to ensure the success of the event while limiting the impact to residents.
By-Law# 3002 as amended
2.1 Public celebration -election -gathering-authorized
None of the provisions of this by-law shall apply to the use in a reasonable manner of any apparatus or
mechanism for the amplification of the human voice or of music or fireworks exhibition in a public park
or any other commodious space in connection with any public election meeting, public celebration or
other lawful gathering, with permission from the Inspector of the Oxford OPP.
2.2 Parade -band -authorized
None of the provisions of this by-law shall apply to any military or other band or of any parade operating
under permission obtained from the Inspector of the Oxford OPP.
Time limits: proposed 9am -12om
Exemption: Application for Noise Control By-Law Exemption must be submitted at least 45 days prior to
the event.
Garbage
The event organizer is responsible for all litter control, including regular removal of waste to maintain a
sanitary environment.
After the event, the organizer is responsible for all garbage collection, removal and for restoring the
Town property to its original condition within 24 hours of the event completion.
Removal of dumpsters cannot take place between the hours of ll:OOpm and 7:00am.
Damages
All Town parks and facilities must be protected from damages and vandalism. Town of Tillson burg staff
will provide direction to the event organizer regarding activities that may impact vulnerable areas.
The event organizer is responsible for any damages to Town property and facilities, and for staffing
required for clean up after the event (i.e. litter pickup).
Version l.OIPage 21 of22
Special Event Application Form
SE-001
Please print clearly and return the application to: RECEIVED:-------
ISSUED:-------
Name of Organization Type of Organization
Mailing Address (including postal code)
Main Contact Name Main Contact Phone # Business Phone#
Email Address Fax# Cell Phone#
Alternate Contact Name Alternate Contact Phone # Business Phone #
Email Address Fax# Cell Phone#
Event Name
Type of Event:
D Festival D Run/Walk/Marathon D Parade/Demonstration D Concert Performance
D Other (please specify)
Facility/Park Requested Area Requested
Event Date(s) Event Times Set Up & Take Down Set Up & Take Down
Date(s) Time(s}
Anticipated Attendance (including organizers, volunteers, participants and spectators)
0<50 D 50 -100 D 100-200 D 200-500 D 500 -1000 D 1000-2500 D 2500 -5000 D 5000-10,000
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Special Event Checklist
Special Event Application Form
SE-001
Please use this checklist to ensure all necessary documents are submitted with your application
Mandatory Forms (completed and signed):
D SE-001 Special Event Application Form-to be submitted at least 90 days prior to the event
D SE-002 Site Plan Form
D SE-003 Special Event Waiver/Indemnification Form
D Certificate of Insurance naming the Corporation of the Town of Tillson burg as additional insured-to
be submitted at least 14 days prior to the event
Additional Forms that may be required:
Form:
SE-004 Temporary Road Closure Application Form
SE-005 Organizer/Vendor Safety Requirements Form
SE-006 Tent Fire Safety Plan Form
SE-007 Application for Display Fireworks Permit Form
SE-008 Special Occasion Notice to Municipality Form
SE-009 Request for Municipal Significance Designation Form
SE-010 Pyrotechnics Approval Form
SE-011 Application for Mobile Food Premise License Form
SE-012 Application for Overnight Camping Form
SE-013 Application for Noise Control By-law Exemption Form
Health Unit Event Organizer Form
Special Event Food Vendor Form
List of event participants
Lottery License Application
Building Permit Application Form
Letter of Permission to use non-Town property
Locates for Utilities on Town property
ESA Electrical Inspection for Temporary Electrical Power Supply
TSSA Inspection for Amusement Devices, Operation of Appliances (i.e. BBQs)
List of Vendors
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Required? Submitted mm/dd/yy
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
DYes DNo _ _} _ _} --
Food/Beverage and Merchandising
Will food/beverages be prepared, served or sold at this event?
Special Event Application Form
SE-001
DYes DNo
Note: an Oxford County Health and Emergency Services Special Event Organizers Application must be submitted at
least 14 days prior to the event.
Application attached? DYes DNo
Will merchandise or services be sold at this event? DYes D No
Provide number or estimate of vendors attending this event:
Food/Beverage Vendors:
Merchandise Vendors:
Service vendors (no retail)
Alcohol
Please complete if alcohol will be available at your event
Will alcohol be served? DYes D No
Are you applying for a Special Occasion Permit from LCBO? DYes D No
If yes, have you completed the Special Occasion Permit (Town)? DYes D No
If yes, who is named on the permit? ____________ _
Are using a Catering Endorsement extension? DYes D No
Will alcohol be provided in a tent? DYes D No
Note: Tillson burg Municipal Alcohol Policy must be adhered to for alcohol-related events. The M.A.P can be obtained
online at www.tillsonburg.ca
1\1fl~~Uerl :Site]llan >and S~Cllrity plan for die :IJ.c~n$ed'ii!reci :mo~ltiesubmitted'wittl written i:r():tifj~~ion itlea$ti.O
di;~,~n6rtQ·the.event.
Waste/Recycling
Please provide a description of clean-up and garbage/recyclables removal during and after your event:
Number of Garbage Receptacles:
Number of Recycling Receptacles:
Number of Dumpsters (with lid):
Number of Roll-off Bins:
Number of Staff/Volunteers for litter collection after the event:
Note: It is the organizer's responsibility to make arrangements for waste collection within 24 hours after the event
completion.
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Additional Requirements
Will your event require a large volume of water supply/disposal?
Will your event require cooking oil disposal?
Promotion
Special Event Application Form
SE-001
DYes DNo
DYes DNo
Are you interested in being provided with information about Town ofTillsonburg partnership marketing programs to
promote your event via website and other publications? DYes D No
* Note: Posters/Signs are not permitted to be placed on hydro poles
71Pageof7
Special Event Waiver/Indemnification Form
Special Event Waiver/Indemnification Form
SE-003
BY SIGNING THIS DOCUMENT YOU WILL WAIVE CERTAIN LEGAL RIGHTS, INCLUDING THE RIGHT TO
SUE OR CLAIM COMPENSATION
In consideration ofthe Corporation of the Town ofTillsonburg (the "Town") issuing a permit for a Special
Even. the Applicant/Organizer of the approved Special Event (the "Applicant") hereby agrees. acknowledges
and covenants as follows:
1. the Town assumes no responsibility for any damage to, or loss of, any property or bodily injury or death of
the Applicant or any of its participants, volunteers, agents, vendors or contractors at or in connection with
the Special Event.
2. at all times the Applicant is conducting the Special Event at its own risk and assumes any and all
responsibility for the Special Event including, but not limited to, the actions, negligence and omissions of it
and its participants, agents, vendors, contractors, officers, directors and employees.
3. if the Special Event is located on property and/or using property owned, leased or possessed by the Town,
then such property is provided in an "as is" condition and the Applicant must satisfy itself as to the condition
of the property, fitness for the Applicant's purpose and fitness for the Applicant's use of the property. At no
time does the Town provide any warranty, representation or covenant as to the status, condition, fitness for
use, fitness for purpose or use of the Property.
4. that the Town provides no warranty, covenant or representation as to the safety, health or welfare of the
Applicant or any of the Applicant's participants, volunteers, agents, employees, vendors or contractors at or
in connection with the Special Event and/or property owned, leased or occupied by the Town.
5. to indemnify the Town (and its elected officials, employees, officers and agents) for any and all liability,
costs (including but not limited to legal costs), out of pocket expenses, damages, injuries and losses of any
king whatsoever and howsoever arising in any way whether in tort, by statute, equity, law, negligence,
contract, breach of warranty, intentional actions of the Applicant (or its employees, contractors, agents,
officers, participants, volunteers, and directors) in any manner at or in connection with the Special Event.
6. that none of the obligations, rights or authorities contracted for herein and/or the Special Event Permit
may be transferred to any other person(s) or entity(s) whatsoever without the expressed written consent of
the Town.
7. that the Town is committed to providing a healthy and safe work environment for the Town's employees
and for the Town's contractors. The Applicant (and its contactors, exhibitors, vendors, agents, participants
and employees) shall abide by the Occupational Health and Safety Act and Regulations of such act and any
work guidelines provided by the Town or any other Authority and agree that the Town's employees may
intervene at any time to insure adherence to such statutes, regulations and guidelines. The Applicant further
acknowledges that if an infraction or any statute or Regulation or guideline is not brought to the attention of
the Applicant does not constitute a waiver or such infraction.
8. to indemnify, defend and hold harmless the Town, its elected officials, employees, officers and agents
(collectively the "Indemnified Parties") from any and all actions, demands, proceedings, liabilities,
obligations, judgments, administrative fines, claims, awards or other losses or expenses of any kind any of the
Indemnified Parties may receive or incur (with legal counsel reasonably acceptable to the Town) for bodily
Organization/Business/Charity:
Applicant Name:
Address:
City:
After Hour Contact Name:
NAME OF EVENT:
Activity Type (i.e. BB~ Boot Drive):
Activity Location:
Date(s) of Event:
Width of sidewalk occupied:
Number of Parking Spaces required
Start Time:
Email:
Phone#:
Temporary Road Closure Application
SE-004
RECEIVED:-------
Postal Code:
Phone#:
End Time:
Length of sidewalk occupied:
Number of Barricades required
Please provide a map outlining location of event on Town roadways.
Please include the following information:
-All streets which will be closed or otherwise impacted
-Traffic routing and control tools (cones, barricades etc,)
For best results, we recommend you use Google maps application to show the traffic information:
https://maps.google.ca/
Authorized Signature of Applicant: Date:
I have the authority to sign this form on behalf ofthe above organization.
The following terms and conditions must also be met by the applicant;
Road Works Manager/Designate Signature Date:
Approval Granted Signature Date:
Fire Watch Requirements
Organizer/Vendor Safety Requirement Form
SE-005
In case that the tent requires, but does not have a fire alarm system under the Building Code, a fire
watch person must be assigned. To determine if your tent requires a fire alarm system, please contact
the Tillsonburg Building Department. For information on how to perform fire watch visit: ~c~,~~'Ji"~j;,
Tent Fire Safety Requirements
• Cooking with fuel fired appliances, smoking, use of candles or other open flames is strictly
prohibited in any tent used by the public, i.e. weddings.
