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120528 Council MINTown of Tillsonburg Minutes of Council Meeting Date: Monday May 28 , 2012 6:00PM Cowncil Chambers Chair: John Lessif MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private . . . .· T9fln.,gfl!il:lsonburg. . .. Meeting forttt~6C)mm1ttee'''Open··cour,·cu·· .·. . . . ·. . ,<:()n . MsndalfM·~~'28·2012,o&~oo•·PM . ·O~h,b~UrQh~ttlbit~· .. ~ . . .. . ..... · Q:tlait~ John Les~if · Orders of the Day: CALL TO ORDER The Meeting was called to order at 6:00pm. ATTENDANCE: Mayor John Lessif Deputy Mayor Mark Renaud Councillor Chris Rosehart Councillor Brian Stephenson Councillor Dave Beres Councillor Marty Klein Staff: CAO, Kelley Coulter David Samis, Director of Development & Communication Services Steve Lund, Director of Operations Darrell Eddington, Director of Finance Janet McCurdy, Acting Director of Parks & Recreation Services Amber Zimmer, Deputy Clerk Regrets: Councillor Mel Getty Donna Wilson,Cierk ADOPTION OF AGENDA Resolution No. 1 : Moved By: Councillor Rosehart Seconded By: Councillor Klein AND RESOLVE THAT the Agenda as prepared for the Open Session of the Council Meeting of May 28, 2012, be adopted. "Carried" 10 Page 1 MINUTES: Meeting for the Committee "Open Council" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Rosehart Seconded By: Councillor Klein AND RESOLVE THAT Town Council move into Closed Session, to consider matters relating to: Matters relating to personal matters about an identifiable individual, including Municipal Employees, Matters pertaining to the security of the property of the municipality. "Carried" 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 May 14, 2012 ~ Resolution No. 3: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT the Minutes of the Open Council Meeting of May 14, 2012, be approved. "Carried" PRESENTATIONS Presented By: Mayor John Lessif 1. Senior of the Year Award Presented to Donald F. Millman [;] Mayor Lessif presented the Senior of the Year Award to Donald Millman. Mr. Millman thanked Council and stated that the Town core continues to be a great place. The President of the Shriners Club thanked Mr. Millman for everything he has done and spoke to how deserving he is for the award. DELEGATIONS 2. Turtlefest Committee Presentation Presented By: Cephas Panschow, Deb Beard, Joan Weston, Virginia Armstrong Representatives from the Turtlefest Committee attended the meeting and gave a presentation regarding the 2012 Turtlefest Event. They discussed the changes to this years events including the water events on Lake Lisgar. 3. Delegation -2011 Draft Financial Statements I) Presented By: Christene Scrimgeour Christene Scrimgeour attended the meeting and gave a presentation on the Financial Statements for the year ended December 31, 2011 and the 2011 Independence and Management Letters. Resolution No. 4: Page 2 MINUTES: Meeting for the Committee "Open Council" Moved By: Councillor Beres Seconded By: Councillor Klein RESOLVE THAT the Financial Statements for the year ended December 31, 2011 and the 2011 Independence and Management Letters be received by Council as information. Recorded vote as requested by Mayor Lessif: NAME VOTE IN VOTE FAVOUR AGAINST Dave Beres yes Marty Klein yes Mark Renaud yes Chris Rosehart yes Brian Stephenson yes Mayor Lessif yes The recorded vote reflects the vote is six in favour of the Motion and none against the Motion. The motion is "Carried" PUBLIC MEETINGS 4. Committee of Adjustment Application A03/12 [J! Presented By: Development Planner Erik Gilbert, Development Planner, County of Oxford, appeared before Council and commented with respect to the attached application and County Report. The applicants John & Karen Pritoula were in attendance. Opportunity was given for comments and questions. No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed. Resolution No. 5: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVED THAT this application is acceptable from a planning point of view and should be granted subject to the following conditions: 1. A building permit for the proposed sunroom shall be issued within one year of the date of the Committee's decision. 2. Minor Variance approval is granted only for a sun room that is substantially and proportionally in compliance with the applicant's sketch shown as Plate 3 in the County of Oxford Report 2012-130. "Carried" INFORMATION ITEMS 5. Ontario Medal for Good Citizenship CJ Page 3 MINUTES: Meeting for the Committee "Open Council" 6. Ministry of Natural Resources: Changes to the Bear Wise Program I] 7. Correspondence-Library [) 8. Ministry of Transportation Correspondence C) 9. Warden's 2012 Golf Tournament Update CHIEF ADMINISTRATIVE OFFICER 10. CA012-1 0 Airport Signage LED Light WI Presented By: CAO Resolution No. 6: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receives CA012-10 Airport Signage Update for information purposes; FURTHER RESOLVE THAT Council formally approve the purchase of the 3-line LED for the Airport sign at a cost of $29,881 + HST, to be funded from the 2012 Airport Operating Budget savings generated from additional Land rental revenue. "Carried" DEVELOPMENT & COMMUNICATIONS 11. Airport Report Gl Presented By: Director of Development and Communication Services Direction was given to Staff to research whether large solar farms are currently permitted in Ontario. Resolution: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT Council receives the Draft Tillsonburg Regional Airport: A Review for informational purposes. "Carried" 12. DCS 12-35 Report-Community Marketing Update Presented By: Director of Development and Communication Services Resolution No.7: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT Council receive Report DCS 12-35 Community Marketing Update as information. -m DCS 12-35 Community Marketing Update.pdf "Carried" OPERATIONS Page4 MINUTES: Meeting for the Committee "Open Council" 13. Operations Services Report OPS12-07 -Tender Results for Brock Street-Hyman Street Area Reconstruction ~ Presented By: Director of Operations Resolution No. 8: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT Council receives Operations Services Report OPS12-07-Results for Tender T2012-001 -Brock Street-Hyman Street Area Reconstruction for information purposes; FURTHER RESOLVE THAT Tender T2012-001 be awarded to J-ARR Excavating Limited of London, Ontario at a cost of $634,065.30 subject to County of Oxford and MOE Approval; AND FURTHER RESOLVE THAT council approve funding the expenditure of $275,000 from the 2012 Gas Tax allocation, as per the 2012 town capital budget, for the town component of Tender T2012-001. "Carried" PARKS & RECREATION SERVICES Presented By: CAO 14. PRS 12-05 Request to Purchase Columbarium Unit Staff to inform Council regarding the location of the Columbarium. Resolution No. 9: Moved By: Councillor Rosehart Seconded By: Councillor Klein AND RESOLVE THAT Council receive Report PRS 12-05 Request to Purchase Columbarium Unit; FURTHER RESOLVE THAT Council approve the purchase of one 48 niche Columbarium from Carrier Mausoleums and Construction Inc. for $12,595.00 plus H.S.T. to be funded from the 2012 Capital Budget of $20,000. -m PRS 2012-05 Columbarium Purchase.pdf "Carried" COMMITTEES 15. Committees of Council Minutes [Jl 16. LPRCA Minutes of April 4. 2012 CJ 17. LPRCA Financial Statements Ending December 31. 2011 Cj 18. Heritage and Beautification Committee Request for Signage and Street Clean Up I) Resolution No. 10: Moved By: Councillor Stephenson Seconded By: Councillor Beres AND RESOLVE THAT Council receive the correspondence from the Heritage and Beautification Committee as information; Page 5 MINUTES: Meeting for the Committee "Open Council" FURTHER RESOLVE THAT the correspondence be forwarded to staff to review the matter. "Carried" NOTICE OF MOTION RESOLUTIONS BY-LAWS 19. By-Law 3620. To Confirm the Proceedings of the Council Meeting of May 28, 2012 Resolution No. 11: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3620, To Confirm the Proceedings of the Council Meeting of May 28, 2012, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVE THAT By-Law 3620, be given third and final reading and the Mayor and Deputy Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. -m By-Law 3620-Confirmatory 23.05.12.pdf "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein AND RESOLVE THAT the meeting be adjourned at 8:21 pm. Approval Received: (1 of 1) Donna Wilson!Tillsonburg (Monday June 04, 2012 02:32PM) Town of Tillsonburg Page 6 MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private MIN~UTES 'foWn of Tillsonburg MeetingJ()rthe Committee "Open Councit". on CALL TO ORDER :M(}ncl(ly May 14, 2Dt2 06:00 PM Gouneii·Chambers· Chair: John Lessif The Meeting was called to order at 6:10p.m. ATTENDANCE: Mayor John Lessif Deputy Mayor Mark Renaud Councillor Chris Rosehart Councillor Mel Getty Councillor Dave Beres Councillor Marty Klein Staff: CAO, Kelley Coulter David Samis, Director of Development & Communication Services Steve Lund, Director of Operations Darrell Eddington, Director of Finance Janet McCurdy, Acting Director of Parks & Recreation Services Donna Wilson, Clerk Regrets: Councillor Brian Stephenson ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Rosehart Minutes May 14, 2012 Seconded By: Councillor Getty AND RESOLVED THAT the Agenda as prepared for the Open Session of the Council Meeting of May 14, 2012, be adopted. "Carried" Page 1 MINUTES: Meeting for the Committee "Open Council" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVED THAT Town Council move into Closed Session, to consider matters relating to: Matters relating to personal matters about an identifiable individual -including Municipal Employees; Matters relating to labour relations or employee negotiations; Matters relating to advice that is subject to Solicitor-client privilege including communications necessary for that purpose; Matters for the purpose of education or training the members, "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Councillor Klein declared a pecuniary interest in item no. 4. No other disclosures of pecuniary interest were declared. MINUTES & BUSINESS ARISING OUT OF THE MINUTES Minutes of the Meeting of April 23, 2012 [] Resolution No. 3: Moved By: Councillor Rosehart Seconded By: Councillor Getty AND RESOLVE THAT the Minutes of the Open Session Meeting of April 23, 2012, be approved. "Carried" PRESENTATIONS 1. Police Service Board Update CJ Presented By: Larry Scanlan & Tim Clark, District Commander District Commander Tim Clark attended the meeting and gave a presentation regarding the 2012 Oxford Detachment Business Plan. District Commander Clark answered questions of Council with regards to police services in Tillsonburg. He assured the town that during a serious investigation Tillsonburg has it's level of service in place. Chair Person Scanlan spoke briefly regarding resources and how they are applied to the Tillsonburg detachment. The Mayor thanked the commander and the chair person of the police services board for their dedication to police services. DELEGATIONS 2. Special Events Centre Stakeholders Presentation l::l Page 2 MINUTES: Meeting for the Committee "Open Council" Presented By: Chris Jezovnik & Suzanne Fleet Mr. Chris Jezovnik appeared before Council and went over the impact that the sale of the SEC would have on user groups. To sell the building was not an easy decision to make and Council have explored a number of options. Council are willing to speak with the interest groups to determine if there are options that have not yet been explored by the Town. Impact of SEC Sale.pdf 3. Operation of Motorized Watercraft on Lake Lisgar for Turtlefest CJ Presented By: Joan Weston Ms. Joan Weston represents the Lake Lisgar Revitalisation committee and they are requesting a variance from By-Law 2619 to operate watercraft on Lake Lisgar during Turtlefest. . Liability insurance would need to be in place-the participants would not be covered under the Town's liability insurance policy. Staff to meet with the committee to determine liability and risks and how they will be covered. PUBLIC MEETINGS 4. Committee of Adjustment Application A02/12 CJ Presented By: Development Planner -m 1tJ 1tJ A02-12 Public Hearing.pdf A02 12_rpt.pdf A02 12 Decision 050912.pdf Erik Gilbert, Development Planner, and Gord Hough, Corporate Manager, County of Oxford, appeared before Council and commented with respect to the attached application and County Report. The Applicant Rob Bilger was in attendance. Opportunity was given for comments and questions. Iris Harvey, a neighbour appeared before Council and made a statement regarding the lands remaining in a natural state but was not opposed to the application. No other persons appeared in support of, or in opposition to, the subject application. The following resolution was passed. Resolution No.4: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVED THAT this application is acceptable from a planning point of view and should be granted subject to the following conditions: 1. That the applicant provide a lot grading plan to the Town of Tillsonburg for review and approval Page 3 MINUTES: Meeting for the Committee "Open Council" shall be provided prior to the issuance of a building permit; 2. That the applicant provide a slope stability assessment to the Town of Tillsonburg for review and approval prior to the issuance of a building permit; 3. That the construction of a single detached dwelling be required to connect to municipal water service only; 4. That the construction of an accessory building be subject to the provisions as outlined in Section 5.1.1.4.1 iv) of the Town of Tillson burg Zoning By-law No. 3295; 5. That the applicant satisfy the requirements of the Oxford County Public Health & Emergency Services Department regarding the installation of a private on site sewage disposal system prior to the issuance of a building permit; 6. That the proposed single detached dwelling and accessory building be located in a manner in-keeping with that illustrated on Plate 3 of Report 2012-124 "Carried" INFORMATION ITEMS 5. Louie's Grandpa Walks to Defeat Duchenne -In Tillsonburg May 22. 2012 CJ 6. Junior Achievement Thank You Letter bii 7. Request for Ontario Human Rights Code Day/Week Proclamation ~ 8. TDMH Correspondence Regarding Municipal Appointments [) QUARTERLY REPORTS 9. FIN 12-026 First Quarter 2012 Financial Results [J! 2012 Actual Variances PDF Report is attached for reference purposes for the first quarter reports for the departments of Operations and Fire & Rescue Services. 10. FIR 12-01 First Quarter 2012 Fire & Rescue Services I) Presented By: Fire Chief Resolution No. 5: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT Council receives FIR 12-01 First Quarter 2012 Fire & Rescue Services report as information. "Carried" 11. OPS 12-05 -Operations Services 2012 First Quarter Report Presented By: Director of Operations Services -w OPS 12-05 Operations Services 2012 First Quarter Report.pdf Resolution No. 6: Moved By: Councillor Beres Page4 MINUTES: Meeting for the Committee "Open Council" Seconded By: Councillor Klein AND RESOLVE THAT Council receives OPS 12-05 First Quarter 2012 Operations Services report as information. "Carried" Resolution: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVED THAT the Town of Tillsonburg advise the MTO of our disappointment regarding the lack of connecting link funding. FURTHER RESOLVED THAT the resolution be forwarded to area MPP's, other Municipalities affected by the connecting link, the Premier, Opposition Leaders and AMO. "Carried" CHIEF ADMINISTRATIVE OFFICER 12. Appointment to Board of Management for Tillson burg Downtown Improvement Area ~ Presented By: CAO Resolution No. 7: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVED THAT Council receive the application for an additional member to the BIA; FURTHER RESOLVE THAT a By-Law be brought forward for Council consideration. "Carried" FINANCE 13. FIN 12-028 By-Law 3613 to Adopt Budgetary Estimates and Tax Rates [:J Presented By: Director of Finance Resolution No. 8: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receives FIN 12-028 By-Law 3613 to Adopt Budgetary Estimates and Tax Rates. FURTHER RESOLVE THAT By-Law 3613 to adopt budgetary estimates, tax rates and to further provide for penalty and interest in default of payment be brought forward for three readings for Council consideration. "Carried" DEVELOPMENT & COMMUNICATIONS 14. DCS 12-30 Report-Airport LED Signage Options for Purchase Presented By: Director of Development and Communication Services ~ DCS 12-30 Airport LED May 10 Signage Options.pdf Staff will bring back further information regarding the specifics of the LED Signage with respect to a two or three line sign. Page 5 MINUTES: Meeting for the Committee "Open Council" Resolution No. 9: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receive Report DCS 12-30 as information. AND FURTHER RESOLVE THAT the funding source identified by staff be used subject to Council approval of the staff report regarding the number of lines. "Carried" 15. DCS 11-31 Lease of Airport Office Space ~ Presented By: Director of Development and Communication Services Resolution No. 10: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT Council receive report DCS 11-31 Lease of Airport Office Space; FURTHER RESOLVE THAT Council approve the lease of office space in the Air Terminal Building to David Brandon, operating as the Tillson burg Flying School, for the period of January 1, 2012 to December 31,2014 at a price of$230 per month plus Harmonized Sales Tax (H.S.T.), subject to the terms and conditions contained in this report; and, AND FURTHER RESOLVE THAT a bylaw be brought forward in this regard. "Carried" 16. Report DCS 12-27 Lease of Agricultural Facilities to B&B Graydon Enterprises Ltd ~ Presented By: Director of Development and Communication Services Resolution No. 11: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT Council receive Report DCS 12-27 Lease of Agricultural Facilities to B&B Graydon Enterprises Ltd; FURTHER RESOLVE THAT Council approve the lease of property known as 2901 Highway 3- Excess lands located on the south side of Highway 3, being Part Lot 2, Con 5 NTR Middleton, Town of Tillson burg, containing a grain dryer, five steel storage bins, accessory buildings and yard for a two year period subject to the terms and conditions contained in this report; AND FURTHER RESOLVE THAT a By-Law be brought forward in this regard. "Carried" 17. DCS 12-32 Report -Interim Control By-law CJ Presented By: Director of Development and Communication Services Resolution No. 12: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVE THAT Council receive Report DCS 12-32 as information; FURTHER RESOLVE THAT staff undertake the recommended planning study contained in this Page 6 MINUTES: Meeting for the Committee "Open Council" report; AND FURTHER RESOLVE THAT Council adopt the recommendations, herein and undertake three readings of the by-law. "Carried" PARKS & RECREATION SERVICES 18. PRS 2012-12 Relocation of Playground Equipment to Elliott Fairbairn and Cranberry Park ~ Presented By: Acting Director of Parks & Recreation Resolution No. 13: Moved By: Councillor Rosehart Seconded By: Councillor Getty AND RESOLVE THAT Council receive PRS 12-12 Redeployment from Memorial Park of Playground Equipment to Elliott Fairbairn and Cranberry Park as contained within this report. "Carried" COMMITTEES 19. Heritage and Beautification Committee: Signage Wording for Transfer Station Cfl Resolution No. 14: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVE THAT Council receive the correspondence from the Heritage and Beautification Committee as information; "Carried" 20. Development Committee Request for an Additional Member [}I Resolution No. 15: Moved By: Councillor Beres Seconded By: Councillor Klein AND RESOLVED THAT Council receive the request from the Development Committee regarding an addition to its membership; FURTHER RESOLVE THAT a By-Law be brought forward for Council consideration. "Carried" NOTICE OF MOTION RESOLUTIONS 21. Oxford County Future Landfill Construction Correspondence CJ Resolution No. 16: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receive the correspondence from the County of Oxford regarding their resolution with respect to future Oxford County Landfill Page 7 MINUTES: Meeting for the Committee "Open Council" Construction; FURTHER RESOLVE THAT Tillsonburg Town Council support the resolution contained therein; AND FURTHER RESOLVE THAT this resolution of support be forwarded to The Honourable Jim Bradley, Minister of the Environment and to the Clerk of the County of Oxford. "Carried" 22. 