• An area of at least 3 meters (9') surrounding the tent must be kept clear of all materials and
vegetation that will support and allow fire suppression.
Other Fire Safety Provisions
• Open air burning is prohibited without approved burn permits. Contact Tillsonburg Fire and
Rescue Services to obtain a permit.
• Fireworks displays must be in compliance with the Fireworks By-law #3510 as amended and
federal legislation. Contact Tillson burg Fire and Rescue Services to obtain approval.
Technical Standards & Safety Authority Requirements
Organizers must be in compliance with the TSSA requirements for operation of rides and amusement
devices, appliances and fuel requirement. Visit www.tssa.ca for more information.
Electrical Safety Authority Code Requirements
Under the provisions of Ontario Electrical Safety Code, any electrical equipment installed in Ontario,
temporarily or otherwise, must have an application for inspection. This includes event productions, film,
television or live performances.
An application for electrical inspection must be filed at least 48 hours prior to the production set-up. To
schedule an inspection, visit esa.cambridge@electricalsafety.on.ca or call Customer Service at 877-372-
7233.
21Page
Tent Fire Safety Plan Form
SE-006
RECEIVED:-------
Tent Fire Safety Plan Form
All tents occupancy designated tents that require Fire Safety Plan per Ontario Fire Code, will require a
Fire Safety Plan.
A copy of the approved Tent Fire Safety Plan must be posted in a visible spot near entrances.
Event Location:
Property Owner:
Address:
Street Address
City Province Postal Code
Telephone:
Do you have a Letter of Permission (for locations on private property) DYes DNo
Tent Supplier:
Address:
Street Address
City Province Postal Code
Telephone:
Tent Size: ___ _ Installation Date:------Removal Date: _____ _
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Tent Fire Safety Site Plan Form
3IPage
Tent Fire Safety Plan Form
SE-006
PERMISSION OF LOCAL AUTHORITY WITH JURISDICTION
Name( print):
Tillsonburg Fire & Rescue Services
Concession St W, Tillson burg, ON N4G
Tel: 519-842-9200
1. Letter of Insurance attached
2. Site Plan attached
3. Event description attached
4. Additional Comments or Requirements included in this form
5. Traffic Control Plan
6. Attendance Estimate
Application for Display Fireworks Permit
SE-007
Title:
Extension:
DYes DNo DN/A
DYes DNo DN/A
DYes DNo DN/A
DYes DNo
DYes DNo
This event is approved by the Chief Fire Official or designate: DYES DNO
Signature: Date:
Event Location:
Event Date(s):
Description of Event:
Insuring Agency:
Email: Phone: Fax:
On-site storage of fireworks:
Fire Prevention and Life Safety Plan:
Note: please include all Fire Prevention measures, including fire extinguishers, patrols, protective equipment, etc., at the event location
Requirements set out by Chief Fire Official or designate:
Please add pages if required
Special Occasion Permit Notice to Municipality
Special Occasion Notice to Municipality
SE-008
RECEIVED:-------
This form will serve as notice to the Corporation of the Town of Tillson burg that the organizer is applying
for a Special Occasion Permit through the Alcohol and Gaming Corporation of Ontario (AGCO).
This form will be circulated to the Clerk's Office, Building Department and Fire and Rescue Services in
order to identify additional requirements.
Please complete and sign. If completing electronically, please print and sign.
In consideration of the Corporation of the Town of Tillson burg to hold an event licensed for the sale of
alcohol, it is hereby agreed and acknowledged that:
1. I have received and reviewed a copy of the Municipal Alcohol Policy
2. I have read and understood the guidelines of said policy
3. I personally, and my organization, agree to adhere to the conditions of this Policy and the AGCO
as listed on the Special Occasion Permit
Date of the Event:
Location of the Event:
Name of Organizer:
Name of License Holder:
Mailing Address:
Street Address
City Province Postal Code
Telephone: ________ Email: ________ _
Applicant Signature: ___________ _ Date: _____ _
Pyrotechnic Special Event Approval Form
Name:
Pyrotechnics Special Event Approval Form
SE-010
RECEIVED:-------
ISSUED:-------
Telephone: Fax:-------------
Email:
Pyrotechnician's Certificate#:
Expiry Date: Class: ____________ _
Company:
Address:
Email:
Telephone: Fax: ____________ ___
Sponsoring Organization (if applicable): ------------------
Address:
PERMISSION OF LOCAL AUTHORITY WITH JURISDICTION
Name( print): Title: __________ _
Tillsonburg Fire & Rescue Services
Concession St W, Tillson burg, ON N4G
Tel: 519-842-9200
Extension: _________ _
1. Pyro Effects Plan or Letter of Intent Accepted DYes DNo D Not Provided
2. Approval Granted to Disconnect Smoke Sensors DYes DNo DN/A
3. EDU Member/Consultant Present for Film Shoots DYes DNo DN/A
4. Letter from venue's owner or agent granting permission DYes DNo D Not Approved
5. Additional Comments or Requirements included in this form DYes DNo
This event is approved by the Chief Fire Official or designate: DYES DNO
Signature:-------------------Date: _______________ __
200 Broadway, 2nd Floor, Suite 204
Tillsonburg, ON N4G 5A7
Tel. 519-842-9200
Fax 519-842-9431
Application for Mobile Food Premise License
SE-011
APPLICATION FOR MOBILE FOOD PREMISE LICENSE
Applicant Name:
Address:
Telephone:
Email:
Product(s) Selling :
D Proof of Identification D Certificate of Insurance
Name of Event: Vendor Location: _______ _
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D Municipal By-Law Enforcement Officer
Signature:------------
D Building Inspector (Permanent locations only)
Signature: ___________ _
Hydro Inspector (Permanent locations only)
Signature:-------------
Application for Mobile Food Premise License
SE-011
Date:------------
Date:------------
Date:------------
The above Food Vendor has completed all required inspections
YES ___ _ NO ___ _
DECLARATION
l, ____________________ of ____________ ___
solemnly declare that all statements made in this application are true and I believe them to be true.
Applicant Signature:-------------Date: _________ _
3IPage
Application for Noise Control By-Law Exemption
Noise Exemption Form
SE-013
RECEIVED:-------
ISSUED:-------
The undersigned Applicant hereby requests that the Town of Tillson burg Council consider this application for an
exemption from provisions contained in the Town of Tillson burg Noise Control By-Law #3002 as amended.
The undersigned certifies the information provided herein, on which this application is based, to be true. The
undersigned also certifies that the owner is aware of this exemption request.
Name of Applicant
Mailing Address (including postal code)
Email Address Fax# Cell Phone#
Name of Owner(s)
Email Address Fax# Cell Phone#
Mailing Address (including postal code)
Event Name & Location
Description of anticipated noise and the source(s) of the noise:
Time(s) noise anticipated: Date(s) for which the exemption is requested:
Explanation why the existing by-law cannot be adhered to:
Signature of Applicant: Date:
Application must be received by the Town at least 30 days prior to the event. Fee of$ payable by cash or cheque at the time of application.
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3859
A BY-LAW to adopt the Town ofTillsonburg Special Events Policy.
WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall
adopt and maintain policies with respect to the manner in which the municipality will
try to ensure that it is accountable to the public for its actions, and the manner in
which the municipality will try to ensure that its actions are transparent to the public.
WHEREAS the Council of the Corporation of the Town ofTillsonburg is desirous of
adopting the Special Events Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Town of Tillsonburg Special Events Policy attached hereto as "Schedule
A" is hereby adopted and forms part of this by-law.
2. AND THAT this by-law comes into force and effect upon passing.
Read a First and Second Time this 10 day of November, 2014.
Read a Third and Final Time and passed this 10 day of November, 2014.
Mayor -Dave Beres
Clerk -Donna Wilson
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
SPECIAL EVENT POLICY
APPROVAL DATE: REVISION DATE: Page 2 of3
SCHEDULES
provide final approvals providing they meet the criteria contained in the
Town of Tillson burg Special Event Manual.
Administrative changes to the Manual will be at the discretion of the CAO
and Senior Management.
F. Policy
The intent of the policy is:
• To promote the Town of Tillson burg as a premier place to hold special
events.
• To facilitate advance planning for special events.
• To facilitate the administration of special events.
• To provide standard information that allows special event organizers to
achieve their goals.
• To assist event organizers in planning safe and successful events which
create minimal impact on the community.
• To ensure that good risk management procedures are in place and that
all appropriate insurance requirements are met.
• To coordinate the approval and communication process required for
special events.
• To ensure proper notification to affected departments (Fire, EMS, Roads,
Health, Building and By-law, Parks & Recreation Services, Clerk's
(licensing) and O.P.P.)
STAFF REPORT
PARKS AND RECREATION SERVICES
Title: F.A.R.E Program Update to Sept 30/2014
Report No.: PRS 14-36
Author: Janet McCurdy, Recreation & Programs Manager
Meeting Type: COUNCIL MEETING
Council/ Committee
Date: NOVEMBER 10, 2014
Attachments:
RECOMMENDATION
THAT Council receives Report PRS 14-36 -F.A.R.E Program Update to Sept 30/2014 for
information.
EXECUTIVE SUMMARY
The Town of Tillsonburg -Parks and Recreation Department in partnership with United
Way Oxford have provided a Recreation Fee Subsidy Program to Oxford County residents
who are in financial need. Recreation Fee Subsidy enhances access to recreation and is
available for admissions and program registration for Town of Tillson burg programs.
BACKGROUND
To be eligible for assistance, applicants must be:
• Residents of Oxford County; and
• Have a total household income below the Stats Canada Low-Income Cut off's (LICO's).
Proof of financial status must be provided.
Once a client has been approved for the program, each family member will receive a
$150.00 credit on their account to use when registering for any recreational activity
provided by the Parks and Recreation Services.
In addition, approved applicants received a Skate/Swim Indoor Pool and Lake Lisgar
Waterpark Membership to attend any age appropriate swim and skate.
Bl e ow 1s a summary o f h t e program statistics as o f 0 20 Sept. 3 , 14:
Families Approved 34 Health Club Memberships/Passes 8
Individuals Recorded 100 Aqua Fit Passes 6
Families Waitlisted 18 Specialized Fitness Programs 1
Aquatic Lessons Registered 43 Attendance to Community Swims 92
Youth Programs-Karate, Dance 24 Attendance to LLWP 333
Summer Camp Program 10
PRS 14-36-FARE Program Update.docx 112
From: Joe Tiemay
Date: 10/30/2014 8:51:56 AM
To: Joe Tiemay
Subject: Ontario Good Roads Association -Nominations to the Board of Directors
Heads and Members of Council
The Ontario Good Roads Association is now accepting nominations to the 2015/16 Board of
Directors. Please see the attached document for details on eligibility and the nomination
procedure.
Municipal Clerk:
Please place this item on your next Council agenda.
Thank you
J. W. Tiernay
Executive Director
22-1525 Cornwall Road,
Oakville, Ontario L6J 082
Business: 289-291-0GRA (6472) Ext. 37
Fax: 289-291-6477
Cell: 416-270-3180
SI"EClAL PRlCE
Rl::Gr:S'i'ER NOW FOR: ON!. Y $199
GE
REGISTER NOW!
www.ogra.org (lflim
October 28, 2014
To the Head & Members of Council:
Pursuant to Policy B-008 of the Ontario Good Roads Association, the Nominating
Committee shall report to the Annual Conference its nominations for 12 directors.
The following members of the Board will automatically serve on the 2015-2016
Board of Directors in the following capacity:
President Rick Champagne, Councillor, Municipality of East
Ferris
1st Vice-President Robert Burlie, Manager, Road Operations, City of
Toronto
Immediate Past President Tom Bateman, P. Eng., County Engineer, County of
Essex
Those nominated by the Nominating Committee shall be selected from OGRA's
municipal membership pursuant to the requirements for geographic
representation contained in Section 12 of the Constitution, and so far as possible
meeting the criteria established in Policy B-008. A full copy of the Constitution
can be viewed on the OGRA web-site:
http://www.ogra.org/AboutOGRA/Constitution.aspx
The following incumbent Directors have put their name forward wishing to
continue to represent their respective Zones:
North (3 to be elected)
Luc Duval,
Director of Public Works & Engineering
City of Timmins
Southwest (2 to be elected)
Chris Traini,
County Engineer
County of Middlesex
South Central (3 to be elected)
Ken Lauppe,
Manager, Road Operations -East,
City of Brampton
Rick Harms,
Project Engineer
City of Thunder Bay
The Nominating Committee will meet in November to recommend a slate of
Directors to the membership. The members of the Committee are:
Chair:
Members:
Joanne Vanderheyden, Immediate Past President
Luc Duval, OGRA Director
Alan Korell, OGRA Past President
Terry McKay, OGRA Director
Duncan McKinlay, OGRA Director
Any questions regarding the Nomination process or serving on the Board of
Directors can be directed to the undersigned at joe@ogra.org.
Yours truly,
J. W. Tiernay,
Executive Director
c: Joanne Vanderheyden, Chair, Nominating Committee
THE CORPORATION OF THE TOWN OF TILLSON BURG
BY-LAW NUMBER 3857
A BY-LAW to dedicate certain reserves owned by the Corporation of the Town of
Tillson burg as parts of public highways in the Town ofTillsonburg.
WHEREAS The Municipal Act, S.O. 2001 c. 25, Sections 26 and 31, authorizes
municipalities to pass by-laws for establishing highways for public highway purposes;
and
WHEREAS the Corporation of the Town of Tillsonburg is the owner of a certain
reserve abutting public highways as listed in Column 1 as shown on Registered
Plan in Column 2 of Schedule "A" attached hereto;
AND WHEREAS it is necessary to dedicate a public highway over the said
reserve listed in Schedule "A";
THEREFORE the Council of the Town of Tillson burg enacts as follows:
1. That each reserve as listed in Column 1 of Schedule "A" attached hereto shall be
dedicated and established as part of the public highway listed opposite under
Column 3.
2. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, and
shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 10th DAY OF NOVEMBER, 2014.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF
NOVEMBER, 2014.
Mayor -Dave Beres
Town Clerk -Donna Wilson
The Corporation of the Town of Tillson burg
1. Call to Order
2. Adoption of Agenda
Moved By:
Proposed Resolution #1
AGENDA
Seconded By:
COUNCIL MEETING
Monday, June 22, 2015
6:00PM
Council Chambers
200 Broadway, 2nd Floor
THAT the Agenda as prepared for the Council meeting of Monday, June 22, 2015, be
adopted.
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the Meeting of June 11, 2015
June 11, 2015 Council Minutes
Moved By: Seconded By:
Proposed Resolution #2
THAT the Minutes of the Council Meeting of June 11, 2015, be approved.
6. Delegations and Presentations
6.1. Minor Variance Application Request for Equipment Shed at Soccer Park
Soccer Club Delegation Request
Council Meeting -Agenda
9.2. Development and Communication Services
9.2.1. Report DCS 15-27 Community Improvement Plan Application -137 Rolph St
Report DCS 15-27 Community Improvement Plan Application 137 Rolph St
Application-137 Rolph St
Moved By: Seconded By:
Proposed Resolution #6
THAT Council receive Report DCS 15-27 Community Improvement Plan
Application -137 Rolph St;
- 3 -
AND THAT the Community Improvement Plan Application for the 137 Rolph St
property be approved including rebates for applicable building permit fees;
AND THAT a By-law be brought forward to authorize the rebate for Council
consideration.
9.2.2. Report DCS 15-25 Airport Hangar Land Lease
Report DCS 15-25 Airport Hangar Land Lease
Lease Agreement
Moved By: Seconded By:
Proposed Resolution #7
"THAT Council receive Report DCS 15-25 Airport Hangar Land Lease;
AND THAT the Mayor and Clerk be authorized to enter into a lease agreement
with Jeff Miller for the construction of a 4,096 square foot hangar at the
Tillson burg Regional Airport for a twenty (20) year term expiring on December
31, 2035 subject to the terms and conditions contained within the lease
agreement."
9.3. Finance
9.3.1. FIN 15-28 RFP Results-Legal Services
FIN 15-28 RFP Results -Legal Services
Council Meeting -Agenda
9.5. Recreation, Culture & Park Services
9.5.1. PRS 15-27 Green Energy Act Reporting 2015
PRS 15-27 Green Energy Act Reporting 2015
Briefing Note
Memorandum
Moved By: Seconded By:
Proposed Resolution #11
- 5 -
THAT Council receives Report PRS 15-27 Green Energy Act Reporting 2015 for
information;
AND THAT The Town of Tillsonburg sole-source contract with I. B. Storey Inc. to
conduct a Detailed Engineering Study of the Tillsonburg Community Centre
subject to approval of a 100% IE SO funding grant application;
AND THAT Council approves submission of the Energy Consumption and GHG
Emissions report for 2013 to the Province to meet legislated reporting
requirements.
9.5.2. RCP 15-28 Children's Recreation Program Fee Subsidy Contract 2015-2018
RCP 15-28 Children's Recreation Program Fee Subsidy Contract 2015-2018
Service Contract
Moved By: Seconded By:
Proposed Resolution #12
THAT Council receives Report RCP 15-28 Children's Recreation Program Fee
Subsidy Contract 2015-2018;
AND THAT the Town of Tillsonburg enters a three-year agreement with the
County of Oxford to provide subsidized recreation programs;
AND THAT Council authorizes the Mayor and Clerk to sign the Service Contract.
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3858
A BY-LAW to authorize the Mayor and Clerk to enter into an agreement between The
Corporation of the Town of Tillson burg and Her Majesty the Queen in Right of Ontario.
WHEREAS The Town of Tillson burg is desirous of entering into a R.I.D.E. Grant Program
Agreement with the Ministry of Community Safety and Correctional Services for the
purpose of offsetting sworn officers' costs in providing R.I. D. E. programs currently
conducted by the OPP Oxford (Tillsonburg) branch.
THEREFORE the Council of the Town of Tillson burg enacts as follows:
1. THAT the Agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the agreement between
The Corporation of the Town of Tillson burg and Her Majesty the Queen in Right of
Ontario for a R.I.D.E. Grant Program.
READ A FIRST AND SECOND TIME THIS 10th DAY OF November, 2014.
READ A THIRD AND FINAL TIME AND PASSED THIS lOtto DAY OF November, 2014.
Mayor -Dave Beres
Town Clerk -Donna Wilson
THE AGREEMENT effective as of the tst day of April, 2014
BETWEEN:
BACKGROUND:
HER MAJES'IY THE QUEEN IN RIGHT OF ONTARIO
as represented by the Minister of Community Safety and
Correctional Services
(the "Province")
-and-
Town ofTillsonburg
(the "Recipient")
A. The Recipient carries out a program of traffic stop sobriety checks in its jurisdiction as
part of a program to "Reduce Impaired Driving Everywhere" ("R.I.D.E.");
AND WHEREAS:
B. The Province has established the R.I.D.E. grant program to provide Funds to assist
municipal police services, Ontario Provincial Police (OPP) municipal contract
locations and First Nations police services in offsetting their staff costs for
implementing R.I.D.E. programs of sobriety checks in their jurisdictions;
C. The Recipient is a municipal police service board or a municipality in a municipality
that has established a municipal police service or whose council has entered into an
agreement under s. to of the Police Service Act for the provision of police services by
the Ontario Provincial Police (OPP); or (ii) it is a First Nation police services board or
a First Nation band council in a First Nation community that has established a First
Nation police service pursuant to a policing services agreement between Canada, the
Ministry, the Recipient and the Board;
D. The Recipient has, by written application, requested funding for overtime and paid
duty in pursuance of the R.l.D.E. grant program (the "Project");
E. The application for Funds submitted by the Recipient has been approved, in whole or
in part, by the Province and is attached to the Agreement as Schedule E -2014-2015
R.I.D.E. Grant Application (the "Application");
F. The Province funds projects similar to the Project.
G. The Recipient has applied to the Province for funds to assist the Recipient to carry out
the Project and the Province wishes to provide such funds.
Page 3 of21
Agreement.
"Indemnified Parties" means Her Majesty the Queen in right of Ontario, Her
ministers, agents, appointees and employees.
"Maximum Funds" means $8,91.3.00.
"Notice" means any communication given or required to be given pursuant to the
Agreement.