2012 Ontario Senior of The Year Award Nomination Resolution No. 17: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVE THAT Council receive the Nominations for the Senior of the Year Award; FURTHER RESOLVE THAT Council select Donald Frederick Millman for The 2012 Ontario Senior of the Year Award for the Town of Tillsonburg; AND FURTHER RESOLVE THAT the Senior of the Year Certificate be presented at a future open Council meeting when we receive it from the Ministry of Citizenship and Immigration. "Carried" 23. Report FIN 12-029 Job Evaluation Results Resolution Moved By: Councillor Getty Seconded By: Councillor Rose hart AND RESOLVED THAT Council receive Fl N 12-029 Job Evaluation Results for information purposes; AND FURTHER RESOLVE THAT Council acknowledges that the Job Evaluation Results effective June 1, 2012 at an additional 2012 cost of $56,500 will be mitigated through staff vacancies with no impact to the 2012 budget. "Carried" BY-LAWS 23. By-Law 3614, to Amend By-Law 3509, Boards & Committees. To Add a Member to the BIA & the Development Committee CJ Resolution No. 18: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3614, To Amend By-Law 3509, To Add a Member to the BIA & the Development Committee, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3614, 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. 24. By-Law 3613. to Adopt Budgetary Estimates and Tax Rates. Resolution No. 19: Page 8 MINUTES: Meeting for the Committee "Open Council" Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3613, to adopt budgetary estimates and tax rates and to further provide for penalty and interest in default of payment, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3613, 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. -m Microsoft Word -2012 Final Levy Bylaw 051412.pdf 25. By-Law 3617, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and David Brandon. By-Law 3617 .pdf Agreement-AirportTerminalotfice(May8, 12).pdf Resolution No. 20: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3617, to authorize an agreement between the corporation of the Town of Tillson burg and David Brandon, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3617, 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" 26. By-Law 3618, to Authorize an Agreement Between the Corporation of the Town of Tillsonburg and B&B Graydon Enterprises Ltd. By-Law-AgreementWithB&BG raydon Ltd .pdf Lease-Between T own&Graydon .pdf Resolution No. 21: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3618, to Authorize an Agreement Between the Corporation of the Town of Tillson burg and B&B Graydon Enterprises Ltd., be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3618, 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" 27. By-Law 3616, To Establish Interim Control Provisions for the Town of Tillsonburg [) Resolution No. 22: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3616, to establish interim control provisions for the Town of Tillsonburg to prohibit the establishment of new methadone clinics and Page 9 MINUTES: Meeting for the Committee "Open Council" methadone dispensaries, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3616, 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" 28. By-Law 3596. to Prohibit Smoking in Certain Public Places within the Town of Tillson burg. CJ Resolution No. 23: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3596, To Prohibit Smoking in Certain Public Places, 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" 29. By-Law 3515, To Confirm the Proceedings of the Council Meeting of May 14, 2012. CJ Resolution No. 24: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVE THAT By-Law 3615, To Confirm the Proceedings of the Council Meeting of May 14, 2012, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By-Law 3615, 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" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein AND RESOLVE THAT the meeting be adjourned at 8:23p.m. Approval Received: (1 of 1) Amber ZimmerfTillsonburg (Monday May 28, 2012 02:54PM) Town ofTillsonburg Page 10 [DRAFT] TOWN OF TILLSONBURG TRUST FUNDS DECEMBER 31, 2011 FINANCIAL STATEMENTS FINANCIAL ASSETS TOWN OF TILLSONBURG TRUST FUNDS STATEMENT OF FINANCIAL POSITION DECEMBER 31,2011 (with comparative balances as at December 31, 2010) Bank Investments (note 2) $ 999,916 $ 184.452 LIABILITIES Accounts payable and accrued liabilities Net long-term liabilities (note 3) NET FINANCIAL ASSETS ACCUMULATED SURPLUS (note 4) $ 1.184.368 182,467 18.500 200.967 983.401 983s401 $ 784,826 471.266 1.256.092 170,488 Statement 1 61.750 232.238 1.023.854 1s023s854 The accompanying notes are an integral part of these financial statements. Statement 3 TOWN OF TILLSONBURG TRUST FUNDS STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 312 2011 (with comparative balances for the year ended December 31, 201 0) 2011 2010 NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures (expenditures over revenues) -Statement 2 $ (40,453) $ 183,164 Change in non-cash operating balances Accounts payable and accrued liabilities 11 979 113 404 Cash provided by operating transactions (28,474) 296,568 INVESTING Repayments of long term financing (43.250) (123.250) (Decrease) increase in cash and cash equivalents (71,724) 173,318 Cash and cash equivalents, beginning of year 1.256.092 1.082.774 CASH AND CASH EQUIVALENTS, END OF YEAR $ 1.184,368 $ 1.256.092 REPRESENTED BY: Bank $ 999,916 $ 784,826 Investments 184.452 471.266 $ 1s1841368 $ 1!256!092 The accompanying notes are an integral part of these financial statements. TOWN OF TILLSONBURG TRUST FUNDS NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2011 3. Net long-term liabilities The Parkland Trust Fund total long-term liabilities at December 31, 2011 of $18,500 (20 10 - $61,750) will be repaid in full in 2012. It is anticipated that the debt repayments above will be funded by donations and fundraising of the Tillsonburg Community Trail Committee. If these donations and fundraising revenues are not realized, principal payments will be repaid in the subsequent years. 4. Accumulated surplus The accumulated surplus of the trust funds is comprised ofthe following: 2011 2010 J.Scott $ 6,047 $ 5,895 J. Mcintyre 2,565 2,515 J. Law 33,428 33,435 Parkland (109,132) (167,515) Community Centre 418 133,418 Cemetery Perpetual Care 765,365 743,572 Fire Disaster 2,183 2,156 Annandale House 86,251 77,982 M. L. Covey 7,601 7,667 L.A. C. A. C. 7,281 9,105 Cemetery Maintenance 76,890 71,758 T.A.S.C. 1,560 1,541 Cemetery Prepaid Costs 10,341 10,341 Annandale Acquisition Fund 4,172 3,332 Fire Safety House 1,554 6,275 Rowing Club 32 31 Black & Gold 15,851 16,720 Ross Allen Estate 18,319 18,319 Cemetery Tree 2,852 2,817 Cemetery Capital 13,463 13,296 Trans Canada Trail Signage 611 Woodstock Public Library Trust Fund 30,896 30,583 Lake Lisgar Revitalization 5 464 $ 9833401 $ 130233854 [DRAFT] TOWN OF TILLSONBURG WATERWORKS DEPARTMENT DECEMBER 31, 2011 FINANCIAL STATEMENTS Statement 1 TOWN OF TILLSONBURG WATERWORKS DEPARTMENT STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2011 (with comparative balances as at December 31, 201 0) 2011 2010 CURRENT Due from County of Oxford $ 54,851 $ Accounts receivable 389.490 410.129 444,341 410,129 LIABILITIES Due to Town ofTillsonburg (note 2) 531,305 234,609 Due to County of Oxford 261.253 531.305 495.862 NET FINANCIAL ASSETS (LIABILITIES) (86,964) (85,733) NON-FINANCIAL ASSETS Inventories 86.964 85.733 ACCUMULATED SURPLUS-Statement 2 $ NIL $ NIL The accompanying notes are an integral part of these financial statements. TOWN OF TILLSONBURG WATERWORKS DEPARTMENT STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31, 2011 (with comparative figures for the year ended December 31, 201 0) NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures -Statement 2 $ NIL Increase in cash during the year Cash, beginning of year CASH, END OF YEAR $ NIL The accompanying notes are an integral part of these financial statements. Statement 3 $ NIL $ NIL TOWN OF TILLSONBURG WATERWORKS DEPARTMENT NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2011 The Town of Tillsonburg Waterworks Department is a municipal enterprise in the Province of Ontario, Canada. Its operations are governed by the provisions of provincial statutes. Effective January 1, 2000, responsibility for the Waterworks system was assumed by the County of Oxford. 1. Accounting policies The financial statements of the Town of Tillsonburg Waterworks Department are the representation of the Department prepared in accordance with generally accepted accounting policies as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The significant accounting policies are summarized as follows: (a) Reporting entity The financial statements reflect the assets, liabilities, revenues and expenditures and accumulated surplus ofthe Department. (b) Basis of accounting Revenues and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. (c) Non-financial assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenues over expenditures, provides the change in net financial assets for the year. (d) Tangible capital assets The Department does not own any tangible capital assets. (e) Financial instruments Financial instruments of the Department consist mainly of accounts receivable and Due from (to) County of Oxford and Due from (to) Town of Tillsonburg. The carrying values of these financial assets approximate their fair values unless otherwise disclosed. TOWN OF TILLSONBURG WATERWORKS DEPARTMENT NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2011 2. Continuing operations All banking activities are administered by the Town of Tillsonburg, on behalf of waterworks activities. The amount due from the Town of Tillsonburg represents the net working capital position between the Town and Waterworks Department after adding or deducting payments made to or received from the County of Oxford. [DRAFT] TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT DECEMBER 31, 2011 FINANCIAL STATEMENTS TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2011 (with comparative balances as at December 31, 2010) 2011 CURRENT Accounts receivable $ 329,572 Due from Town ofTillsonburg (note 2) 444 440 774.012 LIABILITIES Due to Town ofTillsonburg (note 2) Due to County of Oxford 774.012 774.012 NET FINANCIAL ASSETS ACCUMULATED SURPLUS-Statement 2 $ NIL $ $ The accompanying notes are an integral part of these financial statements. Statement 1 2010 292,532 292.532 11,315 281.217 292.532 NIL TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31, 2011 (with comparative figures for the year ended December 31, 2010) 2011 NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures -Statement 2 $ NIL FINANCING Long term liabilities incurred (repaid) Increase in cash during the year Cash, beginning of year CASH, END OF YEAR $ NIL The accompanying notes are an integral part of these financial statements. Statement 3 2010 $ NIL $ NIL TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2011 The Town of Tillsonburg Sanitary Sewer Department is a municipal enterprise in the Province of Ontario, Canada. Its operations are governed by the provisions of provincial statutes. Effective January 1, 2000, responsibility for the Sanitary Sewer system was assumed by the County of Oxford. 1. Accounting policies The financial statements of the Town of Tillsonburg Sanitary Sewer Department are the representation of the Department prepared in accordance with generally accepted accounting policies as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The significant accounting policies are summarized as follows: (a) Reporting entity The financial statements reflect the assets, liabilities, revenues and expenditures and accumulated surplus ofthe Department. (b) Basis of accounting Revenues and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. (c) Tangible capital assets The department does not own any tangible capital assets. (d) Financial instruments Financial instruments of the Department consist mainly of accounts receivable and Due from (to) County of Oxford and Due from (to) Town of Tillsonburg. The carrying values of these financial assets approximate their fair values unless otherwise disclosed. [DRAFT] TOWN OF TILLSONBURG DECEMBER 31, 2011 CONSOLIDATED FINANCIAL REPORT Statement 1 TOWN OF TILLSONBURG CONSOLIDATED STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2011 (with comparative balances as at December 31, 2010) 2011 2010 FINANCIAL ASSETS Cash $ 1,266,271 $ 1,488,973 Investments (note 6) 85,413 87,856 Taxes receivable 1,516,697 1,436,148 Accounts receivable 1,335,777 2,596,400 Due from unconsolidated entities (note 14) 363,562 Other long term assets (note 12) 193,966 192,335 Investment in Tillsonburg Hydro Inc. (note 12) 7.581.862 7.598.469 11.979.986 13.763.743 LIABILITIES Temporary bank loans (note 10) 293,369 1,366,161 Accounts payable and accrued liabilities 1,341,124 2,973,363 Due to unconsolidated entities (note 14) 227,388 Other current liabilities 1,487,972 1,207,889 Accrued employee benefits (notes 7 and 13) 587,429 564,911 Deferred revenue (note 8) 836,002 1,227,458 Long term debt (note 9) 15.307.536 16.624.894 20.080.820 23.964.676 NET FINANCIAL ASSETS (LIABILITIES) (8.100.834) (10.200.933) NON-FINANCIAL ASSETS Tangible capital assets -Schedule 1 55,715,044 55,950,095 Capital work in progress 3,503,051 3,491,173 Inventories 33,614 31,367 Prepaid expenses 6 363 721.917 59.258.072 60.194.552 ACCUMULATED SURPLUS-Statement 2 $ 51.157.238 $ 4939933619 The accompanying notes are an integral part of these financial statements. TOWN OF TILLSONBURG CONSOLIDATED STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31. 2011 (with comparative balances for the year ended December 31, 201 0) NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures -Statement 2 Non-cash changes to operations Amortization Loss on disposal of tangible capital assets Net change in non-cash operating balances (A) Net change in cash from operating activities CAPITAL Acquisition oftangible capital assets Decrease (increase) in work in progress Decrease (increase) in other non-financial assets Net change in cash from capital activities INVESTING Net change in investment in Tillsonburg Hydro Inc. (note 12) FINANCING Net change in long term debt Net change in cash and cash equivalents during the year Cash and cash equivalents, beginning of year CASH AND CASH EQUIVALENTS, END OF YEAR COMPRISED OF: Cash Investments Temporary loans $ 1,163,619 2,407,036 49,315 48.299 3.668.269 (2,221 ,300) (11,878) 713.307 (1.519.871) 16.607 (1.317 .358) 847,647 210.668 $ 1.058,315 $ 1,266,271 85,413 (293,369) $ 1.058.315 Statement 3 $ 4,157,742 2,299,452 2,752 1.421.622 7.881.568 (6,962,379) 1,967,760 149.161 (4.845.458) (302.692) 3.142.481 5,875,899 (5.665.231) $ 210.668 $ 1,488,973 87,856 (1,366,161) $ 210.668 (A) Non-cash operating balances includes taxes and accounts receivable, due from unconsolidated entities, accounts payable and accrued liabilities, other current liabilities, accrued employee benefits and deferred revenue. The accompanying notes are an integral part of these financial statements. TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2011 The Town of Tillsonburg is a Town in the Province of Ontario, Canada. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation. 1. Significant Accounting Policies The consolidated financial statements of the Corporation of the Town of Tillsonburg are prepared by management in accordance with generally accepted accounting principles for local governments as recommended by the Public Sector Accounting Board (PSAB) of the Canadian Institute of Chartered Accountants. The focus of PSAB financial statements is on the financial position of the Town and changes thereto. The Statement of Financial Position reports financial assets and liabilities. Financial assets are available to provide resources to discharge existing liabilities or finance future operations. Net financial assets represent the financial position of the Town and is the difference between financial assets and liabilities. This information presents the Town's overall future revenue requirements and its ability to finance activities and meet its obligations. The following outlines the significant accounting policies: (a) Reporting Entity These consolidated statements reflect the assets, liabilities, revenues, expenditures and accumulated surpluses and changes in investment in non financial assets of the Town of Tillsonburg. The reporting entity includes the activities of all committees of Council and the following boards, municipal enterprises and utilities which are under the control of Council: Tillsonburg Public Library Board Tillson burg Business Improvement Area Board of Management All interfund assets and liabilities and revenues and expenditures have been eliminated. The following local boards, joint local boards, municipal enterprises and utilities are not consolidated: Tillsonburg Waterworks Department Tillsonburg Sanitary Sewer Department Government business enterprises are separate legal entities that do not rely on the Town for funding. Investments in government business enterprises are accounted for using the modified equity method. Tillsonburg Hydro Inc. is a government business enterprise and the Town's investment in this corporation is reflected in these financial statements. TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2011 1. Significant Accounting Policies continued (e) Non-Financial Assets continued The Town has a capitalization threshold of$ 5,000 to $ 25,000, depending on the nature of the assets, so that individual assets of lesser value are expensed unless they are pooled because collectively they have a significant value. Leases are classified as capital or operating leases. Leases which transfer substantially all of the benefits and risks incidental to ownership of property are accounted for as capital leases. All other leases are accounted for as operating leases and the related lease payments are charged to expense as incurred. Tangible capital assets received as contributions are recorded at their fair value at the date of receipt. The fair value is also recorded as contributed revenue. (f) Inventories Inventories held for consumption are recorded at the lower of cost or replacement cost. (g) Revenue Recognition Government grants and transfers are recognized in the financial statements as revenues in the period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be made. (h) Deferred Revenue Grants, contributions and other amounts are received from third parties pursuant to legislation, regulation or agreement and may only be used in the conduct of certain programs, in the completion of specific work, or for the purchase of tangible capital assets. In addition, certain user charges and fees are collected for which the related services have yet to be performed. Revenue is recognized in the period when the related expenditures are incurred, services performed, or the tangible capital assets are acquired. (i) Financial Instruments Financial instruments of the Town consist mainly of cash, investments, accounts and taxes receivable. The carrying values of these financial assets approximate their fair values unless otherwise disclosed. TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2011 5. Pension Agreements The Town makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi-employer plan, on behalf of members of its staff. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of services and rates of pay. The amount contributed to OMERS for 2011 was$ 429,147 (2010-$ 387,304) for current service and is included as an expenditure on the Consolidated Statement of Operations. 