"Notice Period" means the period of time within which the Recipient is required
to remedy an Event of Default, and includes any such period or periods of time by
which the Province considers it reasonable to extend that time.
"Parties" means the Province and the Recipient.
"Party" means either the Province or the Recipient.
"Project" means the undertaking described in Schedule "E".
"Reports" means the reports described in Schedules "B", C" and D".
"Timelines" means the Project schedule set out in Schedule "A".
ARTICLE2.
REPRESENTATIONS, WARRANTIES AND COVENANTS
2.1 General. The Recipient represents, warrants and covenants that:
(a) it is, and shall continue to be for the term of the Agreement, a validly
existing legal entity with full power to fulfill its obligations under the
Agreement;
(b) it has, and shall continue to have for the term of the Agreement, the
experience and expertise necessary to carey out the Project;
(c) it is in compliance with an federal and provincial laws and regulations, all
municipal by-laws, and any other orders, rules and by-laws related to any
aspect of the Project, the Funds or both;
(d) unless otherwise provided for in the Agreement, any information the
Recipient provided to the Province in support of its request for funds
(including information relating to any eligibility requirements) was true
and complete at the time the Recipient provided it and shall continue to be
true and complete for the term of the Agreement.
2.2 Execution of Agreement. The Recipient represents and warrants that:
Page 5 of 21
(b) provide the Funds to the Recipient in accordance with the payment plan
attached to the Agreement as Schedule "A"; and
(c) deposit the Funds into an account designated by the Recipient provided
that the account:
(i) resides at a Canadian financial institution; and
(ii) is in the name of the Recipient.
4.2 Limitation on Payment of Funds. Despite section 4.1:
(a) the Province is not obligated to provide any Funds to the Recipient until
the Recipient provides the insurance certificate or other proof as the
Province may request pursuant to section n.2;
(b) the ProVince is not obligated to provide instalments ofFunds until it is
satisfied with the progress of the Project;
(c) the Province may adjust the amount of Funds it provides to the Recipient
in any Funding Year based upon the Province's assessment of the
information provided by the Recipient pursuant to section 7.1; and
(d) if, pursuant to the Financial Administration Act (Ontario), the Province
does not receive the necessary appropriation from the Ontario Legislature
for payment under the Agreement, the Province is not obligated to make
any such payment, and, as a consequence, the Province may:
(i) reduce the amount of the Funds and, in consultation with the
Recipient, change the Project; or
(ii) terminate the Agreement pursuant to section IJ.L
4·3 Use of Funds and Project. The Recipient shall:
(a) carry out the Project in accordance with the terms and conditions of the
Agreement;
(b) use the Funds only for the purpose of carrying out the Project; and
(c) spend the Funds only in accordance with the Budget.
4-4 No Changes. The Recipient shall not make any changes to the Project, the
Timelines, or the Budget without the prior written consent of the Province.
4·5 Interest Bearing Account. If the Province provides Funds to the Recipient prior
to the Recipient's immediate need for the Funds, the Recipient shall place the
Funds in a separate interest bearing account in the name of the Recipient at a
Canadian financial institution.
4.6 Interest. If the Recipient earns any interest on the Funds, the Province may:
Page 7 of21
ARTICLE7
REPORTING, ACCOUNTING AND REVIEW
7.1 Preparation and Submission. The Recipient shall:
(a) submit to the Province at the address provided in section 18.1, all Reports in
accordance with the timelines and content requirements set out in
Schedule "D", or in a form as specified by the Province from time to time;
(b) submit to the Province at the address provided in section 18.1, any other
reports as may be requested by the Province in accordance with the
timelines and content requirements specified by the Province;
(c) ensure that all Reports and other reports are completed to the satisfaction
of the Province; and
(d) ensure that all Reports and other reports are signed on behalf of the
Recipient by an authorized signing officer.
7.2 Record Maintenance. The Recipient shall keep and maintain:
(a) all financial records (including invoices) relating to the Funds or otherwise
to the Project in a manner consistent with generally accepted accounting
principles; and
(b) all non-financial documents and records relating to the Funds or otherwise
to the Project.
7·3 Inspection. The Province, its authorized representatives or an independent
auditor identified by the Province may, at its own expense, upon twenty-four
hours' Notice to the Recipient and during normal business hours, enter upon the
Recipient's premises to review the progress of the Project and the Recipient's
allocation and expenditure of the Funds and, for these purposes, the Province, its
authorized representatives or an independent auditor identified by the Province
may take one or more of the following actions:
(a) inspect and copy the records and documents referred to in section 7.2;
(b) remove any copies made pursuant to section 7.3(a) from the Recipient's
premises; and
(c) conduct an audit or investigation of the Recipient in respect of the
expenditure of the Funds, the Project, or both.
7·4 Disclosure. To assist in respect of the rights set out in section 7·3· the Recipient
shall disclose any information requested by the Province, its authorized
representatives or an independent auditor identified by the Province, and shall do
so in the form requested by the Province, its authorized representatives or an
independent auditor identified by the Province, as the case may be.
Page 9 of21
property damage, to an inclusive limit of not less than five million dollars
(Sj,ooo,ooo) per occurrence. The policy shall include the following:
(a) the Indemnified Parties as additional insureds with respect to liability
arising in the course of performance of the Recipient's obligations under, or
otherwise in connection with, the Agreement;
(b) a cross-liability clause;
(c) contractual liability coverage; and
(d) a 30 day written notice of cancellation, termination or material change.
n.2 Proof of Insuratice. The Recipient shall provide the Province with certificates of
insurance, or other proof as may be requested by the Province, that confirms the
insurance coverage as provided for in section ILl. Upon the request of the
Province, the Recipient shall make available to the Province a copy of each
insurance policy.
ARTICLE 12.
TERMINATION ON NOTICE
12.1 Terminatiop. on Notice. The Province may terminate the Agreement at any time
upon giving at least 30 days Notice to the Recipient.
12.2 ConsequencesofTermination on Notice by the Province. If the Province
terminates the Agreement pursuant to section 12..1, the Province may take one or
more of the following actions:
(a)
(b)
(c~
cancel all further instalments of Funds;
demand the repayment of any Funds remaining in the possession or under
the control of the Recipient; and
determine the reasonable costs for the Recipient to wind down the Project,
and do either or both of the following:
(i) permit the Recipient to offset the costs determined pursuant to section
12.2( c), against the amount owing pursuant to section 12..2(b ); and
(ii) subject to section 4-7, provide Funds to the Recipient to cover the costs
determined pursuant to section 12.2(c).
ARTICLE13
TERMINATION WHERE NO APPROPRIATION
13.1 Termination Where No Appropriation. If, as provided for in section 4.2(d), the
Province does not receive the necessary appropriation from the Ontario
Legislature for any payment the Province is to make pursuant to the Agreement,
Page 11 of21
14.2 Consequences of Events of Default and Corrective Action. If an Event of
Default occurs, the Province may, at any time, take one or more of the fOllowing
actions:
(a) initiate any action the Province considers necessary in order to facilitate
the successful continuation or completion of the Project;
(b) provide the Recipient with an opportunity to remedy the Event of Default;
(c) suspend the payment of Funds for such period as the Province determines
appropriate;
(d) reduce the amount of the Funds;
(e) cancel all further instalments ofFunds;
(f) demand the repayment of any Funds remaining in the possession or under
the control of the Recipient;
(g) demand the repayment of an amourit equal to any Funds the Recipient
used, but did not use in accordance with the Agreement;
(h) demand the repayment of an amount equal to any Funds the Province
provided to the Recipient; and
(i) terminate the Agreement at any time, including immediately, upon giving
Notice to the Recipient.
14.3 Opportunity to Remedy. If, in accordance with section 14.2(b), the Province
provides the Recipient with an opportunity to remedy the Event of Default, the
Province shall provide Notice to the Recipient of.
(a) the particulars of the Event of Default; and
(b) the Notice Period.
14.4 Recipient not Remedying. If the Province has provided the Recipient with an
opportunity to remedy the Event of Default pursuant to section 14.2(b), and:
(a) the Recipient does not remedy the Event of Default within the Notice
Period;
(b) it becomes apparent to the Province that the Recipient cannot completely
remedy the Event of Default within the Notice Period; or
(c) the Recipient is not proceeding to remedy the Event of Default in a way
that is satisfactory to the Province,
the Province may extend the Notice Period, or initiate any one or more of the
actions provided for in sections 14-2(a), (c), (d), (e), (f), (g), (h) and (i).
Page 13 of21
owing by the Recipient at the then current interest rate charged by the Province of
Ontario on accounts receivable.
17.4 Payment of Money to Province. The Recipient shall pay any money owing to
the Province by cheque payable to the "Ontario Minister of Finance" and delivered
to the Province at the address provided in section 18.1.
ARTICLE18
NOTICE
18.1 Notice in Writing and Addressed. Notice shall be in writing and shall be
delivered by email, postage-prepaid mail, personal delivery or fax, and shall be
addressed to the Province and the Recipient respectively as set out below, or as
either Party later designates to the other by Notice:
To the Province:
Ministry of Community Safety
and Correctional Services
External Relations Branch
Program Development Section
25 Grosvenor Street, u.th Floor
Toronto ON M7A 2H3
Attention:
Yokolwasaki
Community Safety Analyst
Email: Yoko.Iwasaki@ontario.ca
Fax: 4J.6-314-3092
Tel: 4J.6-314-3oBs
To the Recipient:
Town ofTillsonburg
90 Concession Street East
Tillsonburg ON N4G 4Z8
Attention:
His Worship David Beres
Mayor
Email:
Fax: 519-688-5149
Tel: 51()-688-654-o
18.2 Notice Given. Notice shall be deemed to have been received:
(a) in the case of postage-prepaid mail, seven days after a Party mails the
Notice; or
(b) in the case of email, personal delivery or fax, at the time the other Party
receives the Notice.
18.3 Postal Disruption. Despite section 18.2(a), in the event of a postal disruption:
(a) Notice by postage-prepaid mail shall not be deemed to be received; and
(b) the Party giving Notice shall provide Notice by email, personal delivery or
by fax.