6. Investments Investments of$ 85,413 (2010 - $ 87,856) are recorded at their cost and are short-term in nature. Investments consist of money market funds, which have a market value approximating cost. 7. Liability for Vested Sick Leave Benefits Effective January 1, 2000, the sick leave benefit plan was replaced by a short term protection plan. Accumulation of sick leave benefits ceased December 31, 1999. Employees with accumulated sick leave benefits are entitled to receive payment of a maximum of fifty percent of their accumulated sick leave benefit as of December 31, 1999. Payments cannot be made in excess of 130 days. The liability for these accumulated days, to the extent that they have vested and could be taken in cash by the employee, approximated$ 33,750 (2010-$ 49,106) at the end of the year. The full amount ofthis liability has been accrued on the Consolidated Statement of Financial Position. Anticipated payments in 2012 and subsequent years are not determinable at this time. 8. Deferred Revenue A requirement of the public sector accounting principles of the Canadian Institute of Chartered Accountants, is that obligatory reserve funds be reported as deferred revenue. This requirement is in place as provincial legislation restricts how these funds may be used and under certain circumstances these funds may possibly be refunded. The balances in the obligatory reserve funds of the Town are summarized as follows: Development charges Deferred operating revenues $ 816,862 19 140 2010 $ 1,178,873 48.585 $ 836.002 $ 1.227.458 TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2011 10. Temporary Bank Loans The temporary bank loans consist of the following: Bank overdraft $ 293.369 $ 1.366.161 The bank overdraft is repayable on demand with interest at prime less 1% and is unsecured. 11. Accumulated Surplus The accumulated surplus on the Consolidated Statement of Financial Position at the end of the year are comprised of the following: Operating surpluses (deficits) -Revenue fund -Public Library Board Invested in tangible capital assets Investment in Tillsonburg Hydro Inc. Reserves set aside for specific purpose -for acquisition of capital assets and general purposes Accumulated surplus $ 250,046 $ NIL 41,257,321 7,581,862 249,901 (32,036) 40,476,181 7,598,469 2.068.009 1.701.104 $ 51.157.238 $ 49.993.619 TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2011 13. Post Employment Benefit Liability Included in the accrued employee benefits is an amount for post employment benefits of $83,837 (2010-$72,445). The Town provides certain employee benefits which will require funding in future periods. An internal estimate of future liabilities was completed and forms the basis for the estimated liability reported in these financial statements. 14. Due (To) From Unconsolidated Entities The banking activities of the following entities are administered by the Town of Tillsonburg. Accordingly, the amount due (to) from these entities represents the net working capital position between the Town and the entity as follows: Tillsonburg Hydro Inc. Town ofTillsonburg-Waterworks Department Town ofTillsonburg-Sanitary Sewer Department 15. Interest Charges $ (314,253) 531,305 (444.440) $ (2273388) 2010 $ 117,637 234,609 11.316 $ 3633562 Interest for the year for net long-term liabilities which are reported on the Consolidated Statement of Operations and Accumulated Surplus is as follows: Interest $ 74L150 $ 8283174 16. Budget Figures The Town's Council completes separate budget reviews for its operating and capital budgets each year. The approved operating budget for 2011 is reflected on the Consolidated Statement of Operations and Accumulated Surplus. For capital spending, budgets are set for individual projects and funding for these activities is determined annually and made by transfers from reserves funds and by the application of applicable grants or other funds available to apply to capital projects. Schedule I TOWN OF TILLSONBURG SCHEDULE OF CONSOLIDATED TANGIBLE CAPITAL ASSETS DECEMBER 31, 2011 (with comparative balances as at December 31, 2010) Buildings & Furniture & Computer Transportation Roads& Communication Other 2011 2010 Land Fixtures EguiJ!ment Hardware EguiJ!ment Brid2es EguiJ!ment EguiJ!ment Total Total COST Balance, beginning of year $ 1,881,721 $ 22,085,272 $ 226,474 $ 869,883 $ 4,816,138 $ 52,068,90 I $ 54,213 $ 4,053,570 $ 86,056, 172 $ 79,133,310 Add: Additions during the year 259,822 5,575 997,415 907,244 51,244 2,221,300 6,962,379 Less: Disposals during the year (298 104) (2 577) (300 681) (39517) Balance, end of year L88L721 22.345.094 232.049 869.883 5.813.553 52.678.041 54.213 4.102.237 87.976.791 86.056.172 ACCUMULATED AMORTIZATION Balance, beginning of year 5,796,481 95,554 359,231 2,886,379 18,192,230 50,712 2,725,490 30,106,077 27,843,390 Add: Amortization during the year 486,321 9,898 138,658 353,230 1,206,783 3,425 208,721 2,407,036 2,299,452 Less: Disposals during the year (249 461) (I 905) (251 366) !36 765) Balance, end of year 6.282.802 105.452 497.889 3.239.609 19.149.552 54.137 2.932.306 32.261.747 30.106.077 NET BOOK VALUE OF TANGIBLE CAPITAL ASSETS $ 1,881,721 $ 16,062,292 $ 126,597 $ 371,994 $ 2,573,944 $ 33.528.489 $ ... _7.6 $ 1.169.931 $ 55.715.044 $ 55.950.095 This schedule is provided for information purposes only. [DRAFT] TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD DECEMBER 31, 2011 FINANCIAL STATEMENTS TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2011 (with comparative figures as at December 31, 201 0) 2011 FINANCIAL ASSETS Cash $ 169,966 Short term investments (note 2) 55,736 Due from trust fund 7 333 233.035 LIABILITIES Due to Town of Tillson burg 48,866 Deferred revenue (note 3) 184,169 Long term debt (note 4) 87.500 320.535 NET FINANCIAL ASSETS (LIABILITIES) (87,500) NON-FINANCIAL ASSETS Tangible capital assets -Schedule 1 611.785 ACCUMULATED SURPLUS-Statement 2 $ 524.285 Statement 1 2010 $ 238,867 55,332 7147 301.346 119,593 194,755 100.000 414.348 (113.002) 597.822 $ 484.820 The accompanying notes are an integral part of this financial statement. Statement 3 TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 312 2011 (with comparative balances for the year ended December 31, 201 0) 2011 2010 NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures (expenditures over revenues) $ 39,465 $ (34,443) Non-cash changes to operations: Amortization 60,722 100,210 Net change in non-cash working capital balances related to operations (A) (81.499) 135.734 18,688 201,501 CAPITAL Acquisition of tangible capital assets (74,685) (180,019) Decrease (increase) in work in progress 61,986 (74,685) (118,033) FINANCING Repayment of long term debt (12,500) (12,500) Net change in cash and cash equivalents during the year (68,497) 70,968 Cash and cash equivalents, beginning of the year 294.199 223.231 CASH AND CASH EQUIVALENTS, END OF YEAR $ 225.702 $ 294.199 COMPRISED OF: Cash $ 169,966 $ 238,867 Short term investments 55,736 55,332 $ 2253702 $ 2943199 (A) Consists of changes in due from trust fund, due (to) Town of Tillson burg and deferred revenue. The accompanying notes are an integral part of this financial statement. TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2011 The Public Library Board is a municipal local board of the Town of Tillsonburg. Its operations are governed by the provisions of provincial statutes. 1. Accounting Policies The consolidated financial statements of the Town of Tillsonburg Public Library Board are the representation of the Board prepared in accordance with accounting policies as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The significant accounting policies are summarized as follows: (a) Reporting Entity The financial statements reflect the assets, liabilities, revenues and expenditures and accumulated surplus of the Board. (b )Basis of Accounting Revenues and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. (c) Non-financial assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenues over expenditures, provides the change in net financial assets for the year. (d) Tangible capital assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost of the tangible capital assets are amortized on a straight-line basis over their estimated useful lives as follows: Buildings Computer hardware Equipment Collection 60 years 4 years 30 years 10 years TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2011 1. Accounting Policies continued (i) Budget The operating budget approved by the Board for 2011 is reflected on the statement of operations. The budgets established for capital investment in tangible capital assets are on a project- oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with current year's actual expenditure amounts. As well, the Board does not budget activity within reserves and reserve funds, with the exception being those transactions which affect either operations or capital investments. 2. Short term investments The short term investments of$ 55,736 (2010 -$55,332) are recorded at cost. Market value approximates cost. 3. Deferred revenue Deferred revenue is comprised of the following Development charges $ 184.169 $ 194.755 4. Long Term Debt Long term debt consists of the following: Long-Term Debt (87.500) $ (100.000) The payments are recoverable from general revenues. The debt is repayable in yearly principal payments of $12,500 in 2012 through 2018. COST Balance, beginning of year Add: Additions during the year Less: Disposals during the year Balance, end of year TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD SCHEDULE OF TANGIBLE CAPITAL ASSETS FOR THE YEAR ENDED DECEMBER 31. 2011 (with comparative balances as at December 31, 201 0) 2011 2010 Furniture and Computer Buildines Equipment Hardware Collection Total Total $ 581,243 $ 109,614 $ 156,144 $1,033,990 $1,880,991 $1,700,972 23,658 5,575 45,452 74,685 180,019 604.901 115.189 156.144 1.079.442 1.955.676 1.880.991 ACCUMULATED AMORTIZATION Balance, beginning of year Add: Amortization during the year Less: Disposals during the year 224,282 38,365 12,795 3,747 79,848 940,674 1,283,169 1,182,959 30,874 13,306 60,722 100,210 Balance, end ofyear 237.077 42.112 110.722 953.980 1.343.891 1.283.169 NET BOOK VALUE OF TANGIBLE CAPITAL ASSETS $ 367.824 $ 73.077 $ 45.422 $ 125.462 $ 611.785 $ 597.822 This schedule is provided for information purposes only. Schedule 1 SCRIMGEO Members of Council . Corporation of the Town of Tillsonburg 10 Lisgar Avenue Tillsonburg, Ontario N4G5A5 Dear Sirs: I have been engaged to audit the financial statements of the Town of Tillsonburg for the year ending December 31, 2011. These include the Library Board, Waterworks and Sanitary Sewer systems and Trust Funds. Canadian generally accepted auditing standards requires that I communicate at least annually with you regarding all relationships betweeri the Town and myself that, in my professional judgment, may reasonably be thought to bear on my independence. In determining which relationships to report, the standards require me to consider relevant rules and related interpretations prescribed by the appropriate provincial institUte/order and applicable legislation, covering such matters as: • · Holding a financial interest, either directly or indirectly, in a client; • · Holding a position, either directly or indirectly, that gives the right or responsibility to exert significant influence over the financial or accounting policies of a client; • Personal or business relationships of immediate family, close relatives, partners or retired partners, either directly or indirectly, with a client; • Economic dependence on a client; and • · Provision of services in addition to the audit engagement I am not aware of any relationship between the Town and myself that, in my professional judgment, may reasonably be thought to bear on my independence, that have occurred from January 1 to December31, 2011. Canadian generally accepted auditing standards require that I confirm my independence to' management or persons having oversight responsibility for the financial reporting process. However, since the Rules of Professional Conduct of the Institute of Chartered Accountants ofOntario deal with the concept of independence in terms of objectivity, my confirmation is to be made in that context. Accordingly, I hereby confirm that I am objective with respect to the Town within the meaning of the Rules: of Professional Conduct of the Institute of Chartered Accountants of Ontario as of May 28,2012. Suite 950, 495 Richmond Street London, Ontario N6A 5A9 • Phone: 519-672-6811 Fax: 519-672-9757 Members of Council Corporation of the Town of Tillsonburg 10 Lisgar Avenue Tillsonburg, Ontario N4GSA5 Dear Sirs: COMPANY May 14,2012 I have completed my audit of the financial statements of the Corporation for the year ending · December 31, 2011 and would like to take this opportunity to address the following areas that I believe the Town should consider in order to strengthen its accounting systems. These comments are not intended to reflect on the integrity of your employees, but are intended to provide recommendations to improve your systems. Accounts receivable During our audit process we noted that there is still one significant accounts receivable which has been outstanding for more than one year. We understand that staff is currently following up on this amount. Trust funds Due to the numerous trust funds, we recommended in the past, that each trust fund be reviewed for originating documents and allocated in accordance with these documents. As well, we noted that Council and staff should review the necessity for separate bank accounts for each of these trust funds due to the time and resources required to maintain these separate · bank accounts. The staff anticipates this process will be completed in 2012. Receipts Numeric receipts are issued for any monies received at the Corporate offices. These usually occur when cheques are received in the mail. The same individual issues the mail, prepares the deposit and prepares the bank reconciliation. This process has been addressed in 2012 and a segregation of duties has been implemented. Suite 950, 495 Richmond Street London, Ontario N6A 5A9 • Phone: 519-672-6811 Fax: 519-672-9757 File: A03/12 Date: May 17,2012 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT NOTICE OF PuBLIC HEARING Please take notice that the following application has been submitted to the Tillsonburg Committee of Adjustment under section 45 ofthe Planning Act, R.S.O. 1990. Before making its decision on the application, the Committee will hold a public hearing to consider submissions from both the applicant and every other person who desires to be heard in favour of and/or against the application. The public hearing is to be held: Date: Monday May 28, 2012 Time: 6:00pm Location: Town Council Chambers Tillson burg Corporate Offices, Town Centre Mall, 2"d Floor OWNERS/APPLICANTS: John & Karen Pritoula 19 Armstrong Drive Tillsonburg ON N4G 5T3 LOCATION: AGENT: LOT 27 PLAN 41M88, municipally known as 19 Armstrong Drive, Town ofTillsonburg, County of Oxford PURPOSE OF APPLICATION: The applicant is applying for relief from Section 6.5.3.2.6, Rear Yard Setback, ofthe Rl-3 Zone ofthe Zoning By- Law, to reduce the minimum required setback from 10 metres (32.8 feet) to 8.7 metres (28.6 feet) in order to permit the construction of a new sunroom which will encroach into the required rear yard. You are invited to present your comments regarding the application either in person at the public hearing or in writing to the Secretary-Treasurer prior to the public hearing. If you do not attend or are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. If you would like a copy of the Decision of the Committee of Adjustment, please request, in writing, a "Notice of Decision" from the Secretary-Treasurer. The Notice of Decision will be mailed not later than ten days from the date of the Committee's decision. Please be advised that the Oxford County Community and Strategic Planning Department will be conducting a review of the application and if you would like a copy of the Planning Report or have any questions, please contact Eric Gilbert, Development Planner at 688-3009 extension 3226 or by email: egilbert@county.oxford.on.ca. Yours truly, Donna Wilson Secretary-Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2"d Floor Tillsonburg ON N4G SA 7 S.lxfErdCount~ ~ growing stronger. .. together Community and Strategic Planning P. 0. Box 1614, Woodstock Ontario N4S 7Y3 Phone: 519-539-9800 • Fax: 519-537-5513 Web site: www.oxfordcountv.ca Our File: A 03/12 APPLICATION FOR MINOR VARIANCE TO: Town of Tillsonburg Committee of Adjustment OWNERS: John & Karen Pritoula 19 Armstrong Drive Tillsonburg ON N4G 5T3 VARIANCE REQUESTED: MEETING: REPORT NO: May 28, 2012 2012-130 Relief from Section 6.5.3.2.6, Special Provisions (R1-3) -Rear Yard, to reduce the required minimum rear yard depth from 10 m (32.8 ft) to 8.6 m (28.2 ft) to allow for the construction of a sun room addition to the rear of the existing single detached dwelling. LOCATION: The subject property is described as Lot 27, Plan 41 M-88 in the Town of Tillsonburg. The lands are located on the west side of Armstrong Drive, south of Wilson Avenue and are municipally known as 19 Armstrong Drive. BACKGROUND INFORMATION: COUNTY OF OXFORD OFFICIAL PLAN: TOWN OF TILLSONBURG ZONING BY-LAW: SURROUNDING USES: COMMENTS: (a) Purpose of the Application: Low Density Residential Special Low Density Residential-Type 1 (R1-3) Surrounding uses include existing low density residential uses The applicant proposes to obtain relief from the above-noted section of the Tillsonburg Zoning By-law to facilitate the construction of a sunroom addition to the rear of the existing single detached dwelling. Assessment records indicate the property has an approximate area of 716 m2 (7,700 ft2). The existing single detached dwelling is one storey in height and has an approximate ground floor area of 137.9 m2 (1 ,484 ft2). The proposed sunroom measures 3. 7 m (12ft) by 5.5 m (18ft), with an area of 20m2 (216 ft2). ~·--'OrdCount~ ~~owing stronger. .. together 0.2 NAD_1983_UTM_Zone_17N © County of Oxford Plate 1 -Location Map (with Existing Zoning and Parcel Lines) File No.: A-03/12-Pritoula Lot 27, Plan 41M88, Tillsonburg 0 0.09 0.2 Kilometers I I May 10, 2012 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. NOTE:THIS IS NOT A PLAN OF SURVEY ' j ·, .:-'•") ~ 1 . .--· . '. ,..,. ..... t---"' ;_.,.\"" I ~ \ '=/',..-\ I , •• ··.,..--'\ '. ~ ' .·, ' \ I \ \ r-' (_ __.;.__, \ ' .. --t" \ . -""'•""'· \ "'' _( . \ \ \ ,e..> ... ,, 1,\ . \ . \---- \ I I •. "I I .. .. \ I· . ._.. ____ _ ,...__ '-:--··'~' Legend Parcel Lines (Displays 1:16 00 Boundary Lot Line Assessment Line Road JD Zoning (Displays 1:16000 to 1: Notes \ ·-z. : · ... ;·• , •.• '-; 1 • r • ! J .~ ·, i .r~_ .. r ·\ r"' .. , -~ .} Plate 3 .. , • ApPlicant• l='ite No . s Sketch lot 27, Pt~-o:~::· Pritouta 88, Yillsonb Urg N 11· JO' oo·· w 2./ . ."5f.5 (Pl & M) A 11/Glt ... I· ~) ,, ,_,.,.j j, 0 .. j · .. '·· · .. ....... ·-.. P(~>fo~~t> s ·"'·•t<>Q.~ . ('J ~) 7. 0 :u f'1 ;;j .... 0 C" z <.:1 )>- ::! 0 z. ~)C;tS'It~Gt 'O~C\( PHI. 00030 / .J 'I? ·(..,! ("~ I" I !) ,..