Page 15 of21
ARTICLE24
GOVERNING LAW
24.1 Governing Law. The Agreement and the rights, obligations and relations of the
Parties shall be governed by and construed in accordance with the laws of the
Province of Ontario and the applicable federal laws of Canada. Any actions or
proceedings arising in connection with the Agreement shall be conducted in the
courts of Ontario, which shall have exclusive jurisdiction over such proceedings.
ARTICLE25
FURTHER ASSURANCES
25.1 Agreement into Effect. The Recipient shall provide such further assurances as
the Province may request from time to time with respect to any matter to which
the Agreement pertains, and shall otherwise do or cause to be done all acts or
things necessary to implement and carry into effect the terms and conditions of
the Agreement to their full extent.
ARTICLE26
JOINT AND SEVERAL LIABILITY
26.1 Joint and Several liability. Where the Recipient is comprised of more than one
entity, all such entities shall be jointly and severally liable to the Province for the
fulfillment of the obligations of the Recipient under the Agreement.
ARTICLE27
RIGHTS AND REMEDIES CUMULATIVE
27.1 Rights and Remedies Cumulative. The rights and remedies of the Province
under the Agreement are cumulative and are in addition to, and not in
substitution for, any of its rights and remedies provided by law or in equity.
ARTICLE28
BPSAA
28.1 BPSAA. For the purposes of clarity, if the Recipient is subject to the BPSAA and
there is a conflict between any of the requirements of the Agreement and the
requirements of the BPSAA, the BPSAA shall prevail.
ARTICLE:t9
ACKNOWLEDGEMENT OF OTHER LEGISLATION
29.1 Recipient Acknowledges. The Recipient acknowledges that by receiving Funds it
may become subject to legislation applicable to organizations that receive funding
from the Government of Ontario, including the BPSAA, the Public Sector Salary
Page 17 of21
Article J2, and Article 33·
ARTICLE33
ENTIRE AGREEMENT
33.1 Entire Agreement. The Agreement constitutes the entire agreement between the
Parties with respect to the subject matter contained in the Agreement and
supersedes all prior oral or written representations and agreements.
33.:! Modification of Agreement. The Agreement may only be amended by a written
agreement duly executed by the Parties.
THE PARTIES HAVE EXECUTED THE AGREEMENT on the dates set out below.
HER MAJES'IY THE QUEEN IN RIGHT OF ONTARIO as represented by the
Minister of Community Safety and Correctional Services
Name:
Title:
Oscar Mosquera
Manager, Program Development Section
External Relations Branch
Public Safety Division
Pursuant to Delegated Authority
Town ofTillsonburg
Name:
Title:
Name:
Title:
1/We have authority to bind the Recipient
Date
Date
Date
Page 19 of21
A.4 ACCOUNTING INFORMATION
The Recipient shall provide such financial information as may be required by the Ministry
from time to time. In addition, the Recipient shall provide the Ministry with an
accounting, in detail, of all expenses for which the Funds were used, by March 15, ao15.
A.5 STAFF OVERTIME AND PAID DUTY BILLING-FINAL REPORT
Staff costs include overtime or paid duty for street level enforcement activities in relation
to the program for which the Funds are provided. Staff will not include civilian or auxiliary
officers. For the Funds to reflect the amount of staff overtime or paid duty, a one-time
final billing will be submitted to the Ministry by March 15, ~o1;, on the form attached to
the Agreement as Schedule "C". This billing must be certified by a Municipal Oerk I
Treasurer or a senior representative of the Recipient's financial services who can verify the
accuracy of the claim. The billing will itemize dates worked, name and rank of officers,
rate of pay (basic hourly rate), number of overtime/paid duty hours worked, number of
hours paid and total hours used by the service for the period of April1, 2.014 to March 15,
:WI5•
A.6 STATISTICAL INFORMATION-ANNUAL STATISTICAL REPORT
The Recipient shall track and record key statistical information related to the program,
and provides an Annual Statistical Report to the Ministry by March 15, 2.015 on the form
attached to the Agreement as Schedule "D".
A.7 REPORT SUBMISSION AND TIMELINES
All Reports required pursuant to Article 7 and/or otherwise under this Agreement shall be
sent to the Ministry Contact at the address set out in section 18.1 above and according to
the following timelines.
Schedule B -Interim Financial Status Report December 5, 2.014
Schedule C -Final Report March 15, :z.o15
Schedule D -Annual Statistical Report
· Page 21 of 21
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NO. 3859
A BY-LAW to adopt the Town ofTillsonburg Special Events Policy.
WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall
adopt and maintain policies with respect to the manner in which the municipality will
try to ensure that it is accountable to the public for its actions, and the manner in
which the municipality will try to ensure that its actions are transparent to the public.
WHEREAS the Council of the Corporation of the Town ofTillsonburg is desirous of
adopting the Special Events Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Town of Tillsonburg Special Events Policy attached hereto as "Schedule
A" is hereby adopted and forms part of this by-law.
2. AND THAT this by-law comes into force and effect upon passing.
Read a First and Second Time this 10 day of November, 2014.
Read a Third and Final Time and passed this 10 day of November, 2014.
Mayor -Dave Beres
Clerk -Donna Wilson
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
SPECIAL EVENT POLICY
APPROVAL DATE: REVISION DATE: Page 2 of3
SCHEDULES
provide final approvals providing they meet the criteria contained in the
Town of Tillsonburg Special Event Manual.
Administrative changes to the Manual will be at the discretion of the CAO
and Senior Management.
F. Policy
The intent of the policy is:
• To promote the Town of Tillson burg as a premier place to hold special
events.
• To facilitate advance planning for special events.
• To facilitate the administration of special events.
• To provide standard information that allows special event organizers to
achieve their goals.
• To assist event organizers in planning safe and successful events which
create minimal impact on the community.
• To ensure that good risk management procedures are in place and that
all appropriate insurance requirements are met.
• To coordinate the approval and communication process required for
special events.
• To ensure proper notification to affected departments (Fire, EMS, Roads,
Health, Building and By-law, Parks & Recreation Services, Clerk's
(licensing) and O.P.P.)
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY -LAW NUMBER 3860
BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 10th
day of November, 2014
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 special
meeting and regular meeting held on November 10, 2014, 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 10TH DAY OF NOVEMBER, 2014.
READ A THIRD AND FINAL TIME AND PASSED THIS 10TH DAY OF NOVEMBER, 2014.
MAYOR -Dave Beres
TOWN CLERK-Donna Wilson
THE CORPORATION OF THE TOWN OF TILLSON BURG
BY-LAW NUMBER 3857
A BY-LAW to dedicate certain reserves owned by the Corporation of the Town of
Tillsonburg as parts of public highways in the Town ofTillsonburg.
WHEREAS The Municipal Act, S.O. 2001 c. 25, Sections 26 and 31, authorizes
municipalities to pass by-laws for establishing highways for public highway purposes;
and
WHEREAS the Corporation of the Town of Tillson burg is the owner of a certain
reserve abutting public highways as listed in Column 1 as shown on Registered
Plan in Column 2 of Schedule "A" attached hereto;
AND WHEREAS it is necessary to dedicate a public highway over the said
reserve listed in Schedule "A";
THEREFORE the Council of the Town oflillsonburg enacts as follows:
1. That each reserve as listed in Column 1 of Schedule "A" attached hereto shall be
dedicated and established as part of the public highway listed opposite under
Column 3.
2. THAT this By-Law is passed pursuant to the Municipal Act, 2001 S.O. 2001, and
shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 10th DAY OF NOVEMBER, 2014.
READ A THIRD AND FINAL TIME AND PASSED THIS lOth DAY OF
NOVEMBER, 2014.
Mayor -Dave Beres
Town Clerk -Donna Wilson
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 3858
A BY-LAW to authorize the Mayor and Clerk to enter into an agreement between The
Corporation of the Town of Tillson burg and Her Majesty the Queen in Right of Ontario.
WHEREAS The Town ofTillsonburg is desirous of entering into a R.I.D.E. Grant Program
Agreement with the Ministry of Community Safety and Correctional Services for the
purpose of offsetting sworn officers' costs in providing R.I. D. E. programs currently
conducted by the OPP Oxford (Tillsonburg) branch.
THEREFORE the Council of the Town of Tillson burg enacts as follows:
1. THAT the Agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the agreement between
The Corporation of the Town of Tillson burg and Her Majesty the Queen in Right of
Ontario for a R.I.D.E. Grant Program.
READ A FIRST AND SECOND TIME THIS 10111 DAY OF November, 2014.
READ A THIRD AND FINAL TIME AND PASSED THIS 10th DAY OF November, 2014.
Mayor -Dave Beres
Town Clerk-Donna Wilson
THE AGREEMENT effective as of the 1st day of April, 2014
BETWEEN:
BACKGROUND:
HER MAJES1YTHE QUEEN IN RIGHT OF ONTARIO
as represented by the Minister of Community Safety and
Correctional Services
(the "Province")
-and-
Town ofTillsonburg
(the "Recipient")
A. The Recipient carries out a program of traffic stop sobriety checks in its jurisdiction as
part of a program to "Reduce Impaired Driving Everywhere" ("R.I.D.E.");
AND WHEREAS:
B. The Province has established the R.I.D.E. grant program to provide Funds to assist
municipal police services, Ontario Provincial Police (OPP) municipal contract
locations and First Nations police services in offsetting their staff costs for
implementing R.I.D.E. programs of sobriety checks in their jurisdictions;
C. The Recipient is a municipal police service board or a municipality in a municipality
that has established a municipal police service or whose council has entered into an
agreement under s. 10 of the Police Service Act for the provision of police services by
the Ontario Provincial Police (OPP); or (ii) it is a First Nation police services board or
a First Nation band council in a First Nation community that has established a First
Nation police service pursuant to a policing services agreement between Canada, the
Ministry, the Recipient and the Board;
D. The Recipient has, by written application, requested funding for overtime and paid
duty in pursuance of the R.I.D.E. grant program (the "Project");
E. The application for Funds submitted by the Recipient has been approved, in whole or
in part, by the Province and is attached to the Agreement as Schedule E -2014-2015
R.I.D.E. Grant Application (the "Application");
F. The Province funds projects similar to the Project.
G. The Recipient has applied to the Province for funds to assist the Recipient to carry out
the Project and the Province wishes to provide such funds.
Page 3 of21
Agreement.
"Indemnified Parties" means Her Majesty the Queen in right of Ontario, Her
ministers, agents, appointees and employees.
"Maximum Funds" means $8,913.oo.
"Notice" means any communication given or required to be given pursuant to the
Agreement.
"Notice Period" means the period of time within which the Recipient is required
to remedy an Event ofDefault, and includes any such period or periods of time by
which the Province considers it reasonable to extend that time.
"Parties" means the Province and the Recipient.
"Party" means either the Province or the Recipient.
"Project" means the undertaking described in Schedule "E".
"Reports" means the reports described in Schedules "B", C" and D".
"Timelines" means the Project schedule set out in Schedule "A".
ARTICLE2
REPRESENTATIONS, WARRANTIES AND COVENANTS
2.1 General. The Recipient represents, warrants and covenants that:
(a) it is, and shall continue to be for the term of the Agreement, a validly
existing legal entity with full power to fulfill its obligations under the
Agreement;
(b) it bas, and shall continue to have for the term of the Agreement, the
experience and expertise necessacy to carey out the Project;
(c) it is in compliance with an federal and provincial laws and regulations, all
municipal by-laws, and any other orders, rules and by-laws related to any
aspect of the Project, the Funds or both;
(d) unless otherwise provided for in the Agreement, any information the
Recipient provided to the Province in support of its request for funds
(including information relating to any eligibility requirements) was true
and complete at the time the Recipient provided it and shall continue to be
true and complete for the term of the Agreement.
2.2 Execution of Agreement. The Recipient represents and warrants that:
Page 5 of 21
(b) provide the Funds to the Recipient in accordance with the payment plan
attached to the Agreement as Schedule "A"; and
(c) deposit the Funds into an account designated by the Recipient provided
that the account:
(i) resides at a Canadian financial institution; and
(ii) is in the name of the Recipient.
4.2. Limitation on Payment of Funds. Despite section 4.1:
(a) the Province is not obligated to provide any Funds to the Recipient until
the Recipient provides the insurance certificate or other proof as the
Province may request pursuant to section n.:z.;
(b) the ProVince is not obligated to provide instalments of Funds until it is
satisfied with the progress of the Project;
(c) the Province may adjust the amount of Funds it provides to the Recipient
in any Funding Year based upon the Province's assessment of the
information provided by the Recipient pursuant to section 7 .1; and
(d) if, pursuant to the Financial Administration Act (Ontario), the Province
does not receive the necessary appropriation from the Ontario Legislature
for payment under the Agreement, the Province is not obligated to make
any such payment, and, as a consequence, the Province may:
(i) reduce the amount of the Funds and, in consultation with the
Recipient, change the Project; or
(ii) terminate the Agreement pursuant to section 13.L
4·3 Use of Funds and Project. The Recipient shall:
(a) carry out the Project in accordance with the terms and conditions of the
Agreement;
(b) use the Funds only for the purpose of carrying out the Project; and
(c) spend the Funds only in accordance with the Budget.
4·4 No Changes. The Recipient shall not make any changes to the Project, the
Timelines, or the Budget without the prior written consent of the Province.
4·5 Interest Bearing Account. If the Province provides Funds to the Recipient prior
to the Recipient's immediate need for the Funds, the Recipient shall place the
Funds in a separate interest bearing account in the name of the Recipient at a
Canadian financial institution.
4.6 Interest. If the Recipient earns any interest on the Funds, the Province may:
Page 7 of21
ARTICLE7
REPORTING, ACCOUNTING AND REVIEW
7.1 Preparation and Subnrlssion. The Recipient shall:
(a) submit to the Province at the address provided in section 18.1, all Reports in
accordance with the timelines and content requirements set out in
Schedule "D", or in a form as specified by the Province from time to time;
(b) submit to the Province at the address provided in section 18.1, any other
reports as may be requested by the Province in accordance with the
timelines and content requirements specified by the Province;
(c) ensure that all Reports and other reports are completed to the satisfaction
of the Province; and
(d) ensure that all Reports and other reports are signed on behalf of the
Recipient by an authorized signing officer.
7.2 Record Maintenance. The Recipient shall keep and maintain:
(a) all financial records (including invoices) relating to the Funds or otherwise
to the Project in a manner consistent with generally accepted accounting
principles; and
(b) all non-financial documents and records relating to the Funds or otherwise
to the Project.
7·3 Inspection. The Province, its authorized representatives or an independent
auditor identified by the Province may, at its own expense, upon twenty-four
hours' Notice to the Recipient and during normal business hours, enter upon the
Recipient's premises to review the progress of the Project and the Recipient's
allocation and expenditure of the Funds and, for these purposes, the Province, its
authorized representatives or an independent auditor identified by the Province
may take one or more of the following actions:
(a) inspect and copy the records and documents referred to in section 7.2;
(b) remove any copies made pursuant to section 7.3(a) from the Recipient's
premises; and
(c) conduct an audit or investigation of the Recipient in respect of the
expenditure of the Funds, the Project, or both.
7·4 Disclosure. To assist in respect of the rights set out in section 7·3· the Recipient
shall disclose any information requested by the Province, its authorized
representatives or an independent auditor identified by the Province, and shall do
so in the form requested by the Province, its authorized representatives or an
independent auditor identified by the Province, as the case may be.
Page 9 of21
property damage, to an inclusive limit of not less than five million dollars
(SS,ooo,ooo) per occurrence. The policy shall include the following:
(a) the Indemnified Parties as additional insureds with respect to liability
arising in the course of performance of the Recipient's obligations under, or
otherwise in connection with, the Agreement;
(b) a cross-liability clause;
(c) contractual liability coverage; and
(d) a 30 day written notice of cancellation, termination or material change.
n.2. Proof of Insurance. The Recipient shall provide the Province with certificates of
insurance, or other proof as may be requested by the Province, that confirms the
insurance coverage as provided for in section ILl. Upon the request of the
Province, the Recipient shall make available to the Province a copy of each
insurance policy.
ARTICLEu
TERMINATION ON NOTICE
12..1 Terminatiop. on Notice. The Province may terminate the Agreement at any time
upon giving at least 30 days Notice to the Recipient.
12..2. Consequences ofTermination on Notice by the Province. If the Province
terminates the Agreement pursuant to section 12..1, the Province may take one or
more of the following actions:
(a) cancel all further instalments of Funds;
(b) demand the repayment of any Funds remaining in the possession or under
the control of the Recipient; and
(c) determine the reasonable costs for the Recipient to wind down the Project,
and do either or both of the following:
(i) permit the Recipient to offset the costs determined pursuant to section
u.2.(c), against the amount owing pursuant to section u.2.(b); and
(ii) subject to section 4-7, provide Funds to the Recipient to cover the costs
determined pursuant to section u.2(c).
ARTICLE13
TERMINATION WHERE NO APPROPRIATION
IJ.l Termination Where No Appropriation. If, as provided for in section 4.2.(d), the
Province does not receive the necessary appropriation from the Ontario
Legislature for any payment the Province is to make pursuant to the Agreement,
Page 11 of21
14.2 Consequences of Events of Default and Corrective Action. If an Event of
Default occurs, the Province may, at any time, take one or more of the fOllowing
actions:
(a} initiate any action the Province considers necessary in order to facilitate
the successful continuation or completion of the Project;
(b} provide the Recipient with an opportunity to remedy the Event of Default;
(c) suspend the payment of Funds for such period as the Province determines
appropriate;
(d) reduce the amount of the Funds;
(e) cancel all further instalments of Funds;
(f) demand the repayment of any Funds remaining in the possession or under
the control of the Recipient;
(g) demand the repayment of an amourit equal to any Funds the Recipient
used, but did not use in accordance with the Agreement;
(h) demand the repayment of an amount equal to any Funds the Province
provided to the Recipient; and
(i) terminate the Agreement at any time, including immediately, upon giving
Notice to the Recipient.
14.3 Opportunity to Remedy. If, in accordance with section 14.2(b), the Province
provides the Recipient with an opportunity to remedy the Event of Default, the
Province shall provide Notice to the Recipient of:
(a} the particulars of the Event of Default; and
(b) the Notice Period.
14.4 Recipient not Remedying. If the Province has provided the Recipient with an
opportunity to remedy the Event of Default pursuant to section 14-2(b ), and:
(a) the Recipient does not remedy the Event of Default within the Notice
Period;
(b) it becomes apparent to the Province that the Recipient cannot completely
remedy the Event of Default within the Notice Period; or
(c) the Recipient is not proceeding to remedy the Event of Default in a way
that is satisfactory to the Province,
the Province may extend the Notice Period, or initiate any one or more of the
actions provided for in sections 14o2(a}, (c), (d), (e), (f), (g), (h) and (i).
Page 13 of21
owing by the Recipient at the then current interest rate charged by the Province of
Ontario on accounts receivable.
17.4 Payment of Money to Province. The Recipient shall pay any money owing to
the Province by cheque payable to the "Ontario Minister of Finance" and delivered
to the Province at the address provided in section 18.1.
ARTICLE18
NOTICE
18.1 Notice in Writing and Addressed. Notice shall be in writing and shall be
delivered by email, postage-prepaid mail, personal delivery or fax, and shall be
addressed to the Province and the Recipient respectively as set out below, or as
either Party later designates to the other by Notice:
To the Province:
Ministry of Community Safety
and Correctional Services
External Relations Branch
Program Development Section
25 Grosvenor Street, uth Floor
Toronto ON M7A 2H3
Attention:
Yoko Iwasaki
Community Safety Analyst
Email: Yoko.Iwasaki@ontario.ca
Fax: 416-J14-3092
Tel: 4J.6-314-3oBs
To the Recipient:
Town ofTillsonburg
90 Concession Street East
Tillsonburg ON N4G 4Z8
Attention:
His Worship David Beres
Mayor
Email:
Fax: 519-688-5149
Tel: 519-688-654-o
18.2 Notice Given. Notice shall be deemed to have been received:
(a) in the case of postage-prepaid mail, seven days after a Party mails the
Notice; or
(b) in the case of email, personal delivery or fax, at the time the other Party
receives the Notice.