- I I <) (~I (,1 ~--, ... '.:"• ,,. (j> I• ... '· (.../ ~ ... H •., {)~ ,, t: ~ •., r ... , t/ '· ..... _ R- I [:i.l' J\F~1vl '::; T F<CJ NC:1 l. ( , File No. A 03/12 RECOMMENDATION Report No. 2012-130 Page4 That the Town of Tillsonburg Committee of Adjustment approve Application File A 03/12, submitted by John & Karen Pritoula for lands described as Lot 27, Plan M-88 in the Town of Tillsonburg as it relates to: 1. Relief from Section 6.5.3.2.6 -Rear Yard; to reduce the required minimum rear yard depth from 10m (32.8 ft) to 8.6 m (28.21 ft) to allow for the construction of a sun room addition to the rear of the existing single detached dwelling, subject to the following conditions: i) A building permit for the proposed sunroom shall be issued within one year of the date of the Committee's decision. ii) Minor Variance approval is granted only for a sunroom that is substantially and proportionally in compliance with the applicant's sketch shown as Plate 3 of this report. Authored by: "Eric Gilbert" Eric Gilbert, MCIP, RPP Development Planner May 19, 2012 EG/eg File: A 03 12 Pritoula Approved by: "Gordon Hough" Gordon K. Hough, MCIP, RPP Corporate Manager File No. A-03/12 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT DECISION OF COMMITTEE Page 1 of2 WE, the undersigned members of the Town ofTillsonburg Committee of Adjustment, do hereby attest that the following was the decision reached by us at the meeting held on Monday May 28, 2012. OWNERS/APPLICANTS: John & Karen Pritou1a 19 Armstrong Drive Tillsonburg ON N4G 5T3 LOCATION: AGENT: LOT 27 PLAN 41M88, municipally known as 19 Armstrong Drive, Town ofTillsonburg, County of Oxford PURPOSE OF APPLICATION: The applicant is applying for relief from Section 6.5.3.2.6, Rear Yard Setback, of the R1-3 Zone ofthe Zoning By- Law, to reduce the minimum required setback from 10 metres (32.8 feet) to 8.6 metres (28.2 feet) in order to permit the construction of a new sunroom which will encroach into the required rear yard. DECISION: APPROVED That the Town ofTillsonburg Committee of Adjustment approve Application File A 03/12, submitted by John & Karen Pritoula for lands described as Lot 27, Plan M-88 in the Town ofTillsonburg as it relates to: 1. Relief from Section 6.5.3.2.6 -Rear Yard; to reduce the required minimum rear yard depth from 10 m (32.8 ft) to 8.6 m (28.21 ft) to allow for the construction of a sun room addition to the rear of the existing single detached dwelling, subject to the following conditions: i) A building permit for the proposed sunroom shall be issued within one year of the date of the Committee's decision. ii) Minor Variance approval is granted only for a sunroom that is substantially and proportionally in compliance with the applicant's sketch shown as Plate 3 of this report. Members concurring in above ruling: John Lessif Mark Renaud David Beres Mel Getty Marty Klein Chris Rosehart Brian Stephenson Ministry of Citizenship and Immigration Minister 6th Floor 400 University Avenue Toronto ON M7A 2R9 Tel.: (416) 325-6200 Fax: (416) 325-6195 May,2012 Dear Friends: Mlnlstere des Affaires civiques et de !'Immigration Ministre 6. etage 400, avenue University Toronto ON M7A 2R9 Tel.: (416) 325-62oo Telec.: (416) 325-6195 Re : Ontario Medal For Good Citizenship ~ ~ Ontario I am pleased to let you know that nominations for the Ontario Medal for Good Citizenship are now being accepted. Established in 1973, the Ontario Medal for Good Citizenship honours Ontarians who, through exceptional, long-term efforts, have made outstanding contributions to community life. I am pleased to invite you to participate by nominating a deserving citizen. Recipients will be presented with their medal by the Lieutenant Governor of Ontario at a special ceremony at Queen's Park in the Fall of2012. Nomination forms are now available on-line by visiting the Ministry of Citizenship and Immigration's website at: www.ontario.ca/l1onoursandawards. You may submit your nomination on-line by choosing the "Nominate Online" option, or download the PDF or HTML format from the website. For any further information, please contact the Ontario Honours and Awards Secretariat at 416 314-7526, 1 877 832-8622 or (TTY) 416 327-2391. Nominations must be received by July 17, 2012. I encourage you to take the time to nominate a deserving citizen in your community for an Ontario Medal for Good Citizenship. The men and women we honour stand as shining examples to us all. Sincerely, __./ Charles Sousa Minister Ministry of Natural Resowces Office of the Deputy Minister Ministere des Richesses naturelles Bureau du sous-mtnistre Edifice Whitney, bureau 6643 99, rue Welesley Ouest Toronto (Qnlario) M7A 1W3 Tel.: 416-314-2150 ,...~ t?ontario Room 6643, Whitney Block 99 Wellesley Street West Toronto ON M7A 1W3 Tel: 416-314-2150 Fax: 416-314-2159 May 3, 2012 T818c.: 416-314-2159 Dear Chief Administrative Officer/Clerk: I am writing to let you know about some changes the Ministry of Natural Resources is making to the Bear Wise program. As part of our Transformation Plan announced in the 2012 Ontario Budget, the ministry conducted a review of how we deliver programs and services to Ontarians. The Bear Wise program was part of that review. Bear Wise has set a solid foundation, helping municipalities and the public to reduce preventable human-bear encounters. In fact, no other jurisdiction in North America has provided this level of support to communities. Today, eight years into the program, awareness of Bear Wise is high and many municipalities have good, robust bear wise strategies in place. As a result of the program, the public is better educated about what to do when they encounter a bear. In this regard, Bear Wise has achieved its main goals, and the time is right to transition from an active management model to one that places a greater emphasis on personal responsibility. Most aspects of the Bear Wise program will continue, including: • operating the toll-free Bear Reporting Line (1-866-514 -2327) 24 hours a day, seven days a week from April to November, with trained staff handling calls and determining the appropriate response • educating the public about black bears and bear behaviour in Ontario • providing advice to municipalities, the public, and other stakeholders about what they can do to keep bears away from urban and semi-urban areas, and how to manage problem bears • tracking and collecting information about human-bear occurrences • maintaining our comprehensive website to assist Ontarians with tips to ensure that their properties are not inviting to bears. ...2 3 5 ? /,S /U! ~_,?ptiti d 01/Js,...~; c!Jtt) AN6 V3 )-.1-111&-j '}_clt'l-- Ministry of Transportation Provincial Highways Management Division 3rd Floor, Ferguson Block n Wellesley Street West Toronto ON M7A 1Z8 Tel: 416-327-9044 Fax: 416-327-9226 May 17,2012 His Worship John Lessif Mayor Town of Tillsonburg 200 Broadway. 2nd Floor Mlniatllre des Transports Division de Ia gestion des routes provlnclales Edifice Ferguson, 3° etage n. rue Wellesley Ouest Toronto ON M7A 1Z8 Tel. : 416-327-9044 Telae. :416-327-9226 Tillsonburg, Ontario N4G 5A7 Dear Mayor Lessif: The Ministry of Transportation recognizes that municipal roads and bridges are essential components of Ontario's transportation network. Since 2003, the province has provided municipalities with over $13 billion in infrastructure funding, Including over $1.5 billion in funding for municipal roads and bridges. These investments have helped municipalities to modernize and expand their transit systems, repair and upgrade roads and bridges, and revitalize community infrastructure. '·· In addition, uploading social assistance benefit programs costs-along with other increases in our ongoing support to municipalities-will ensure that municipal property tax dollars are focused on local priorities, such as municipal roads and bridges. The province's ongoing support to municipalities has Increased to $3.2 billion in 2012. We are currently working with the Association of Municipalities of Ontario and the City of Toronto to complete the Roads and Bridges Review which will provide recommendations to support the sustainability of municipal roads and bridges. While the 2012 provincial budget did not announce any new funding for municipal roads and bridges or Connecting Links projects, the provincial government remains committed to working with municipalities to help address these needs. As part of Building Together, the province has committed to work with the municipal sector and the federal government to develop a municipal infrastructure strategy to help meet the challenges of current and emerging infrastructure needs. This strategy will help ensure that every dollar we invest in municipal infrastructure is focusing on what is most important and leveraging the best possible outcomes. ../2 CA012-10 Airport Signage Update DATE: May 28, 2012 TO: Council FROM: Kelley Coulter SUBJECT: AIRPORT SIGNAGE REVIEW RECOMMENDATIONS "Resolve that Council receives CA012-10 Airport Signage Update for information purposes. And further resolve that Council formally approve the purchase of the 3- /ine LED for the Airport sign at a cost of $29,881 + HST, to be funded from the 2012 Airport Operating Budget savings generated from additional Land rental revenue. " PREAMBLE This report is an information report to Council on the decisions and reports that have been presented relating to the Airport Signage. SUMMARY On May 14, 2012 DCS12-30 LED Light Funding report was presented to Council with the recommendation to fund the purchase of the lighting for a cost of $29,881 +HST from the 2012 Airport Operations, specifically from the Agricultural lands rental. Council instructed staff to clarify the design approval for the LED light. The Airport branding project was first presented to Council on September 12, 2011 (DCSll-46). Four follow up reports occurred: DCS11-50 September 26-2011 DCS11-51 September 26-2011 DCS11-63 November 28-2011 DCS12-30 May 14-2012. As part of DCSll-63 report, staff recommended Option Cat 28 feet with the 3-LED Line design. Council supported the project, however declined to approve the purchase of the LED light until a suitable funding source could be found. The following are exerpts from staff report DCSU-63 which states that staff recommended Option Cat 28 feet with 3-line LED signage: 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.town.tillsonburg.on .. ca Minutes of November 28, 2011 Council Meeting: The Director delivered a presentation which addressed Council's earlier comments and suggestions regarding the airport logo, and overviewed the consultative process by which the new proposed logo was selected. Council inquired as to when the sign would be installed if approved. Staff indicated that the sign would likely be installed in the Spring. Council approved the 28 foot tall sign and not the 23 foot sign and the LED lighting was deferred until 2012 to allow staff time to seek corporate sponsorship and to detennine the readability of the LED sign at Highway speeds. Resolution No. 13: Moved by: Councillor Klein Seconded by: Councillor Beres AND RESOLVE THAT Council receive Report DCS 11-63 Airport Branding Update & Award of Contract for Airport Signage; AND FURTHER THAT Council approve the new Tillsonburg Regional Airport logo as selected by the Airport Branding & Signage Steering Committee; AND FURTHER THAT Council approve the award of a contract for new airport signage, up to a maximum upset limit of $27,000, to Brooks Signs Ltd and that the Director of Development & Communications and/or his designate be authorized to negotiate future purchase orders or contracts in this regard, and that such a contract be brought back to Council in 2012 for authorization. Recorded Vote: NAME VOTE IN FAVOUR VOTE AGAINST Marty Klein yes John Lessif yes Mark Renaud yes Chris Rosehart yes Brian Stephenson yes Dave Beres yes Mel Getty yes The recorded vote reflects the vote is seven in favour of the Motion and none against the Motion. The motion is "Carried" 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.town.tillsonburg.on .. ca Tillson burg Regional Airport A Review-Revenue, Outlook, Vision and Work Plan ---- --s---o--n u r ~---·--- ---- Re_g i 0-!1 a I A i r p o r t ----- Big Sky.~·==llig Runway. Big History. Appendix B-Potential Properties for Sale ................................................................................................ .48 Appendix C-October 2010 Staff Report ....................................................... Error! Bookmark not defined. Table 1 Airport Infrastructure Debt .............................................................................................................. 6 Table 2 Airport Debt Payments ...................................................................................................................... 7 Table 3 Airport Land Area ............................................................................................................................. 7 Table 4 Comparable Airport Land Areas ....................................................................................................... 7 Table 5 Commercial Tenant Summary .......................................................................................................... 8 Table 6 Non-commercial (General Aviation) Tenant Summary .................................................................... 8 Table 7 Land Lease Options .................................................................. ;~ ..................................................... 13 Table 8 Land Rental Results ............................................................. ~;-.-;~.; ...................................................... 15 Table 9 Option 1-Fuel ................................................................ ~.~.~ ... -.~ .......................................................... 16 Table 10 Option 2-Fuel ........................................................ _ ... _ .. _ ........... ~•·~·····················································16 Table 11 Option 3-Fuel ................................................... -......................... ~~~-··_ ............................................. 17 Table 12 Profit and Loss Fuel ...................................... -••.. ~~-; ....................................................................... 18 Table 13 Hangar Development .............................. '-.......................................... :.: ........................................ 19 Table 14 Hangar Revenue ..................................................................................... :-:-::~ ................................. 19 Table 15 Hangar Development ........................................ _._"._ ............ ,,_.,.~ .. _. ................. .-~.-:::: ............................ 20 Table 16 Fuel Sale-Hangar Revenue ............................... ~ .. ~~ ............ : ............................ ;;-;-;-.-;~ ...................... 21 ----·· -------·· Table 17 Revenue T-hangar Construction-::.-:-;: ....................... =:-:.-:-::: ........................................................... 23 Table 18 Museum Incentive and Revenue ................................ ::-.-::.; .......................................................... 24 Table 19 Land Sale ........................................................................... ~~-~:-: ...................................................... 26 Table 20 Lot Revenue .............................................................................. ~ .. ~ .. ~···············································-27 --- Table 21 Hangar Lot Sale.~~~-···············=··············~= ......... : ........................................................ 28 Table 22 Total Revenue Possible Through Sale of¥roperty ....... ~-: .... ~ ........................................................ 28 Table 23 Operational Efficiencies ........................... .-...... -:.~-:: ............... ~-.-:.-..................................................... 32 --- Table 24 Low Forecast (Conservative) ........................................................................................................ 32 Table 25 Medium Forecast .. -:-:~ ......... =-: ..................... .-.-.-.-.-.......................................................................... 33 Table 26 High Forecast-Aggressrve=-........ -:~::-::: ............... , .. ~ ...................................................................... 34 Table 2?Five Year Capital Budget .......................... ~:;;;;; ............................................................................. 41 Table 28 l_nvestments that Support Revenue .............................................................................................. 42 Table 29 Investments that Support AirporlBtents .................................................................................... .42 1. Low Forecast (Conservative) -Projected additional profit of $13,098 in 2012 increasing to $36,239 in 2021. This projection does not foresee achieving a zero or positive net levy impact until 2020 when the current debenture for the airport expansion project is paid off. 2. Medium Forecast -Projected additional profit of $26,168 in 2012 increasing to $72,831 in 2021. This projection foresees achieving zero net levy around the 2014/2015 timeline but does not achieve profitability until 2020 when the current debenture for the airport expansion project is paid off. 3. High Forecast (Aggressive)-Projected additional profit of $$-43,098 in 2012-2013 increasing to $216,885 in 2021. This projection foresees achieving profitability of $54,679 in 2013 increasing to $185,479 by 2021. Based on the analysis, the airport could potentially achieve financial sustainability (with some assumptions) starting in the current year of 201rro2015 time horizon .. This report concludes by reviewing some risks to the plan and making recommendations for moving forward with timelines. As well the report discusses the Airport Strategic Plan, mat was approved by council in-October of 2010. 2.1 Tillsonburg Regional Airport-the Current State The Tillson burg Regional Airport (TRA) is located in the Township of South-West Oxford, approximately 7 kilometres north of the Town of Tillsonburg. The airport is accessed from Highway 19 and is 15 kilometres south of Highway 401. The Tillsonburg Regional Airport is owned and operated by the municipality. The Royal Canadian Air Force originally built the airport as an emergency grass airfield to support flight training during the Second World War. In the late 1950's the municipality began leasing the airport from the Federal Government. During this tenure it is assumed-that negotiations commenced for the municipality's eventual ownership of the facility; leading to-the eventual ownership of the airport by the municipality in 1981. During that period a number of iillprovements were completed. From the period of 1981 until 2008 the airport and it's improvements exClusive of private hangar development remained , largely dormant. It was not until 2000 that th-e]i'ILJnicipality undertook any-major upgrades to the airport property. The upgrades included a significant:e)(pansion_<!_nd upgrade including the resurfacing of the main asphalt runway (08/26) and lengthening it-to)_,502 ft (1,677 m). A new-terminal building was constructed along with associated-parl<ing facilities. The_E_e_bt "paydown" schedule associated with these developments is shown below. Table 1 Airport Infrastructure Debt Chatham-Kent 422 171 God erich 400 162 Kincardine 125 51 London 1,500 607 St. Catharines/Niagara 329 133 St. Thomas 600 242 Stratford 482 195 Given the above analysis, Tillsonburg's land area is second to London's. 2.3 Current Airport Users, Tenants and Manugement There are a variety of users, from the institutional, pr-iv~~and recreational sectors that utilize the airport for fuel purposes and also for business or re_cr_e_ational purposes. The current institutional users include: ORNGE MedicarTransport, Ontario Provineial Police, Canadian Coast Guard, Royal Canadian Mounted Police and the Canadian Mttitary. Predominantly the vehicle types are helicopter and secondarily fixed-winged aircraft. ::=~~ There is a relatively stable airport tenant b~s_e currently, please se_e_::b_elow. Table 5 Commercial Tenant~iJ!'!mary ~--·· •·-·_''-;;:; J~lil~s; :·t}·'':_;: ·t.'.:tfit~~~fjjlll:~tj ~:;f;,;f .. ~~~f~r~:-·';:.' Spectrum Aviation Aircraft painting- and refurbishing--- Canadian Harvard Not for pr(}fit--- Aircraft Lee Air _______ vintage aircraft_ group Aircraft maintenance- 10-years with_lQ year renewal --- 25 years -- Table 6 Non-commercial {(ieneral Aviation) Tenant Summary The proponent was given direction to look at three main components: • An Airport Business Park Market and Feasiblity Analysis; • An Airport Park Market and Feasibility Analysis; and • A review of governance models for regional airports along with options for the Tillson burg Municipal Airport. The report concluded in April of 2010, with the recommendations supported and endorsed by the previous Economic Development Advisory Committee. Subsequently the Airport Strategic Plan was presented to C:Qllncil aflCL9pproved in October of 2010. This report identified a number of significant infrastructure illvestments for !h~ airport. The Council resolution approved in October 2010 is shown below.--~ "That Council approve the Airport Business ParJs~(lnd Airpark Market Analysis and Feasibility Study as a guide for the future development of the::CI[rport(I!'J_cl_that the recommendation in the report to proceed with the development of a general-av_!