18.3 Postal Disruption. Despite section 18.2(a), in the event of a postal disruption:
(a) Notice by postage-prepaid mail shall not be deemed to be received; and
(b) the Party giving Notice shall provide Notice by email, personal delivery or
by fax.
Page 15 of21
ARTICLE24
GOVERNING LAW
24.1 Governing Law. The Agreement and the rights, obligations and relations of the
Parties shall be governed by and construed in accordance with the laws of the
Province of Ontario and the applicable federal laws of Canada. Any actions or
proceedings arising in connection with the Agreement shall be conducted in the
courts of Ontario, which shall have exclusive jurisdiction over such proceedings.
ARTICLE2.5
FURTHER ASSURANCES
25.1 Agreement into Effect. The Recipient shall provide such further assurances as
the Province may request from time to time with respect to any matter to which
the Agreement pertains, and shall otherwise do or cause to be done all acts or
things necessary to implement and carry into effect the terms and conditions of
the Agreement to their full extent.
ARTICLE2.6
JOINT AND SEVERAL LIABILITY
26.1 Joint and Several Liability. Where the Recipient is comprised of more than one
entity, all such entities shall be jointly and severally liable to the Province for the
fulfillment of the obligations of the Recipient under the Agreement.
ARTICLE2.7
RIGHTS AND REMEDIES CUMULATIVE
27-1 Rights and Remedies Cumulative. The rights and remedies of the Province
under the Agreement are cumulative and are in addition to, and not in
substitution for, any of its rights and remedies provided by law or in equity.
ARTICLE2.8
BPSAA
28.1 BPSAA. For the purposes of clarity, if the Recipient is subject to the BPSM and
there is a conflict between any of the requirements of the Agreement and the
requirements of the BPSAA, the BPSAA shall prevail.
ARTICLE2.9
ACKNOWLEDGEMENT OF OTHER LEGISLATION
29.1 Recipient Acknowledges. The Recipient acknowledges that by receiving Funds it
may become subject to legislation applicable to organizations that receive funding
from the Government of Ontario, including the BPSAA, the Public Sector Salary
Page 17 of21
Article J2., and Article 33·
ARTICLE33
ENTIRE AGREEMENI'
33.1 Entire Agreement. The Agreement constitutes the entire agreement between the
Parties with respect to the subject matter contained in the Agreement and
supersedes all prior oral or written representations and agreements.
33.2 Modification of Agreement. The Agreement may only be amended by a written
agreement duly executed by the Parties.
mE PARTIES HAVE EXECUTED THE AGREEMENT on the dates set out below.
HER MAJESTY mE QUEEN IN RIGHT OF ONI'ARIO as represented by the
Minister of Community Safety and Correctional Services
Name:
Title:
Oscar Mosquera
Manager, Program Development Section
External Relations Branch
Public Safety Division
Pursuant to Delegated Authority
Town ofTtllsonburg
Name:
Title:
Name:
Title:
l/We have authority to bind the Recipient
Date
Date
Date
Page 19 of21
A.4 ACCOUNTING INFORMATION
The ReCipient shall provide such financial information as may be required by the Ministry
from time to time. In addition, the Recipient shall provide the Ministry with an
accounting, in detail, of all expenses for which the Funds were used, by March 15, 2.015.
A.5 STAFF OVERTIME AND PAID DUlY BILLING-FINAL REPORT
Staff costs include overtime or paid duty for street level enforcement activities in relation
to the program for which the Funds are provided. Staff will not include civilian or auxiliary
officers. For the Funds to reflect the amount of staff overtime or paid duty, a one-time
final billing will be submitted to the Ministry by March 15, 2015, on the form attached to
the Agreement as Schedule "C". This billing must be certified by a Municipal derk I
Treasurer or a senior representative of the Recipient's financial services who can verify the
accuracy of the claim. The billing will itemize dates worked, name and rank of officers,
rate of pay (basic hourly rate), number of overtime/paid duty hours worked, number of
hours paid and total hours used by the service for the period of April1, 2014 to March 15,
2.015·
A.6 STATISTICAL INFORMATION-ANNUAL STATISTICAL REPORT
The Recipient shall track and record key statistical information related to the program,
and provides an Annual Statistical Report to the Ministry by March 15, 2.015 on the form
attached to the Agreement as Schedule "D".
A.7 REPORT SUBMISSION AND TIMELINES
All Reports required pursuant to Article 7 and/or otherwise under this Agreement shall be
sent to the Ministry Contact at the address set out in section 18.1 above and according to
the following timelines.
Schedule B -Interim Financial Status Report December 5, 2014
Schedule C -Final Report
Schedule D -Annual Statistical Report
· Page 21 of 21
THE CORPORATION OF THE TOWN OF TILLSON BURG
BY-LAW NO. 3859
A BY-LAW to adopt the Town of Tillsonburg Special Events Policy.
WHEREAS Section 270(1) of the Municipal Act, 2001 states that a municipality shall
adopt and maintain policies with respect to the manner in which the municipality will
try to ensure that it is accountable to the public for its actions, and the manner in
which the municipality will try to ensure that its actions are transparent to the public.
WHEREAS the Council of the Corporation of the Town ofTillsonburg is desirous of
adopting the Special Events Policy.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Town of Tillsonburg Special Events Policy attached hereto as "Schedule
A" is hereby adopted and forms part of this by-law.
2. AND THAT this by-law comes into force and effect upon passing.
Read a First and Second Time this 10 day of November, 2014.
Read a Third and Final Time and passed this 10 day of November, 2014.
Mayor -Dave Beres
Clerk-Donna Wilson
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
SPECIAL EVENT POLICY
APPROVAL DATE: REVISION DATE: Page 2 of3
SCHEDULES
provide final approvals providing they meet the criteria contained in the
Town of Tillsonburg Special Event Manual.
Administrative changes to the Manual will be at the discretion of the CAO
and Senior Management.
F. Policy
The intent of the policy is:
• To promote the Town of Tillson burg as a premier place to hold special
events.
• To facilitate advance planning for special events.
• To facilitate the administration of special events.
• To provide standard information that allows special event organizers to
achieve their goals.
• To assist event organizers in planning safe and successful events which
create minimal impact on the community.
• To ensure that good risk management procedures are in place and that
all appropriate insurance requirements are met.
• To coordinate the approval and communication process required for
special events.
• To ensure proper notification to affected departments (Fire, EMS, Roads,
Health, Building and By-law, Parks & Recreation Services, Clerk's
(licensing) and O.P.P.)
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY -LAW NUMBER 3860
BEING A BY -LAW to confirm the proceedings of Council at its meetings held on the 10th
day of November, 2014
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 special
meeting and regular meeting held on November 10, 2014, 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 Tillson burg.
4. This by-law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 10TH DAY OF NOVEMBER, 2014.
READ A THIRD AND FINAL TIME AND PASSED THIS 10TH DAY OF NOVEMBER, 2014.
MAYOR-Dave Beres
TOWN CLERK-Donna Wilson
COUNCIL RESOLUTION
AGENDA ITEM NO.: Date: November 10, 2014
RESOLUTION NO.:
MOVED BY:
SECONDED BY: 2 a.~~ A till
THAT the Agenda as prepared for the Council Meeting of November 10, 2014, be adopted.
D
D
Carried
Recorded
Vote
D Defeated D Deferred D Tabled
___ Mayor's Initials
)
COUNCIL RESOLUTION
AGENDA ITEM NO.: Date: November 10, 2014
RESOLUTION NO.: _--..:.1 __
MOVED BY: 6-k--&)--u:cb----·-·
SECONDED BY: ~ 1\A, ill
THAT the Agenda as prepared for the Council Meeting of November 10, 2014, be adopted, as amended.
D Recorded
Vote
D Deferred D Tabled
cfl/Mayor's Initials
COUNCIL RESOLUTION
AGENDA ITEM NO.: ___ _ Date: November 10, 2014
RESOLUTION NO.: 2
MOVED BY: C/ f~o~/1~
SECONDED BY: 1S (?)\I\~
THAT the Minutes of the Council Meeting of October 14, 2014, be approved.
D
Carried
Recorded
Vote
D Defeated D Deferred D Tabled
COUNCIL RESOLUTION
AGENDA ITEM NO .: 5 Date: November 10, 2014
RESOLUTION NO.:
MOVED BY: 8 ,___,_--""0-~---
SECONDED BY: £~/LA. tt::9:L
THAT Council receives Report PRS 14-37 -London Canine Association for information;
AND THAT Council approve Option #2, thereby waiving the rental fee for the Lion's Auditorium during the
2015 Dog Show.
~ried
D Recorded
Vote
D Defeated D Deferred
COUNCIL RESOLUTION
AGENDA ITEM NO.: 7 Date: November 10, 2014
RESOLUTION NO.: 4 -·-
MOVED BY: ~
SECONDED BY: !f:(!r /l 4 ~
THAT Council receives report FIN 14-41 2014 Third Quarter Financial results as information.
D Recorded
Vote
D Defeated D Deferred Tabled
COUNCIL RESOLUTION
AGENDA ITEM NO.: 8 Date: November 10. 2014
RESOLUTION NO.: _ __;5::;,___
MOVED BY: ~ Ca_ /\ ;{~ SECONDEDBY:~ ~~:>=~=~===~---
THAT Council receives report FIN 14-42 2014 Third Quarter Finance Department results as information.
D
,1,/
Carried
Recorded
Vote
D Defeated D Deferred Tabled
-~---+---Mayor's Initials
COUNCIL RESOLUTION
AGENDA ITEM NO.: ---=-9 __ Date: November 10. 2014
RESOLUTION NO.: 6
MOVEDBY: ~
SECONDED BY: ~
THAT Council receives Report DCS 14-43 Building and By-Law Services 2014 Third Quarter Report as
information.
D
l
I
Recorded
Vote
D Defeated D Deferred
COUNCIL RESOLUTION
AGENDA ITEM NO.: 10 Date: November 10. 2014
RESOLUTION NO.: 7
MOVED BY:
SECONDED BY:
THAT Council receives report DCS 14-44 Economic Development Third Quarter Report as information.
D Recorded
Vote
D Defeated D Deferred D Table
COUNCIL RESOLUTION
AGENDA ITEM NO.: 11 Date: November 10. 2014
RESOLUTION N\:Jc;8
MOVEDBY: --·~~----
(7")/l/1 .,
SECONDEDBY: ____ Y __ V __ ~_v ________ _
THAT Council receives report FRS 14-08 Third Quarter Fire & Rescue Services Results as information.
D
/
I
Carried
Recorded
Vote
D Defeated D Deferred
COUNCIL RESOLUTION
AGENDA ITEM NO.: 12
RESOLUTION NO.: 9 _ j
MOVED BY: ·~f'M.~
SECONDEDBY: ~-~~--~
Date: November 10, 2014
THAT Council receives report OPS 14-17 Operations Services Third Quarter Report as information.
D Recorded
Vote
D Defeated D Deferred D Tabled
o.~f/Jkl!i@{'IJM
COUNCIL RESOLUTION
AGENDA ITEM NO.: 13 Date: November 10, 2014
RESOLUTION NO.: 10_;)
MOVED BY: <n/Ltu ~
SECONDED BY: §;:) ___ _
THAT Council receives report PRS 14-40 -2014 Parks and Recreation Services Third Quarter Results as
information .
. //
~ried
D Recorded
Vote
D Defeated D Deferred Tabled
ayor's Initials
COUNCIL RESOLUTION
AGENDA ITEM NO.: 18 Date: November 10. 2014
RESOLUTION NO.: 11
MOVED BY: c;:,--~~~~
SECONDED BY: ~ l9 J\ /\ (rU2:-
THAT Council receives Report CL 14-28, R.I.D.E Grant Program ;
AND THAT a By-Law to authorize an agreement with Her Majesty The Queen In Right Of Ontario and the
Town of Tillson burg be brought forward for Council consideration.
D Recorded
Vote
D Defeated D Deferred
COUNCIL RESOLUTION
AGENDA ITEM NO.: 19 Date: November 10. 2014
RESOLUTION NO .: 12
MOVED BY /3 !Jii/_(J-""~
SECONDED BY: ~(;l /\ 4 /~
THAT Council receive Report CL 14-29, To Dedicate Certain Reserves owned by the Town known as lot
24, Plan 41M-197;
AND THAT By-Law 3857, be brought forward for council consideration .
D Recorded
Vote
D Defeated D Deferred
COUNCIL RESOLUTION
AGENDA ITEM NO.: ---=2.:::....0 __ Date: November 10. 2014
RESOLUTION NO.:
MOVED BY:
THAT Council receive Report CL 14-30, 2014 Municipal Election, as information.
D Recorded
Vote
D Defeated D Deferred
.... ··
COUNCIL RESOLUTION
AGENDA ITEM NO.: _ __,2:....:.1 __
RESOLUTION NO.: 14
MOVED BY ~.1\~rU
SECONDED BY:
Date: November 10. 2014
THAT Report FRS 14-09 #IVEGOTYOURBACK911 be received as information.
D Recorded
Vote
D Defeated D Deferred Tabled
COUNCIL RESOLUTION
AGENDA ITEM NO.: 22 Date: November 10. 2014
RESOLUTION NO.: 15
MOVED BY:
THAT Council receives Report PRS 14-39-Town of Tillsonburg Special Events Policy for information;
AND THAT Council approve the Town of Tillsonburg Special Events Policy;
AND THAT a by-law be brought forward for Council's consideration.
D
Carried
Recorded
Vote
D Defeated D Deferred Tabled /
COUNCIL RESOLUTION
AGENDA ITEM NO.: ---=2=3 __ Date : November 10, 2014
RESOLUTION NO .:
THAT Council receives Report PRS 14-36-F.A.R.E Program Update to Sept 30/2014 for information.
D Recorded
Vote
/ /
D Defeated D Deferred Tabled
COUNCIL RESOLUTION
AGENDA ITEM NO.: _ __:2::....:4~-Date: November 10. 2014
RESOLUTION NO.: 17
MOVEDBY: ~ ~
SECONDED BY: ~
THAT Council receive the request for nominations for the Ontario Good Roads Association Board of
Directors: -\)A-v< Pf\?8:-~
AND THAT ~ ----be-nominated as a Director for the Southwest Zone of OGRA.
D Recorded
Vote
/
D Defeated
/'rf
D Deferred Tabled
COUNCIL RESOLUTION
AGENDA ITEM NO.: 24 Date: November 10. 2014
RESOLUTION NO.: 18
MOVED BY: tJ01(A{
SECONDEDBY: -~~~------------
THAT By-Law 3857, to Dedicate Certain Reserves owned by the Town (James Ave); and
By-Law 3858, to Authorize a R.I.D.E. Grant Program Agreement; and
By-Law 3859, to adopt the Town of Tillson burg Special Events Policy; and
By-law 3860, to confirm the proceedings of Council at its meetings held on the 1Oth day of November,
2014, be read for a first and second time and this constitutes the first and second reading thereof.
/ cgL.d
D Recorded
Vote
D Defeated D Deferred Tabled
____ Mayor's Initials
COUNCIL RESOLUTION
AGENDA ITEM NO.: 24
RESOLUTION N~ ::-:; 1'fL_/
MOVED BY: VV(I!k~
SECONDEDBY: ~~=~=======------
Date: November 10. 2014
THAT By-Law 3857, to Dedicate Certain Reserves owned by the Town (James Ave); and
By-Law 3858, to Authorize a R.I. D. E. Grant Program Agreement; and
By-Law 3859, to adopt the Town of Tillson burg Special Events Policy; and
By-law 3860, to confirm the proceedings of Council at its meetings held on the 1Oth day of November,
2014, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the
same, and place the Corporate Seal thereunto.
D Recorded
Vote
D Deferred D Tabled
!LMayor's Initials
July 29, 2014
Dave Beres
Tillsonburg & District
Multi-Service Centre (MSC)
(in the Livingston Centre)
96 Tillson Avenue, Tillson burg, ON N4G 3A 1
Phone: (519) 842-9000 Fax: (519) 842-4727 Email: info@multiservicecentre.com
www. multiservicecentre.com
Serving the Community since 1978 -Celebrating 35 years in 2013
Corporation of the Town of Tillsonburg
Tillsonburg Town Centre
200 Broadway, 2nd Floor
Tillsonburg , Ontario
N4G 5A7
Dear Dave:
On behalf of the Multi-Service Centre (MSC), we would like to extend a sincere thank you for your support.
Date
07/03/2014
Amount
$5000
Campaign
Municipal Support
Tracking#
2823
Your contribution will help to support our programs, which include: Home Support Services, Literacy &
Essential Skills and Employment Services.
Our primary focus is to provide much-needed client services. While we do receive regular funding in some
of our programming areas, we also actively fundraise to provide enhanced services or to meet unfunded or
underfunded service gaps. Fund raising also enables us to meet budget requirements and to plan for future
needs.
We encourage and appreciate our supporters. We commend your investment in the Multi-Service Centre,
in its services, in the communities, and in the clients that we serve.
Should you have any comments or questions regarding your contribution, please contact the Multi-Service
Centre at (519) 842-9008 Ext 270.
Sincerely,
if~ff~~
Valerie Foerster
Board of Directors Fundraising Coordinator
MSC does not sell, rent or trade your information with any other organizations or individuals.
If you wish to be removed from Published MSC documents (e.g., Annual Reports) please call 519-842-9008, ext. 270.
Please send your email address to: mvandenberghe@multiservicecentre.com if you wish to receive updates and information!
Mission
A community organization committed to supporting personal independence through:
• Innovative and responsive resources • Partnerships and collaboration • Striving for excellence
Vision
Embracing Persona/Independence • Celebrating a Caring Community
Ministry of Citizenship,
Immigration and International
Trade
Minister
61h Floor
400 University Avenue
Toronto ON M?A 2R9
Tel.: (416) 325-6200
Fax: (416) 325-6195
October 2014
Dear friends,
Ministere des Affaires civiques,
de !'Immigration et du Commerce
international
Ministre
66 etage
400, avenue University
Toronto ON M?A 2R9
Tel.: (416) 325-6200
Telec.: (416) 325-6195
It is my pleasure to send out the call for nominations for the June Callwood
Outstanding Achievement Award for Voluntarism in Ontario.
Ontario
Volunteers play a significant role in leading and supporting services in their
communities; they lay the foundation for a strong and dynamic province. This award
recognizes exceptional leadership, innovation and creativity in voluntarism and
community service. Recipients of this award can include individual volunteers,
volunteer groups, businesses and other organizations which have made outstanding
contributions to their communities and the province.
Do you know an individual or group that makes an outstanding contribution?
Nomination .forms and additional information are available on the Ministry of
Citizenship, Immigration and International Trade website at
www.ontario.ca/honoursandawards or by phone at 416 314-7526,
toll free 877 832-8622, TTY 416 327-2391. Deadline for nominations is
December 5, 2014.
I hope you will take this opportunity to ensure that volunteers receive the recognition
they deserve.
Yours truly,
Hon. Michael Chan
Minister
·•
Council Delegation
Request
This Delegation Request form and any written submissions or background information for
consideration by Council must be submitted to the Clerk's office by the following deadline:
4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING DATE
First Name
Street Address
Postal Code
E-mail
IE.Qa\-enCLL>de.. e bo.nJa.~t-\c..-. c.CA..I
Do you or any members of your party
require any accessibility accommodations?
0 Yes
IS?'No
Last Name
Town/City
Phone Number
Website:
If yes, how can we assist?
Should you require assistance completing this form, please contact:
Deputy Clerk at 519-688-3009 Ext. 3221 or jbunn@tillsonburg.ca
Please note that submission of this form does not guarantee the approval of your request for
Delegation. The Clerk's office will confirm your Delegation by e-mail after receiving this form.
COMPLETE PAGE TWO (2) OF THIS FORM
' .
I acknowledge Delegations are limited to fifteen (15) minutes (including questions and
answers): ~cept
I acknowledge that all presentation material must be submitted by 4:30 pm to the Deputy Clerk by
the Friday before the meeting date:
~ccept
Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The
information is collected and maintained for purpose of creating a records that is available to the general public,
pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this
collection should be directed to the Municipal Clerk, Town of Tillsonburg, 200 Broadway Street, 2nd Floor,
Tillsonburg, ON, N4G 5A7, Telephone 519-688-3009 Ext. 3224.