(ltion and vintage airplane cluster be endorsed" And further, that the following priorities be identified for indiiSTon in the 2011 Airport Business Plan: • Resolve displaced-runway threshold; • Ensure year round-use of full-airport facilitieS-through suitable snow removal; • Establish GPS appro-a-ches; -- • EncouJ·age_tb_e_growth 11/a11ying/avlation club'=~ • Encourage the success of attight school;---· • Increase collaboration_With theCanadian Harvard Aircraft Association; and, • Enhance Airport visibilit}u:md prtf/ile through new signage at Hwy 19 and Airport Road, preparation of a new airport brochure, and new marketing initiatives." At the time of the adoption of this report it was seen that these investments were critical to positioning ----- the airport as both a leading Ge-neral Aviation airport and Canada's Vintage Airport. The Strategic Plan identified a key role for the private sector in supporting these infrastructure investments discussed later in this report. This plan will elaborate on the opportunities for generating revenue under a variety of scenarios ranging from little to no additional infrastructure investment to an aggressive infrastructure investment plan. The goal for the airport is that it becomes an increasingly larger contributor to the economic base of the Town of Tillsonburg, South-West Oxford and the County of Oxford in terms of a revenue source, job creation and attraction of new investment and residents. This report will examine potential 3. Sustaining and Revenue Generation Opportunities As indicated earlier there are opportunities to generate further-revenue at the airport, the following sections outline a number of opportunities to increase revenue-at-the airport and at the same maintain costs in a relatively stable nature to build towards future inttiatives-of-growth and development. A large contingency and principle underlies each of the recommendations proceeding, this being "The Municipality Must Encourage and Seek-out PSI'tnerships to Sustain and GrQ.\{1/ the Airport." The Tillsonburg Regional Airport is utilized by a large _11Umber_c;)f~dividuals outside of the municipal boundaries of Tillson burg, and thus it ls important to seek~P!!rt_!l~rships. Staff musfcontinually do out- reach work to market the airport and consistently promote -th_(,l_airport locally, regionally, provincially, nationally and internationally. Although the airport is an owned asset of the-ffiunicipalrty-ef--Tillsonburg, any development outside of a "for-profit" business model, benefits directly via:t:ax revenue,aevelopment fees, The Township of South- West Oxford and Oxford County. Staff must -eenttflually move-towards encouraging a sustaining partnership into the future and ensuring there is Feeognition of the contribution of this asset to the economic development and diversity of the County. -==- 3.1 Opportunity One -Agricultural Land Lease Revenue Agricultural land lease r~venue _i? _one of the largest revenue sources for the airport and has the potential to contribute even_!iue to increased commodity prices and demand for agricultural land. At the start of 2012, the airport currently leases 396 acres of agricultural land at $152/acre for gross revenue of approximately $60,000/yr. The agricultural land lease contract expired in 2011 and the lands were re-tendered in the first quarter of 2012. 59 acres $175/acre $10,325 Total $69.475 $9,475 $700/acre with 35% share $82,810 59 acres $200/acre $11,800 Total S94.610 $34,610 The advantages of Scenario 1 are that revenues are fixed once a contract has been signed and they are not impacted by variable weather or market conditions. lntnis case;tfte Lessee assumes all the risk. The advantages of Scenario 2 are the same as option one but with a higher-lease rate of $200/acre that results in additional revenue of $18,000 per year.-- Scenario 3 involves entering into a sharecropping ammgement~with a farmer. 111_!his scenario, the farmer provides the equipment/machiDeJ¥_with the landown~r-=providing the land and the value of what each party bring is assumed to be equaL __ However, the-=farmer also pays for the purchase of seeds/fertilizers and the associated labouuequirecLtuJarm the lands. Hence, the arrangement usually results in a 75:25 to 65:35 ratio in favour of tbeJarmer. ~-- ------------- There would be approximately 338 acres availao1e-for tnTs-tVpe ofarrangement at the airport as 59 acres are under a long term lease agreement. This is an arrangement that-was reached in 1990's between the town and the adjacent landQw_ner. In this agreement-; the tenant absorbed the cost of tiling the land in return for a lifetime lease agreeJne_nL Staff have-estimated two scenarios where the Town receives either 25% of gross revenue or 35% of gross reventJe where gross revenue is estimated at $700/acre. This results in net new revenues of $9,475 to $34;-6-10. Based on the above analysis, a sha_r:~c:ropping arrangement is only attractive if the Town's share of gross revenue is greater than__l5%. Ot_b~rwise, the rental arrangement provides the same level of revenue with no risk. The challenges associated with a sharecropping arrangement are that revenues subject to the vagaries of weather and crop production. In addition to this, the total amount of land available for this option is restricted somewhat by the long term lease already in place with the adjacent landowners. Based on the above analysis staff are recommending that the tender include both the fixed price contract and the sharecropping options with the intent to maximize value for the Town of Tillson burg. For the purposes of the budget forecast (Section 18), staff are estimating that this will generate 3.2 Opportunity Two -Increased Fuel Revenue Fuel costs are subject to variation based on current market prices. As a result, locked-in pncmg agreements are not feasible. The TRA's current pricing formula is wholesale price plus a fixed percentage (gross profit margin). Beyond increasing marketing efforts, a fuel price reduction program could be explored in an effort to encourage increased fuel usage by larger volume users as well as to attract new customers. Staff have identified three options to increase fuel revenue: • Option 1 -Recreational/Private (Large Volume) ____ _ Set threshold amounts. Once a customer passe-s-this amount, they will qualify for a rebate or fuel discount on future fuel for that calendar year. Table 9 Option 1 -Fuel There aTe currently veryfew General Aviation pilots that fly enough to purchase more than 5,000 litre-s of fuel so this o-ption does not appear to offer good revenue generation potential. • Option 2 -CorporatiFAJrcraft Provide a significant discount for large volume fuel purchases i.e. exceeding 20,000 Litres per calendar year Table 10 Option 2 -Fuel Table 12 Profit and Loss Fuel min each 175 min-- 105 min@ __ 3/hr = $21.85 150 mj'!~$13.63 =$-s5.66 294min@$33 .63=$164.79 221 The above table merits some examination in determining the deriving of greater revenue and profit from fuel operations; staff are reviewing operational efficiencies at the airport in greater detail to understand costs related to services. In terms of hangar construction, the town could also enter into an agreement where staff would oversee the construction of hangars and lease to tenants as a complete package. This option is explored further in the next Section. 3.4 Opportunity Four-Town Owned Hangar Construction There is currently one hangar rental opportunity at the airport~wh1ch is a privately owned 10 bay T- hangar. Based on current interest/leads, staff believe that thedirport could support the construction of a second commercial leasing facility. This could either be-irnhe form of another T-hangar or a smaller hangar similar to the Town owned hangar where foYr users share oneTangar. For the purposes of this analysis, we will focus on a 10 bay T-hangar. The construction cost for a 10 bay T-hangar is estimated at $25 per square foot for_aconstruction cost of $248,000. There would be an additional cost of approxfrrrately $/0;000 for associated-taxiways, aprons and hydro source as well as 10% contingency ($31,795) brini~fng=-the total cost to $349,795 Amortization over a 20 year period basec! ~~ the~wLent Infrastructure Ontario lending rate of 3.53% would result in payments (P&I) of $24,458.0&_~r year. ___ _ Gross revenue for a fu~y_leased hangar at $215/mor1H1-woutct-be $33,000 per year. In real estate proformas, it is common_!()_ account for vacancy so-two scenarios with corresponding vacancies of 10% and 20% have been developed._ This proposal-wtluld-alsO-bring fne benefit of increased fuel sales from the additional aircraft on the field and basedon current fue-1-pl'ices an(f average flying time from current tenants, this could increase fuel sales by 15,000 litres per yeal'--fgr totalrevenue of $24,300 in sales with a gross profit of approximately $4,500 per year. Table 15 Hangar Development 9920 square feet- Taxiways, aprons, hydro $70,000 Contingency $31,795 Total Cost $349,745 Interest cost $139,367 Vacancy (ROI) Gross Profit/Yr-No vacancy $13,042 Gross Profit/Yr-10% Vacancy $9,742 Gross Profit/Yr-20% Vacancy $6,442 Based on the above analysis, the return on investment for constructing a Town owned hangar IS average at best. However, it is important to note that the cost figures usetf-care conservative and it is possible that the hangar could be constructed for a lower cost per square foot, which would improve the proforma. In addition to this, it is necessary to take into account the induced/additional fuel sales that would result from attracting new airplanes to the airport. It is estimated that attracting_ten new planes to the airport would result in the sale of an additional 15,091Fiitres per year resultingJn additional revenue of approximately $23,850 per year. This scenario is explOred further below. Table 16: Hangar Development and Co?!_ __ -------- Increased Fuel Sales (Per Year) 15,000 L $23,850 ----~ ... ------ Gross Profit ---~--$4,500 ------------- ~---------------- Total Revenue for Hangar-Rental -$33,000 + $4,_?QQ=__ ----$37,500 (7.7%) --~ -~ and Fuel Sales with Full --- -Occupancy (ROI) --------- -~ ---- Total Revenue for Hangar Rental ~~9,700 + $4,500_::-$34,200 {7.0%) and Fuersales with 10% -- Vacancy (~01) ----- -~ ~ -- Total Revenue for-Hangar Rental -$26,400 + $4,500 = $30,900 {6.3%) and Fuel Sales with-20% -- Vacancy (ROI) --~ ---- ~---~-- Gross Profit/Yr-No vacancy $13,042 Gross Profit/Yr-10% Vacancy $9,742 Gross Profit/Yr-20% Vacancy $6,442 The inclusion of induced fuel sales in the proforma improves the simple return on investment by a marginal amount of approximately 1% in basis points. property tax rebates of $6,000 as this would be a not for profit organization, (4) associated fuel costs based on 80,000 litres annually and (5) potential fuel rebates. Table 18 Museum Incentive and Revenue $96,000 $102,000 -$6;000 None--$96,000 $16,000 $96,000 $102,000 -$6~000 =$2AOO $93,6Q_O_ $13,600 $96,000 $102,000 None $90,000 $10,000 $3,200 $9,200 None $9,200 $9,200 *NOTE:Under the Private Fuel Sales Option the customer purchases and dispenses their own fuel through the_use of a Bowser Truck bunhe Airport charges a fee of 4 cents/Litre for this privilege For the purposes of this report, the above table does not include the capital costs of a new museum/hangar and assumes that the museum is funded by a combination of external or private sources. There are also a number of assumptions for each Scenario and these are explained below. Scenario 1 is based on no reduction in either land lease fees or fuel prices from the airport. Scenario 2 is based on no reduction in land lease costs, but full cost for fuel (based on 2 aircraft @40 hours = 80,000 litres/fuel annually). Fuel cost based on $1/litre at cost for the airport and $1.20/litre retail) Scenario 3 is based on the same arrangement presently in place for one of the Canadian Harvard Aircraft Association (CHAA) hangars where no land lease fees are payable and they receive a 3C discount per litre on fuel. o Large, attractive lot that has been tiled by the life lessee. Minor impact due to cross runway flight path. Also, optimal property to "trade" for forested lands east of the main runway • Lot "B" is comprised of 31.6 acres with a potential value of $315,000 o Attractive lot with significant impact due to cross runway • Lot "C" is comprised of 14.5 acres with a potential value of $145,000 o Smaller and less attractive property for agricultural uses, but could be a great residential estate property. Significant impact due to cross runway • Lot "D" is comprised of 25 acres with a potential value of $250,000 o Attractive property on Highway 19 with great sale p~otential. Impact from main runway as well as location of the new airport sign These lots could be sold individually or packaged togethe+-and represent onetime potential revenue of $1,198,000. Table 19 Land Sale "B" Prouse Rd --$316,000 ---- "C" Prouse Rd _14.5_~-$145,000 "D" Airport Rd/Hwy: 19_ -25 $250,000 TOTAL 119.8=~~ $1,198,000 There are~wllenges associated with tiquidating these land assets as once these lands are transferred it is likely that tb~airport would never have-the opportunity to re-acquire these lands again. In addition to this, the lands ar~l_mpacted by airnort activity-and selling them could reduce the ability of the airport to operate freely. Lastly, the Prouse Rd "A" block has been identified as a potential parcel of land to trade for the forested lands at the end of the main--runway that need to be acquired and cleared of trees. While a potential sale that generates revenue that could be used to acquire these lands, it is recommended that negotiations be entered into prior to any decision in this regard. 2) Residentiallots: There is the potential to sever residential lots from the airport property along any of the street that front on the airport property. This includes Airport Road between Hwy 19 and Cranberry Road as well around in this range. Considering the smaller size of the hangar lots, a slightly higher value of around $43,560/acre (or $1 per square foot) can be used although the market will have to be established if we proceed with this option. An advantage of selling property versus leasing property is the lump sum up front compared to a yearly amount. It may also be more attractive to potential buyers to own land rather than lease. A disadvantage is that the airport would lose ownership of small areas on the airport property and would surrender control over what the property owner does witl1_ the property exclusive of zoning controls. Table 21 Hangar Lot Sale If all 54,954 square feet of existing hangars-were to-be--sold, the revenue generated would be $54,954. 4) Town Owned Hangar In 2003, the town constructed a 42 x 48 (2,016 square feet) hangar/maintenance building for the purpose of-Fenting-Gut-t-Ae space-toaircraft aswell as utilizing the hangar for storage for miscellaneous airport-items. The hangar has 2 bHold doors, hyC:Iro and a dirt floor and the cost for construction was approximately $36,000. The currenf estimated value for the hangar is $49,000 so a sale could generate profit of $13,000 but total incomeof $49,000 as the hangar was paid for at the time it was constructed so there are no costs associated witn-if.:--=~- The current annual rental income from the hangar is $4,800 with $4,760 being profit. The estimated annual land lease revenue would be $705 so the net decrease in annual profit would be $4,095. Table 22 Total Revenue Possible Through Sale of Property .. -.· ~ . ' . .1 ~stimated value I per acre or $800 per acre net increase over an agricultural land lease for a total of $80,000 revenue per year. For the purposes of the budget forecast (Section 18), staff are estimating that this could additional annual revenue of $80,000 starting in 2015. The one caveat to this is that the current rate review being undertaken by the Ontario Government could result in a rate for selling solar electricity that makes this project unfeasible. The outcome of this review should be known in the next few months. 3.8 Opportunity Eight -Increased Events Currently, most of the major events at the airpol!_ are run by the Canadian-Harvard Aircraft Association (CHAA) and net revenues, if any; contribute to the operating budget for that organization. Events led by the airport could generate some revenue (profit) fortl!~_Iown but they are likely-not a reliable source of income. This is due largely to the risks associated with -ti~ting a major event, but also because a share of the net revenue is usually providea as a contribution to ~c::haritable organization as this makes it easier to charge gate fees. A significant event such as an air show coul~generate-lar~r revenues but also expose the airport to greater risks due to the-nign committed cost-s-related-tg-hosting an air show and the vagaries of weather, which could result in the event being cancelled-or postpon~d. Notwithstanding this, the -airport should continue._!? provide special events as they attract new customers to the facility, raise-awareness-of-the airport services and generate interest in aviation in ------------ general. These events increase fuel-revenues and--helpsupport our partners (CHAA, Cafe, and Flight School) but are not usually a reliable income generating source beyond increased fuel sales. The airport -did host several ·sp-ecial events in 2011 including our Community Movie Night and Community Yard Sale. Through sp-onsorship and table rental, the airport realized profit of $1,960. A modest air show has been planned for August 2012, as the start of a bi-annual airshow. The operating costs for such an event wilLbe.approximately $25,000. It is anticipated that 5,000 visitors would be required in order to recover those costs. Additional revenue could be realized through event sponsors. The recent creation of flying club (COPA Flight 181) will assist in identifying and staffing future events. The airport will continue to work with other municipal partners and area agencies to expand on current events i.e. Turtlefest, Door Open Oxford and will engage in feasibility studies to identify possible large scale event such as air shows and historic celebrations. Table 23 Operational Efficiencies Airport staff Total cost: Contractor Total cost: 360 hours x $13/hr = Fuel= Fleet charge = 66 acres at $11/acre x 9 cuts= Fuel for Remaining Area = Fleet Charges = Airport Staff for Remaining Area = Based on the above, out-sourcing some grass maintenance would result--in a net increase in costs of $3,132. One important note is that with staff no-longer doing grass cutting far-away from the terminal, overall service levels at the airport/terminal would increase albeit at the above noted cost. Another option is for staff to explor-e--the opportunity-to-use these outlying areas for hay crop production with the farmer awarded the-agr-icultural land tenaer. If possible, this could turn a cost centre into a potential profit centre, which would-r:esult in aaEiitional revenue. This is being done currently. As indicated earlier the[e_may be opportunities for serilice-deliverypartnerships with adjacent municipalities. Currently_staff are exploring snow -removal, grass cutting and brush control with South- West Oxford. Lastly as indicated-earHer in this section and in this reportrstaff are working with other partners to seek funding-for-specific projects,--such as signage and assistance with events. 4. Operating Revenue Projections by Year and Short to Long Term This Section summarizes the revenue generation potential for each of the opportunities discussed above ----------- with the exception of the licfuidation of assets. These are separated into low, medium and high forecasts where the low forecast is the most conservative and the high forecast is the most aggressive. Table 24 Low Forecast (Conservative) Op_portunity 2012 2013 2014 2015 2016 2017 2018 Agricultural Land Lease Revenue $19,400 $19,400 $19,400 $19,400 $19,400 $19,400 $19,400 Increased Fuel Sales $4,S95 $4,595 $7,595 $7,595 $7,595 $7,595 $7,595 -. ---·"' $6,46l Private Ha11gar Constrljction $923 $1,846 $2,769 $3,692 $4,615 $5,538 Town Owned Hangar Construction $0 $9,742 $9,742 $9,742 $9,742 $9,742 $9,742 Aircraft Museum $0 $0 $13,042 $13,042 $13,042 $13,042 $13,042 Sale of Property (Interest Revenue) $0 $13,820 $13,820 $13,820 $13,820 $13,820 $13,820 Solar Farm $0 $0 $0 $0 $0 $0 $0 Increased Events $0 $0 $0 $0 $0 $0 $0 Administrative Efficiencies $1,250 $1,250 $1,250 $1,250 $1,250 $1,250 $0 TOTAL REVENUE $2~,~~8 $50,653 $67,618 $68,541 $69,4fi!1: $70,387 $70,060 ~01~ Net Levy & Projection (2%) $65,228 $66,533 $6!,863 $69,220 $70!605 $72,017 $73,457 Forecast Net Levy -$39,060 -$15,880 -$246 -$680 ~$1,141 -$1,630 -$3,398 The assumptions for this scenario are: • • 2% growth in the annual net levy requirement:with 2011 as the base year Agricultural land lease is $200/acre • • • • • Medium recreational fuel sales growth and two large corporate custome~ 1 hangar constructed every year 10% vacancy on Town hangar ___ _ Aircraft museum with free rent, 3_centstlitre fuel reduction Taxiway cost of $30,000 or $2,500/-hangar __ 2019 2020 $19,400 $19,400 $7,595 $7,595 $7,384 $8,307 $9,742 $9,742 $13,042 $13,042 $13,820 $13,820 $0 $0 $0 $0 $0 $0 $70,983 $71,906 -~ $74,926 $30,790 -$3,944 $41,116 • Taxiway connection fees of $1,250 pef::11angar wit~~~ costs for-new taxiways after 6 hangars • • payable by tenants-------____ _ Debenture P&i-of$45,635/yrends in 2019-=-==::- lnterest revenue-rs2% on $1,381,954 with h(llfgoing to Airport budget and half to General Operations This scenario is the most likely of-the three foreGasts although it will require significant internal commitment and effort in order to rea~i;lce. The medium forecast projects additional revenue of $26,168 in 2012 increasing to $72,831 in 2021. Most.of the increase is due to a significant increase in agricultural ------------- land lease revenue, increased fuel sales, land lease revenue from new hangar development, aircraft museum, and interest from the airport reserve. This projection foresees achieving zero net levy around the 2014/2015 timeline but then loses ground slightly from 2015-2019 arrd:ooes not achieve profitability until 2020 when the current debenture for the airport expansion project is-paid off. Table 26 High Forecast -Aggressive 2021 $19,401 $7,595 $9,230 $9,742 $13,043 $13,820 $0 $0 $0 $72,831 $31,406 $41,425 It is also important to recognize that $41,459 (2013) and $80,000 (2015) of this revenue is due to interest revenue established through the sale of land assets and an assumed solar farm at the airport, respectively. The large scale sale of assets is not currently recommended and the solar farm development is subject to submitting and receiving approval for a land based solar farm at the airport. The latter would require an examination of grid capacity and still be financially feasible once the new rates for renewable energy are released. Without interest and solar farm land lease revenues, the airport would still generate a smaller net revenue of $13,220 in 2013. Other opportunities for revenue generation include seeking ~~upport from South-West Oxford and the County of Oxford equal to the incremental amount of pro~~rtY taxe~~c:>n new hangars constructed at the airport. This request has been made in the past with limited success, b_1.1!_11evertheless, efforts should be continued due to the importance of the airport to th~ounty as a whole. In addition to this, staff will seek to improve fundin~_through accessing government grant programs for Tourism and other areas and expand partnerships with_rE!~ional !C)~rlsm groups. In terms of ranking these priorities, the-opp-ortunities are placed~in the table in order of importance, i.e. the agricultural land lease revenue is the-most-rmportant, followed by contracts to obtain increased fuel sales, private hangar construction, town owned han-gar-construction,-aircraft museum, etc. The 2012 Work plan for these-items is as follows:_ ~:(;:jt~:~"iL:~;~~;§[/;05:~-~I;J{~~~~~~.;i ··"~f~~~:-:,~y~~:.~:-:_, __ : .~.--.--,;, ~~:;~:~C ~i;c ~yj ~-~,J:~~~~~:i~?~! Agricultural Land Lease • Finalize Tender documents Done Annette/Cephas Revenue • Release tender -----Cephas --~ -----------·---· Report to Council Annette Increased Fuel Sales .~ Pitch contract to primary MarlS Annette/Cephas ----contact - -----• Develop list of secondary Mar31 ----contacts ---• Pitch to secondary contracts Apr 1-Dec ::::-::::_:_:_f.-om 31 Private Hangar • Finalize new hangar Mar31 Cephas/ Annette Construction development areas • Update lease agreement Mar31 Strong, Macdougal, • Determine opportunities for Oudekirk private funding of hangars • Negotiate with current Apr30 Cephas interested parties • Obtain one lease Dec31 Cephas/ Annette Solar Farm Increased Events: Movie Night Airshow Airpark: • Determine servicing required for home/hangar lots • Develop business case • Council/County approval • Establish property rights/ severances/leases • Secure developer • Secure tenants • Review feasibility in liglrrof Jun 30 • reduced tariffs Identify area • Identify grid constr"aiRts o TS connection-paint 03 2012 04 2012 o Distance from matr:~:::= ~-- line ·-- • Develop co~_nectio.!l__ solution ·------ ~--· 02-2Q13 --•--Application to QPA Q2 2013 - 04 2013 • FinaUz~ business case .. -o~-Own vs lease .. --Obtaill-{;-euncil approv_&_ - • -T~nder oppeftuAity __ • Selec-tion of compaAy- • Start oonstruction • Completion-wnstruction • Start operations --· ---- • Book movie screen rental, ----- Golden Helmets -· ------- • Event • Planning committee meets every two weeks • Secure CHAA as partner • Secure Air Boss • Finalize coordinator roles • Secure acts 04 2013 012014 012014 02 2014 04 2014 Jan 1, 2015 Jun 23? Apr30 May 15 May30 May30 Aug 18? TBD Annette Annette/Committee 5. Airport Strategic Plan -Infrastructure Investments to Support Growth In 2009, as part of the Community Adjustment Funding, a Strategic Plan was developed. The objective of the strategic plan is to provide the Town of Tillsonburg with an Airport Business Plan Market analysis to help the town determine the appropriate level of infrastructure investment to support, and the role of the private sector in making these investments. The town's long term objectives for the airport are: • Increased public and private sector investment intheairport • Increased employment at the airport and_tbe_strengtbening of an existing employment hub in the rural area • Increased diversification of tl:te---=!'ural economy of the South Central Ontario Region(SCOR) • Increased assessment for the township of South-West Oxford and thel:ounty of Oxford • Increased financial sustainabrtity-of the airport- The primary objectives identified within the Feasibility Stud')'_are: Vintage Aircraft Cluster TRA is currently the home of the Canadian Harvard Aircraft Association and the study envisions a heritage cluster including an aerospace and a supporting aviation industry subsector. This would be ideally indu&t-fY-GWRed-and focused-on showc<ising and~displaying vintage aircraft and other associated activities.+he end produ~t-would bea one-stop shopror vintage aircraft... a first! General Aviation Cluster Centrally located in the heart of South Western Ontario and Oxford County, the TRA is the home to the longest municipal runway (5,502 teet) in southern Ontario. This is supported by a brand new terminal with a flight school andcafe. T~A-is situated on 633 acres of land that offer extensive development opportunities. These attribute~support the study's vision of positioning the airport as a premier full service, general aviation hub and a number of initiatives have been identified in an effort to advance this vision and poise the airport for future development. These investments have been identified as necessary to support additional revenue generation opportunities and the long term growth of the airport. The below list can be segmented into (1) investments that support revenue generation, (2) investments that support the development of the airport/events, and (3) investments that support the long term development of the airport. The above table is taken from the capital budget for the airport and summarizes the capital investments identified in the 2010 Airport Strategic Plan as necessary to support the development of the Vintage Aircraft and General Aviation clusters. For the purposes of this report, the first two segments have been summarized below. Table 28 Investments that Support Revenue .. •'-. ---------- ------ Resolve Threshold issue TBD Subject-to negotiation. Necessary to support full use of runway for jets Taxiway "D" Extension $150,000 -Necessary t~ support hangar development -- Paving of 2,600' cross runway $2,000.00Q_ Will increase aoility of small planes to land -- -at the airport thereby resulting in ---- --increased movements and associated ---- --~ues(fuel) -- ----------- TOTAL --$2;150~000 ---------- If revenues were gener.ated from liquidating assets as discussed-in-Section 8, staff are recommending ------ that they be allocated to_tbese investments with the top priority being the resolution of the threshold issue, followed by the construction of Taxiway D andtnen the paving of the cross runway. ---·---· These investments-directly support the growth of the airport and are key to moving forward. Table 29 Investments that SupportAfrport Event!_ Event Ramp $562,600 Parking Lot Expansion $62,500 TOTAL $625,100 Will provide space for larger aircraft to park, static aircraft display at events, etc Doubling of existing larger parking lot The Investments to Support Events are more "nice to have" at this time but may become more critical as the airport continues to grow. I I 7. Conclusion The Tillson burg Regional Airport is an important part of the County of Oxford's transportation infrastructure and currently provides economic benefit to the County and its members including Tillson burg. The recent airport expansion, the exciting launch of a new image and signage and new events/initiatives will enable staff to attract increased attention to the airport and potentially increase investment at the airport. Based on the analysis contained in this report, the following recommendations are being made: • That increased agricultural land rental revenue be pursued through an open tender process; • That staff be directed to aggressively seek outJ~rge fuel contra-cts; • That new lease guidelines and a new lease-igreement be developed in_order to facilitate new hangar development at the airport; • That the construction of a Tow_11 owned hangar be-inves11gated fully with the goal of generating income for the airport and that a comprehensive business case be brought back to Council for their review; • That the development of a new airportmuseum be-pursued; • That the resolution of the airport threshold-issue be a priofi~ • That a solar farm be-investigated-fully and a co_ll'l_prehensive business case be brought back to Council for their review,and,- • That staff continueto investigate opportunities for increased operating efficiencies and events. This report highlights a number otkey opportunities to enable financial sustainability of the airport in the 2013 to 2015-time horizon. Tbese opportUnities, if realized, will position the Tillsonburg Regional Airport as a leading General Aviation-airport in the Province of Ontario with the key attraction of being Canada's Vintage Airpoi'L- In closing, the positive direction-staff have moved to with the airport in 2012 and have realized the following: • Reduction in 2012 levy to date of $50,000 +,via agricultural land revenue; • Increased operational efficiencies in certain areas-more to be found; • Prospecting activity for more clients and tenants; • Growing strategic alliance with the Fanshawe College Aviation program; Appendix A - 5 Year Airport Net Levy Requirement 2010 $42,964 $264,4ro-- 2009 $51,083 $256,777 2008 $51,283 24% 2007 $42,602 $201,019 21% - - AVERAGE% 18.5% Appendix B -Potential Properties for Sale Development and Communication Services 2012 DCS 12-35 Report-Community Marketing Update DATE: May 28, 2012 TO: Kelley Coulter, CAO FROM: David Samis, Director of Development and Communication Services SUBJECT: COMMUNITY MARKETING UPDATE RECOMMENDATION "RESOLVE THAT Council receive Report DCS 12-35 as information only." PURPOSE The purpose of this report is to provide additional information and an update to Council regarding the following: ~ Residential Marketing; ~ Builder/Realtor Forums; ~ 2012 -Advertising Focus; ~ Future Web Initiatives; and ~ Municipal Social Media Program. HISTORY & DISCUSSION In the fourth quarter of 2011, staff presented a Communications Strategy to Council for review, from this strategy some key initiatives came out of this report: ~ A revised municipal website; ~ "Focus on Tillsonburg" with Sunmedia, in the Tillsonburg News; ~ "Inside Tillsonburg" with Rogers Television; ~ Commencement of social media tools; and ~ Start of a concerted municipal marketing program. In the 2012, budget, the above translated and Council approved a municipal marketing budget of $85,000 and within this was an initiative to commence a community marketing program. Development and Communication Services 2012 CONSULTATION/COMMUNICATION Staff have undertaken a significant consultation program with regards to this program. On- going meetings have occurred whereby staff have been consulting with surveys, round- table discussion and one-on-one interviews. The Development Committee has received regular updates on this initiative. Meetings have occurred with the Chamber of Commerce, Business Improvement Association and Tillsonburg Real Estate Board regarding certain facets of this initiative. Further outreach work will continue. CONCLUSION This information is presented for information purposes only. A significant amount of staff resources (CAO, Director, Development Commissioner, Marketing and Partnerships Officer, Chief Building Official and Development and Communications/Deputy Clerk) to date. PREPARED BY: David Samis, Director of Development & Communications OPS 12-07 Report-Tender Results for Brock Street- Hyman Street Area Reconstruction DATE: May 28, 2012 TO: Kelley Coulter, CAO FROM: S.T.Lund, P.Eng., Director of Operations SUBJECT: RESULTS FOR TENDER T2012-001 BROCK STREET -HYMAN STREET AREA RECONSTRUCTION RECOMMENDATIONS i) "Resolve that Council receives Operations Services Report OPS12-07- Results for Tender T2012-001 -Brock Street-Hyman Street Area Reconstruction for information purposes." ii) "Resolve that Tender T2012-001 be awarded to l-ARR Excavating Limited of London, Ontario at a cost of $634,065.30 subject to County of Oxford and MOE Approval." iii) "Resolve that council approve funding the expenditure of $275,000 from the 2012 Gas Tax allocation, as per the 2012 town capital budget, for the town component of Tender T2012-001." PURPOSE To award tender T2012-001 Brock Street-Hyman Street Area Reconstruction. HISTORY & DISCUSSION The project includes Brock Street, Tillson Avenue to Maple Lane reconstruction of the existing sanitary and storm sewers, water main, road, new sidewalk (North Side) and boulevard restoration. Also included is County of Oxford funded water main replacement on Hyman Street, Tillson Avenue to Coreless Lane and water main and sanitary sewer replacement on Coreless Lane, Brock Street to Hyman Street, which includes the associated road re-instatement. The entire project is planned in the 2012 budget at a cost of $818,000 which includes County water main and sanitary sewer funding of $493,000 ljPage PRS 2012-05 Request to Purchase Columbarium Unit DATE: TO: FROM: May 24, 2012 Kelley Coulter, CAO Kelly Batt, Parks and Facilities Manager SUBJECT: REQUEST TO PURCHASE COLUMBARIUM UNIT RECOMMENDATIONS Resolve that Council receive PRS 2012-05 Request to Purchase Columbarium Unit for information purposes; And Further, resolve that Council approve the purchase one 48 niche Columbarium from Carrier Mausoleums and Construction Inc. for $12,595.00 plus H.S.T. to be funded from the 2012 Capital Budget of $20,000. PURPOSE To obtain Council approval for the purchase of a Columbarian, as per the Request for Quotation. HISTORY & DISCUSSION As part of the 2012 Budget process, Council approved the purchase of one 48 niche Columbarium unit for a maximum of $20,000. Staff issued a Request for Quotation with advertising on the corporate website and in the local newspaper. Competitive bids were received from five companies. The results of the quotations are highlighted in chart form below. Summary of Specifications and Pricing Supplier Cost Granite Tamper Proof H.S.T. WSIB and construction inside Hardware Insurance and out Paperwork Canadian $11,900.00 Yes Yes Extra No Funeral and Cemetery Supply Carrier $12,595.00 Yes Yes Extra Yes Mausoleums Construction Inc. ·MINUTES Town. of Tillsonburg Meeting for the Committee"Community Services Advisory Board"' on Wednesday Apri118, 201.2 3:00PM Town·of Tillsonb:urgOffices. Chair: Chris Vanlandschoot Orders of the Day: Call·.to.Order Adoption of Agenda Adoption of Minutes ·'Delegations Conflict of Interest ·susine.s afi&ing o.utofthe minutes Repc)rts . · · ·· Communications .Other·Business Adjournment· Attendance: Donna Burditt, Rayburn Lansdell, Chris Vanlandschoot, Jodi Aspden, Barb MacKinnon, Jack McCormick, Abbie Boesterd Regrets: Chris Rosehart, CALL TO ORDER-By Chris Vanlandschoot at 3:00 pm 1. ADOPTION OF AGENDA Moved by Barb MacKinnon Seconded by Abbie Boesterd AND RESOLVED THAT the agenda of April18, 2012 be adopted as amended "Carried" 2. APPROVAL OF MINUTES Moved by Rayburn Lansdell Seconded by Barb MacKinnon AND RESOLVED THAT the minutes be adopted of February 29, 2012 "Carried" 3. DELEGATIONS None 4. CONFLICT OF INTEREST None Accessibility Advisory Committee Minutes from the meeting of February 28, 2012 In Attendance: Donna Wilson, Councillor Getty, Mike Cerna, Michael Kadey, Helen Lamas-Parker Also Present: Ronald Bowes, Janice Johnson, Interpreter, Canadian Hearing Society, Kathleen Musselman, By-Law Enforcement Officer 1) Meeting called to order by Donna Wilson at 3:00 2) Approval of Agenda Moved by: Michael Kadey Seconded by: Helen Lamas-Parker And Resolve that the agenda for the meeting of February 28, 2012 be adopted. "Carried" 3) Adoption of Minutes from previous meeting Moved by: Mike Cerna Seconded by: Michael Kadey Resolve that the minutes of December 15, 2011 be approved. "Carried" 4) Disclosure of Pecuniary Interest: none were disclosed 5) Ronald Bowes with interpreter Janice Johnson, Interpreter, Canadian Hearing Society • Mr. Bowes explained the difficulties he experiences in doing business in Tillsonburg as a deaf person. • His difficulties are due to the lack of understanding of deaf people as well as the lack of persons who can speak in sign language. • Mr. Bowes was given a contact at the Livingston Centre, Candy Matthews, who had indicated that she could possibly be of assistance to Mr. Bowes with various issues dealing with his disability. • The Committee also offered to contact the various service groups within Tillson burg to determine if they have any programs that would be of assistance to Mr. Bowes. • Staff to provide the committee with a report regarding the outcome. 6) Tillson burg 2012 Accessibility Plan • Council passed the Accessibility Plan at their meeting on January 23, 2012. • The committee reviewed the plan and recognized that there will be changes to the plan in 2012. TACAC COMMITTEE MINUTES Tuesday April 3 2012 9:00A.M. Tillsonburg Corporate Offices Attendance J. Armstrong Chair W.O. Jarvis Secretary R. Marsden J. Wilkinson Also Attending-I. Horton A.D. HOC Committee -Pioneer Cemetery A. Zimmer-Deputy Clerk Call to Order-J. Armstrong called the meeting to order. Pioneer Cemetery-I. Horton brought TACAC up to date with the following report. Boundaries have been defined. A perimeter fence has been approved. The present wrought iron fence does not include all bodies buried there. The last plots were probably purchased in 1870 and the latest burial took place in the 1890s. At least 1200 people are buried there. Some renovation was done in the 1950s, but it is only recently that care of the cemetery has been revived. A presentation has been made to council. Council has budgeted $5,000 Towards the renovation, The Tillsonburg and District Historical Society have an approved and additional $5,000. The latter amount will be forwarded to and paid through Tillsonburg Council. J. Armstrong thanked I. Horton for this report Declaration ofPecuniary Interest-None declared. Adoption of Agenda-The agenda was adopted on motion of R. Marsden/ J. Wilkinson Carried Adoption of Minutes-W. Jarvis/ J. Wilkinson moved that the minutes of March13 2012 be adopted. Carried Business Arising 1-Walking Tour -decision deferred until May 2-Repairs for cemetery-A Trillium Grant will be applied for through the Tillsonburg and District Historical Society 3-St. Marys Roman Catholic Church-Condition of the church is still being studied 4-Arc Meeting-J Armstrong attended a meting of the Arc Committee at Annandale School -It was mostly and information meeting with no input by the public. QUAL TIY OF LIFE Tuesday, March 6, 2012 MINUTES Present Brad LeMaich, Vice Chair Jim Livermore Donald Baxter Bob McCormick Tamara Bull Donna Scanlan Catherine Burke Janet McCurdy, Acting Director of Community Service/Community Centre/Program Manager Donna Burditt , Program Co-Ordinator Susie Wray, Program Co-Ordinator Regrets: Scott McLean, Chair; Mary Klein, Councilor 1. APPROVAL OF AGENDA & MINUTES MOTION to accept the agenda as distributed. Moved B. McCormick, and seconded by C. Burke. CARRIED. MOTION to accept the minutes of January 10, 2012 as distributed. Moved by B. McCormick, and seconded by D. Scanlan. CARRIED. 2. DISCLOSURE OF PECUNIARY INTEREST None declared. • Presentation to Council is merely to provide Council with an update of what has been accomplished so far (ie. survey & results) 6. CORRESPONDENCE None 7. INFORMATION ITEMS 7.1 Parks and Recreation Service Update-Janet McCurdy • CA012-04 -Organizational Restructuring for Community Services Update memo -distributed as point of interest • Restructuring completed to improve delivery of services to the users of the leisure and park services • For further information, see memo 8. ADJOURNAMENT MOTION to adjourn at 8:15 p.m. Moved by D. Baxter, and seconded by J. Livermore. CARRIED. Next Meeting: Tuesday, May 8, 2012 @ 7:00 p.m. Annandale National Historic Site Advisory Committee Minutes of Meeting-Thursday, March 29, 2012-3:00pm Meeting to Order: at 3:00 pm with the following in attendance: Bob Marsden, Donna Peirce, Mary Lou Sergeant, Patty Phelps, Dianne MacKeigan Regrets: Stan Windsor Approval of the Agenda: Moved by Donna, seconded by Mary Lou Carried Minutes and Business Arising from Minutes- Minutes amended to remove the last sentence in #1 under business. Moved by Donna, seconded by Mary Lou to adopt the minutes as amended. Carried 1) Council has approved the concept of moving the artifact fund to the Historical Society but they need to complete a trust fund committee before they approve the disposition of the fund. Mary Lou is interested in serving on such a committee. 2) A report by Janet McCurdy-2 summer students will be hired and a part time CSR. Reports: Financial Report-The financial statements were reviewed. Fundraising Committee-19 tickets remain for the Wingfield performance in June. One night still needing a sponsor. Curator's Report-The curator reviewed her report. Some of the highlights include: 1) The museum will be part of a group display about the Bam Quilt Project at the Tillsonburg Kiwanis Home and Rec show March 30,31 and April 1. 2) The Lunch and Learn Series is completely sold out. 3) The museum will be part of Doors Open Oxford on Saturday, September 22 from 9:00am to 5:00pm. 4) No word has been received from the author for Turtlefest on June 16. Other alternatives are being explored for children's activities at the museum for this day. 5) The Bam Quilt Project is well underway and painting begins in April with everything to be ready for the tourist season the end of May. 6) Planning is underway for the Tillsonburg Country Christmas Festival with alternative plans being made if the Special Events Centre should happen to be sold and no longer available for the craft show. 7) The curator was invited to a meeting with communication staff to discuss the possibility of the museum having its own website. 8) The museum will be closed from Good Friday through Easter Monday. Historical Society-Will not be getting a summer student this year. TACAC-has put in a motion to council that the pioneer cemetery be designated a municipal historic site. The fence around the Tillson block will be repaired. A fence is to be erected around the cemetery and a sign erected. Moved by Mary Lou and seconded by Donna that the reports be accepted as given. Carried Annandale National Historic Site Advisory Committee Minutes ofMeeting-Thursday, February 23, 2012-3:00pm Meeting to Order: at 3:00pm with the following in attendance: Bob Marsden, Donna Peirce,Stan Windsor, Dave Beres, Patty Phelps, Dianne MacKeigan Regrets: Mary Lou Sergeant Approval of the Agenda: Moved by Donna, seconded by Stan Carried Moved by Dianne, seconded by Donna that the agenda may be varied if it is necessary for some members present to leave early. Carried Minutes and Business Arising from Minutes Moved by Donna, seconded by Stan that minutes be adopted as circulated. Carried -a draft budget for the town is available on-line Reports: Financial Report-The financial statements were reviewed. Moved by Dianne, seconded by Donna that the financial report be accepted as circulated. Carried There is still no word about the transferral of the artifact fund to the historical society's oversight. Fundraising Committee-Tickets for Wingfield in June continue to sell well with only a few left for each of the two nights. Another $2000.00 is needed in sponsorships and we should clear about $10 000. Tour Guide-Sufficient tour guides were found for a very successful Family Day scavenger hunt. Historical Society Report -The Historical Society has traditionally had a student but have been told that they will have to make all arrangements for the student including insurance coverage and payroll which the town has traditionally partnered with the society to cover. We were at a loss to know why this partnership has been terminated. Moved by Dave and seconded by Donna that the fundraising, tour guide and Historical Society reports be accepted as presented. Carried Curator's Report-The curator reviewed her report. Some of the highlights include: 1) A Fourth quarter report to the acting director of community services was circulated and discussed. 2) The Family Day scavenger hunt was a success with 248 people through the doors. The Medel family were the winners in a draw from 11 families who had perfect scores. 3) The Lunch and Learn lectures are almost sold out with only a few places left for May. 4) The museum has been told that they have been approved for only two summer students this year. There was some discussion and concern about how the museum would be able to offer their summer program with only two students. It was explained that the hiring of only two students would allow a part-time position that would cover weekend hours year-round to be created. 5) Turtlefest planning is underway. June 16 is the date this year. A group from the Lake Lisgar revitalizaton committee has joined the committee. We are waiting HERITAGE AND BEAUTIFICATION COMMITTEE MINUTES FOR JAN. 11/2012 DATE: January 11, 2011 LOCATION: Tillsonburg Public Library 1. Meeting to Order: called to order by Kathy McConnick at 3:35 p.m. 2. Attendance Kelly Batt, Brian Stephenson, Marian Smith, Kathy Me and late arrival S. Saelens 3. Approval of Agenda First by Marian and seconded by Kelly 4. Approval of Minutes of last Meeting First by Brian and seconded Marian 5. Disclosure of Pecuniary Interest N/ A 6. New Business a) Discussed letter from a concerned citizen due to the removal of trees along Quarterline Rd. between Baldwin and Esseltine. This issue has been brought to the attention of the town, and the engineers, there is not enough room on either side of the road to plant large trees due to property lines, sidewalks and ditches. Smaller scale shrubs may be an option but would still probably need to be located on private property. b) Sub-committee of Keep Tillsonburg Beautiful day will meet on Wed., Jan 25 at 4:00 in the Library, the room has been booked. c) It was noticed by Brian that some Glendale students were out cleaning large amounts of garbage from the blocks around the school. A letter or email will be sent by Kathy to acknowledge this. Brian is looking into a way to reward students who are caught doing good deeds like this. 7. Round Table-update on the progress of various projects: 1) Brian looked into the depot and covered load issue. Police can only lay charges if something falls off the vehicle. The employees at the Transfer Station could refuse people but that is not a preferred option for them. We ask Sue to draft a letter to request the Town to provide signage for the depot regarding the need to cover loads. 2) Horticultural Society will have the PLANT auction in May. We Will have a reminder at our March meeting so individuals can Remember them when working in their gardens in the spring and possibly donate items to the auction. This will also serve as a reminder to have Brian put this item as an advertisement on TV. As well, Brian will mention the need to cover loads on the way to the depot on TV. 3) We will also ask Sue to write a letter of request to the town to rent a large vacuum to clean up our downtown area pertaining to (cigarette butts) during the springtime cleanup. HERITAGE AND BEAUTIFICATION COMMmEE MINUTES FOR MAY 9,2012 DATE: Wednesday, May 9, 2012 LOCATION: Marwood Lounge, Community Centre 1. Meeting to Order: called by Chair Katherine McCormick at 3:35p.m. 2. Attendance: present -Paul DeCioet, Marian Smith, Kathy McCormick, Sue Saelens regrets-Kelly Batt absent -Brian Stephenson, Donna Peirce 3. Approval of Minutes of last meeting, January 11, 2012 -approved by S. Saelens/ seconded by Marian Smith 4. Approval of Agenda -approved by s. Saelens/ seconded by Paul DeCioet 5. Disclosure of Pecuniary Interests-none 6. New Business: a) New members-a discussion about attracting new members to this committee or to continue to have volunteers working on sub-committee programmes of interest. Larger numbers of members makes it more difficult to reach a quorum for meetings so perhaps we have sufficient members. b) Sub-committees -this committee will continue to have individual members working on projects of interest, continue to research the project and will report back to the committee. The committee will then choose to adopt projects in priority and work as a team to completion. It was felt that a sub- committee working independently was not the best use of time and organization of our Heritage and Beautification committee. 7. Round Table Discussions: 5) Heritage Trees is a project Marian has been researching and reporting for our Committee. She has been in touch with other outside areas for ideas on how to approach this project. She is interested in finding and identifying 'heritage trees' in our Town, their history, age, mapping the trees and perhaps with help from the public, completing a 'Tillsonburg Heritage Tree' brochure. A sample of her letter FYI to Council is included with these minutes. 6) MOTIONS 1. "move to ask Council to accept and to consider the letter asking Council for signage at the Newell Depot to educate the public about uncovered loads and loads not secured as set out by the Highway Traffic Act", moved by S. Saelens and seconded by Paul DeCioet 2. "move to ask Council to accept and to consider the letter asking Council to have our main street sidewalks cleaned of cigarette butts and small debris with some sort of vacuum system", moved by Marian Smith and seconded by Sue Saelens 3. "move to send a letter to Council regarding the Heritage Tree project and to endorse this letter in order to get the public's assistance", moved by Marian Smith and seconded by Paul DeCioet 7) Next meetings Sept 12 and Nov 21 at 2:00 Community Centre, Marwood Lounge 8) Meeting Adjourned at 4:35 p.m. MEETING: PLACE: DATE: TIME: 2 3 Minutes GENERAL MEETING Tillsonburg, OPP Detachment Boardroom Wednesday, April25, 2012 8:00a.m. Call to Order Attendance Declaration of Pecuniary Interest The Chair called the General session of the Board to order at 8:00am. Present: Larry Scanlan, Chair David Palmer Councillor Brian Stephenson Susie Wray, Secretary Insp/Detachment Commander, Tim Clark Regrets: John Smith, Vice Chair Mayor John Lessif None declared 4 Approval of Agenda The Agenda was presented to the meeting for approval. Additional agenda items to be added to the Agenda are as follows: Foot Patrols, POA Fines, Spring Conference, Auxiliary Officers, FOI Act, Criminal Record Check, Tillsonburg Community Policing Committee 5 Approval of Previous Minutes 6 The Minutes of a meeting of the Board held on March 21, 2012 were presented to the Board for approval. Issues Arising from previous minutes In Camera Minutes On motion made by David Palmer, seconded by Councillor Stephenson, and carried, the Agenda as amended was approved. On motion made by David Palmer, seconded by Councillor Stephenson, the Minutes of the meeting held on March 21, 2012 were approved. Inspector Tim Clark reported that the contract with the organizers of Youth Dance proposed to be held at the TSEC has been cancelled and the event will not be taking place in Tillsonburg. 1 ·--~~;~f£::gf~-.",:3-: _ .. ~DISCJISSI.QN{:,~~~;;;,.>.: ... <: -._·.>;_--~:)r·:,~' .-. ·=;c ·-.-~, • ~:-~, ; • 10 coni 'd Value of Seized Cash, $9,460.00 Eradication, $1,593,000.00 \ i Value of Seized Property, $5,300.00 Weapons seized, 17 Experts, 0 FUR's, 7 Presentations I Lectures, 2 D Inspector, Tim Clark presented the Tickets Written in Tillsonburg for the month of March 2012 report: • Speeding, 29 • Failure to Obey Sign, 4 • Plate/Permit/Insurance, 29 • Trespass/lntox in Public, 12 • Dangerous Act, 6 • Seatbelt, 6 • Hand Held Device, 20 • Other, 3 • Total tickets written = l 09 Dinspector, Tim Clark presented the High School Resource Officer Month End Report for March 2012: Proactive duties: • Patrolled hallways and exteriors of schools and Upper Deck • Continued information sharing between front line officers and cnme unit involving at risk youth and probation breaches • Spoke with students and families regarding social and criminal issues • Spoke with youth offering guidance and direction regarding family problems Reactive Duties: • Was involved in 13 incidents this month • Assisted town units with an alarm • Assisted with two 911 hang up calls on cell phones involving Glendale youth • Dealt with two incidents involving Annandale youth. • Assisted an officer regarding a Liquor Licence offence, Glendale parking lot. • One youth charged under Smoke Free Ontario Act • Investigated a non-criminal code domestic Presentations I Meetings: • Attended Glendale High School MADD assembly regarding youths drinking and driving • Cops for Kids program -went to Station Arts to do pottery this month 3 10 cont'd \ I 11 12 ,, ·. ,.... ,. '··'·'··· •-•._,K~{.~i-1~~'~&~¥.iY:.ijJ§glJ~S!<)N2, :~t~t-~f·:i'_.~;_ .. '~.~-;_,_,_._·~_+_,~_; ___ -.:_:_:~.:.-.--~_;:_·~Y~ ~----'; " .':,'·:':'. ::f:. ; :. ; ., ... ,. . . ·' ' . Dlnspector, Tim Clark presented copies of cheques received from the Ministry of Community Safety and Correctional Services $9,060.00 received for overtime or paid duty costs incurred by the Oxford OPP for R.I.D.E. Grant Program for the 201112012 fiscal year. $810.00 received regarding the Prisoner Escort Program $I 5, 127.75 received to cover the salary and benefit costs associated with hiring new police officers under the Community policing Partnership (CPP) Program for the period of October 1, 201 I to March 3 I, 2012 $25,127.75 received to cover the salary and benefit costs associated with hiring new police officers under the Safer Community-I ,000 Officers Partnership Program. Dlnspector, Tim Clark reported that the Oxford Domestic Assault Review Team (Oxford D.A.R.T) is hosting a Community Men's Breakfast event on Thursday, May 10,2012. A donation was requested of the Board in support ofthis event. Committee Reports OAPSB No items for discussion I 3 Other Business I Public Discussion D Crime Stoppers The Chair reported that he and the Vice Chair have met with Oxford Crime Stoppers on AprillO, 2012 regarding Tillsonburg becoming part of the Oxford County program. D Recognition Awards D Foot Patrols The Chair inquired as to whether foot patrol hours were logged. Inspector Tim Clark reported that foot patrol hours are logged daily. Total foot patrol hours for March 2012 were 169. D POA Fines The Chair reported that monies collected from POA fines are collected and received by the County and do not come to the municipality . . --~ - ," -:,;a~9.¥.[9,QM¥LAG'fJ9rt .. : .. ~ -~~~ir~~fX On motion made by Councillor Stephenson, seconded by David Palmer and carried, it was resolved that a donation in the amount of$25.00 be made to Ingamo Family Homes m support of the DART Men's Breakfast Event. None None Chair to provide updates to the Board as new information becomes available. Deferred to May 2012 5 LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS-MINUTES April 4, 2012 (as approved at the Board meeting held May 2, 2012) Members in attendance: L. Bartlett, D. Beres, R. Chambers B. Chanyi, M. Columbus, R. Geysens, C. Grice, E. Ketchabaw and R. Sackrider Staff in attendance: C. Evanitski, D. Holmes, J. Maxwell, J. Robertson, H. Surette and D. Mclachlan Guest: Marianne Love, McDowall Associates Regrets: D. Travale The LPRCA Chair called the meeting to order at 6:30pm Wednesday, April4, 2012 in the Tillsonburg Administration Office Boardroom. ADDITIONAL AGENDA ITEMS None DISCLOSURES OF INTEREST None DEPUTATIONS None MINUTES OF PREVIOUS MEETINGS MOTION A-45 moved: M. Columbus seconded: R. Sackrider THAT the minutes of the LPRCA Board of Directors AGM held February 24th, 2012, the Mid-month Development Applications emailed March 12h, 2012 and the Special Conference Call held March 2:fd, 2012 be adopted as circulated. BUSINESS ARISING None FULL AUTHORITY COMMITIEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale - 1 - CARRIED CARRIED MOTION A-49 moved: D. Beres seconded: R. Sackrider That the LPRCA Board of Directors approves implementation of the pay equity plan as presented by McDowall Associates at the regular meeting of April 41 , 2012. CARRIED Further discussion ensued from the in-camera session. Members requested further information prior to the May 2nd meeting. MOTION A-50 moved: D. Beres seconded: R. Sackrider That staff develop a financing options plan to implement the pay grid review for the Board's consideration at the May meeting. CARRIED C. Grice left and P. Gagnon joined the meeting. NEW BUSINESS a) CALENDAR REVIEW There will be an additional tree planting event for Earth Day, April 21 81• A scout troop will plant a NCC property. Staff will provide the Backus classroom information/statistics beginning next month. The Chair was impressed with the "Art Through the Eyes of Vic Gibbons" showcase and suggested all members attend. MOTION A-51 moved: D. Beres seconded: B. Chan~ That the LPRCA Board of Directors receives the April Calendar Review Report as information. CARRIED b) GENERAL MANAGER'S REPORT The GM and Water Resources Analyst, B. Hodi attended a Health and Safety Certification training program. Mr. Hodi has withdrawn from the Health and Safety Committee therefore, the GM has scheduled an all staff meeting in part to elect a new Health and Safety Representative. The GM responded to questions from the Board. In response to a question about those organizations involved with the Norfolk Trails initiative, the GM noted that all groups had trail systems and some linked together. A FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -3- trees in a basal area. MOTION A-55 moved: M. Columbus seconded: L. Bartlett That LPRCA Board of Directors approves the prescription/operating plan for the Anderson Tract. CARRIED f) TREE MARKING PRESCRIPTION/OPERATING PLAN-FISHER TRACT Staff noted that timber will be valued after it has been marked. MOTION A-56 moved: D. Beres seconded: R. Chambers That LPRCA Board of Directors approves the prescription/operating plan for the Fisher Tract. CARRIED g) WATERFORD HUNTING PARTNERSHIP Staff reviewed the terms of the Waterford hunting partnership between the MNR, LPRCA and Norfolk County. MOTION A-57 moved: B. Chanyi seconded: M. Columbus That LPRCA Board of Directors receives the Field Superintendent's verbal report regarding the Waterford hunting issue for information. CARRIED h) EROSION CONTROL ASSISTANCE PROGRAM FUNDING SUPPORT Staff received three requests for erosion control assistance for 50% of the cost up to a maximum of $1000. No questions or concerns. MOTION A-58 moved: L. Bartlett seconded: R. Sackrider THAT the LPRCA Board of Directors approves the Mike Vansevenant, Bud Becker and Joe Kelly erosion control projects under LPRCA 's Conservation Services -Erosion Control Assistance Program. FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Robert Chambers, Betty Chanyi, Michael Columbus Roger Geysens, Craig Grice, Ed Ketchabaw, Ron Sackrider, Dennis Travale -5- CARRIED Lon!J Point Region Conservation Authority May4, 2012 -l Elm St .. Tillsonburg. Ontario N4G OC4 ·119-842-4242 or 1-888-231-5408 Fax 519-842-7123 Erna11 Gonservat.on@lprca.on.ca www.lprca on ca Town of Tillsonburg 10 Lisgar Ave Tillsonburg ON N4G 5A7 Attention: Kelley Coulter. Chief Administrative Officer Dear Ms. Ceuiter: (J" 1 , .,1 ,, '~c ... (. 1 Please find enclosed the financial statements for the period ending December 31, 2011. Also enclosed are copies of the annual report for distribution to the Mayor and councillors. Yours truly, / \. : j ( ·. \. .., .\ I Cliff. E~anit~~. General Manager Encl. LONG POINT REGION CONSERVATION AUTHORITY Index to the Financial Statements Year ended December 31, 2011 INDEPENDENT AUDITORS' REPORT Statement of Financial Position Statement of Operations 2 Statement of Changes in Net Financial Assets 3 Statement of Cash Flows 4 Notes to Financial Statements 5 -12 Basis for Qualified Opinion In common with many not-for-profit organizations, the authority derives revenue from donations and sundry cash sources. the completeness of which is not susceptible of satisfactory audit verification. Accordingly, our verification of these revenues was limited to the amounts recorded in the records of the Authority. Consequently, we were unable to determine whether any adjustments to these amounts were necessary. Qualified Opinion In our opinion. except for the possible effects of the matter described in the Basis for Qualified Opinion parag-aph, the financial statements present fairly, in all material respects, the financial position of Long Point Region Conservation Authority as at December 31, 2011, and of its financial performance and its cash flows for the year then ended in accordance with Canadian generally accepted accounting principles. Chartered Accountants. Licensed Public Accountants February 24, 2012 Waterloo, Canada LONG POINT REGION CONSERVATION AUTHORITY Statement of Operations Year ended December 31, 2011, with comparative figures for 2010 Budget Actual Actual 2011 2011 2010 (unaudited, note 11) Revenue: Municipal levies: General $ 959,784 $ 959.784 $ 907,922 Special 109,800 109,800 135,358 Government grants Provincial transfer 68,240 68,240 68,240 Corporate/fixed services 524,637 170,736 96,485 Communitv relations 12,221 8,806 8,256 Watershed management services 160,632 270,980 330,800 Conservation land management -forestry 377,193 648,909 478,497 Backus Heritage conservation area 292,491 312,333 313,625 Conservation land management -conservation parks 530,253 741,167 728,553 Donations 150,400 Other 247,090 291,694 317,296 Gain on sale of land 4,933,909 Total revenue 3,282,341 8,516,358 3,535,432 Expenditures: Corporate/fixed services 854,925 842,090 826,131 Community relations 140,143 120,134 108,762 Watershed management services 581,613 612,211 608,200 Conservation land management -forestry 377,193 480,208 369,313 Backus Heritage conservation area 415,830 457,632 431,376 Conservation land management -conservation parks 530,254 547,890 516,936 Other 382,383 516,758 485,914 Total expenditures 3,282,341 3,576,923 3,346,632 Excess of revenue over expenditures $ $ 4,939,435 $ 188,800 See accompanying notes to financial statements. 2 LONG POINT REGION CONSERVATION AUTHORITY Statement of Cash Flows Year ended December 31, 2011, with comparative figures for 2010 2011 2010 Cash provided oy (used in): Operating activ1ties: Excess of revenue over expenditures $ 4,939,435 $ 188,800 Items not involving cash: Amortization of tangible capital assets 117,575 105,259 Contributed tangible capital assets (150,400) Gain on sale of land (4,933,909) Loss on disposal of equipment 4,000 Changes ir non-cash operating working capital: Accounts receivable (120,938) 9,889 Accounts payable and accrued liabilities (178,141) 231,731 Deferred revenue 35,027 106,784 Accrued receivable (122,348) (3,297) Other receivables (20,348) (38,789) (279,647) 449,977 Investing activities· Acquisition of tangible capital assets (198,615) (100, 156) Purchase of investments (5,372,475) (550,975) Proceeds on maturities of investments 50,975 800,000 Proceeds on sale of land 5,348,598 (171 ,517) 148,869 Increase in cash (451,164) 598,846 Cash, beginning of year 685,524 86,678 Cash, end of year $ 234,360 $ 685,524 See accompanying notes to financial statements. 4 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31. 2011 2. Significant accounting policies (continued): (a} Description of fund balances (continued}: (v} The Capital Levy fund for capital additions, replacements or improvements within the Authority. (vi} E>:ternally restricted funds are those with restrictions imposed by the individuals external to the Board of Directors. Externally restricted funds are as follows: revenues and expenditures related to the Backus Heritage Village are recorded in the Backus Heritage Village Trust Fund revenues and expenditures related to the Leighton and Betty Brown scholarships are recorded in the Leighton and Betty Brown Scholarship Fund. (b) Revenue recognition: The Authority follows the accrual method of accounting for contributions where unrestricted contributions are recognized as revenue when received or receivable if the amount to be received can be reasonably estimated and collection is reasonably assured. Restricted contributions are deferred and recognized as revenue in the year in which the related expenoitures are incurred. (c) Expenses: Expenses are reported on the accrual basis of accounting. The accrual basis of accounting recogmzes expenditures in the period in which they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. (d) lnvestnents: InvestMents are composed of GICs and T-Bills. All of the investments are classified as held- to-maturity investments and are carried at amortized cost using the effective interest rate method. The Board has the intention to hold the investments until maturity. 6 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements. continued Year ended December 31, 2011 3. Cash: The cash balance is comprised of Internally restricted Externally restricted: Backus Heritage Village Leighton and Betty Brown Scholarship 4. Investments: $ $ 2011 219,392 $ 6,077 8,891 234,360 $ 2010 674,717 3,617 7,190 685,524 The Authority holds short-term guaranteed investment certificates, money market funds and cash within investments. The investment balance is comprised of: 2011 2010 Government bonds, maturing at various dates between 2013 and 2020, yields varying between 2.7% and 4.3% $ 2,880,000 $ Corporate bonds maturing at vanous dates between 2012 and 2020, yields varying between 3.4% and 5.9% 2,170,000 Guaranteed investment certificate maturing at various dates between 2012 and 2014, yields varying between 1.8% and 4.45% 758,040 809,015 Money market funds, no specified maturity or yield 11,000 Cash 152,652 5,971,692 809,015 Plus: accrued interest 25,035 Plus: unamortized purchase premium 216,313 241,348 $ 6,213,040 $ 809,015 8 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 6. Deferred revenue: 7. The Authonty receives certain amounts principally from other public sector bodies, the proceeds of which may only be used in the conduct of certain programs or completion of specific work. Further. certain user charges and fees are collected, for which the related services have yet to be performed. These amounts are recognized as revenue when the related expenditures are incurred or services performed. Deferred revenue balance is comprised of: Balance, begrnning of year $ 298,851 Externally restricted contributions 106,221 Interest earned, restricted 82,525 Contribution used in operations (71,194) $ 416,403 Internally restricted funds: Internally restricted funds are comprised of the following: Balance, Transfer Transfer Balance, beginning from to end of year operations operations of year Education Centre Maintenance $ 100,000 $ $ $ 100,000 OPG Forest Corridor 45,328 45,328 Memorial Woodlot 11,618 708 12,326 Lee Brown Waterfowl M.A. Capital Replacement 51,911 51,911 Capital Levy 287,200 188,223 254,296 221,127 Unrestricted Reserve 405,671 555,216 89,325 871,562 $ 901,728 $ 743,847 $ 343,621 $ 1,302,254 10 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements. continued Year ended December 31, 2011 12. Segmented information: Conservation Conservation Backus land Watershed land Heritage management/ Corporate/ Community management management/ conservation conservation fixed services relations services forestry area parks Other Total Revenue: Levies $ 330,288 $ 127,922 $ 269,963 $ $ 96,318 $ $ 245,093 $ 1,069,584 Grants 68,240 68,240 Fees 170,736 8,806 270,980 312,333 741,167 291.694 1,795,716 Forestry 648,909 648,909 Gain on sale of land 4,933,909 4,933,909 Total revenue 5,434,933 136,728 609,183 648,909 408,651 741,167 536,787 8,516,358 Expenditures: Salaries and wages 418,190 83,012 412,401 186,551 290,226 293,811 232.700 1,916,891 Administration 111 '146 11,209 15,905 1,351 51,711 51,057 12,669 255,048 Professional fees and other services 46,063 9,947 73,575 162,691 21.496 98,704 54,345 466,821 Depreciation 32,431 13.533 25,171 8,759 37,680 117,574 Motor pool 7,537 2,866 24,305 22,622 19,555 23,407 93,692 193,984 Repairs and maintenance 5,821 30,246 3,080 9,403 11,551 49,763 109,864 Other 220,902 13,100 42,246 103,913 40,070 60,601 35,911 516,741 Total expenditures 842,090 120,134 612,211 480,208 457,632 547,890 516,760 3,576,923 Excess (deficiency) of revenue over expenditures $ 4,592,843 $ 16,594 $ (3,028) $ 168,701 $ (48,981) $ 193,277 $ 20,029 $ 4,939,435 12 /'"-··· ....... ( ) () ! \ \, _ _) \ Honourable Mayor Lessif Town Councilors Tillsonburg Town Staff This letter to Town Council is in regard to an initiative concerning unsecured loads going to the present Transfer Station on Newell Road. Presently, some loads traveling through parts of the Town ofTillsonburg,·have portions that become·dislodged,:fall off, or spill from the vehicle onto our streets. The Highway Traffic Act 111 section ( 1) (2) states - vehicles carrying or pulling loads with portions spilling, dropping, falling to the streets are in violation of this section of the Highway Traffic Act. Police officers who witness this littering are able to issue a fine of$160.00 immediately. The general public can call the Police Department and report such littering provided the offending vehicle is identified. On January 11, 2012, the Heritage and Beautification Committee met and discussed in length the ongoing issue of debris littering streets while vehicles travel to the Transfer Station. Public .education in this matter is crucial. The residents ofTillsonburg must be made aware of this probiem and the law backing it up in order to comply with the request to secure loads through signage at the Transfer Station. We are asking Council to consider such signage to help our residents become informed. If we can achieve greater compliance through this effort, then we can consider this effort to be successful. An idea from a resident would be to include this issue of covered loads going to Newell Road in the 2012-2013 Oxford County Waste Management Calendar and advertising it in the local News. The Heritage and Beautification Committee appreciates your consideration in this matter. Sincerely, The Heritage and Beautification Committee of Tillsonburg ~/rl~ C~\...-o ~ e.J:>'W\. wv:. \-\-e.-"'2-.. K A. T H e R \ N 6 Y'V\ <:.<...,. ~""-'-~\s:._ · f.: ,., f/ May 16,2012 On May 9, 2012, The Heritage and Beautiftcation Committee met and passed a motion asking Council to accept the attached letter and the wording for signage at the Newell Depot site. Motion: " move to ask Council to accept and to consider the letter asking Coundl for signage at the Newell Depot to educate the public about uncovered loads and loads not secured as set out by the Highway Traffic Act" Moved by Sue Saelens Seconded by Paul DeCioet On May 9, 2012, the Heritage and Beautification Committee met and passed a motion asking Council to accept the attached letter which asks that Tillsonburg sidewalks be cleared of cigarette butts and small debris. Motion: " move to ask Council to accept and to consider the letter asking Council to have our main street sidewalks cleaned of cigarette butts and small debris with some sort of vacuum system" Moved by Marian Smith Seconded by Sue 5aelens THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NUMBER 3620 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 28th day of May, 2012 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 Tillson burg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSON BURG 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 May 28, 2012, 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 Deputy 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 Deputy 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 28th DAY OF May, 2012. READ A THIRD AND FINAL TIME AND PASSED THIS 28th DAY OF May, 2012. MAYOR-John Lessif DEPUTY CLERK-Amber Zimmer COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: May 28, 2012 RESOLUTION NO.: 1 -$_~9 MOVED BY: SECONDED BY:c 1 = RESOLVE THAT the Agenda as prepared for the Open Session of the Council Meeting of May 28, 2012, be adopted. D Recorded Vote D Defeated D Deferred D Tabled -~--Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: May 28, 2012 RESOLUTION NO.: 2 MOVEDBY: C/ !fa./.~ SECONDED BY:~~~;;:· z.' =:====:=::::::":.___ ____ _ RESOLVE THAT Town Council move into Closed Session, to consider matters relating to: Matters relating to personal matters about an identifiable individual, including Municipal Employees, Matters pertaining to the security of the property of the municipality. ~Carried D Recorded Vote D Defeated D Deferred D Tabled _____!/,L_ Mayor's Initials RESOLUTION NO.: MOVED BY: COUNCIL RESOLUTION CLOSED SESSION Date: May 28, 2012 RESOLVE THAT the Agenda as prepared for the Closed Session of the Council Meeting of May 28, 2012, be adopted. c{carried D Recorded Vote D Defeated D Deferred D Tabled __Q}!_ Mayor's Initials RESOLUTION NO.: 2 COUNCIL RESOLUTION CLOSED SESSION MOVED BY: /? ~ SECONDED BY: ~ Date: May 28, 2012 RESOLVE THAT the Minutes of the Closed Council Meeting of May 14, 2012, be approved. D Carried D Defeated D Deferred Tabled D Recorded Vote COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: May 28, 2012 RESOLUTION NO.: 3 MOVED BY: SECONDEDBY: --~~~==~==~------ RESOLVE THAT the Minutes of the Open Council Meeting of May 12, 2012, be approved. d Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: ---=3'------Date: May 28, 2012 RESOLUTION NO.: 4 MOVED BY: RESOLVE THAT the Financial Statements for the year ended December 31, 2011 and the 2011 Independence and Management Letters be received by Council as information. c{.rried D Recorded Vote D Defeated D Deferred D Tabled ~or's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: -----'3=----Date: May 28, 2012 RESOLUTION NO.: 4 MOVED BY: Councillor Beres SECONDEDBY: ----~C~o~u~n~ci~llo~r~K~I~ei~n~------------- RESOLVE THAT the Financial Statements for the year ended December 31, 2011 and the 2011 Independence and Management Letters be received by Council as information. Recorded vote requested by Mayor Lessif Councillor Vote in Favour Vote Against Dave Beres yes Marty Klein yes Mark Renaud yes Chris Rosehart yes Brian Stephenson yes Mayor Lessif yes The recorded vote reflects the vote is six in favour of the Motion and none against the Motion. The motion is "Carried" D D Carried Recorded Vote D Defeated D Deferred D Tabled _______ Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: _4=-----Date: May 28, 2012 MOVED BY: RESOLVED THAT this application is acceptable from a planning point of view and should be granted subject to the following conditions: 1. A building permit for the proposed sun room shall be issued within one year of the date of the Committee's decision. 2. Minor Variance approval is granted only for a sun room that is substantially and proportionally in compliance with the applicant's sketch shown as Plate 3 in the County of Oxford Report 2012-130. ~arried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 10 Date: May 28, 2012 RESOLUTION NO.: 6 ~~----. SECONDEDBY: ------~~~---~rr __ '~------~=- MOVED BY: RESOLVE THAT Council receives CA012-10 Airport Signage Update for information purposes; FURTHER RESOLVE THAT Council formally approve the purchase of the 3-line LED for the Airport sign at a cost of $29,881 + HST, to be funded from the 2012 Airport Operating Budget savings generated from additional Land rental revenue. ~ Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 11 Date: May 28, 2012 MOVED BY: RESOLVE THAT Council receives the Draft Tillsonburg Regional Airport: A Review for information purposes. D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: 12 Date: May 28, 2012 MOVED BY: SECONDED BY: _ ___:6\:)~:::::;;::~=========--- RESOLVE THAT Council receive Report DCS 12-35 Community Marketing Update as information. ~Carried D Recorded Vote D Defeated D Deferred D Tabled +Mayor's Initials ) COUNCIL RESOLUTION AGENDA ITEM NO.: 13 Date: May 28, 2012 MOVED BY: RESOLVE THAT Council receives Operations Services Report OPS12-07-Results for Tender T2012-001-Brock Street-Hyman Street Area Reconstruction for information purposes; FURTHER RESOLVE THAT Tender T2012-001 be awarded to J-ARR Excavating Limited of London, Ontario at a cost of $634,065.30 subject to County of Oxford and MOE Approval; 'AND FURTHER RESOLVE THAT council approve funding the expenditure of $275,000 from the 2012 Gas Tax allocation, as per the 2012 town capital budget, for the town component of Tender T2012-001. ~Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 14 Date: May 28, 2012 RESOLUTION NO.: 9 MOVED BY: ---==C=-0~,__/?.._.n~~~.;:.......J....c;Q~=-~--- SECONDEDBY:~ --=--~-~--------------- RESOLVE THAT Council receive Report PRS 12-05 Request to Purchase Columbarium Unit; FURTHER RESOLVE THAT Council approve the purchase of one 48 niche Columbarium from Carrier Mausoleums and Construction Inc. for $12,595.00 plus H.S.T. to be funded from the 2012 Capital Budget of $20,000. 'Twe\ve" \h0~.:/)0'\ct ~,ve \\uV\6r-~ \0\~e\l.\-1\ I I -..) Twe(\\_:s T~oif::::x::tAd Do\\ars !='ivt-t\o\\0-~~ cz( Carried D Recorded Vote D Defeated D Deferred D Tabled -JtL-Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 18 Date: May 28, 2012 RESOLUTION NO.: MOVED BY: RESOLVE THAT Council receive the correspondence from the Heritage and Beautification Committee as information; FURTHER RESOLVE THAT the correspondence be forwarded to staff to review the matter. ~Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 19 Date: May 28, 2012 MOVED BY: RESOLVE THAT By-Law 3620, To Confirm the Proceedings of the Council Meeting of May 28, 2012, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVE THAT By-Law 3620, be given third and final reading and the Mayor and Deputy Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. D Recorded Vote D Defeated D Deferred D Tabled £Mayor's Initials Ministry of Citizenship and Immigration 400 University Avenue Toronto ON M7A 2R9 May 17, 2012 Ms. Donna Wilson Clerk Town of Tillson burg Ministere des Affaires civiques et de !'Immigration 400, avenue University Toronto ON M7A 2R9 200 Broadway Tillsonburg, ON N4GSA7 Dear Ms. Wilson, f')h t > 1/r Ontario I am pleased to enclose your 2012 Senior of the Year certificate to be received by Donald Frederick Millman. Please take note of the section allocated for the signature of the Head of Council on the certificate. I would like to express my thanks for participating in this program that recognizes one outstanding senior annually from your municipality. We look forward to hearing from you again in 2013. If you have any questions please contact me at maria.daddona@ontario.ca or Joyce Bernardo, Support Program Assistant (A) at joyce.bernardo@ontario.ca. Yours truly, Maria D'Addona Program Lead Ontario Honours & Awards Secretariat 416-314-7529 42-054 .· TILLSONBURG SIGNIFICANT TREES Under the newly elected municipal council, a number of existing committees were reorganized and renamed. One of these committees is the Heritage & Beautification Committee. The terms of reference for this committee are "to enhance and to beautify the Town ofTillsonburg by recommending and/or by implementing community based projects." Some of these projects may include keeping Tillsonburg free of litter and garbage, tree planting initiatives, ensuring vehicles transporting litter to the Transfer Station are covered and secured, honouring Tillsonburg citizens who diligently and continuously improve the appearance of their property, planning butterfly gardens and last but not least identifying significant/historical trees in and around Tillsonburg. There are many very large trees within the boundaries of Tillsonburg that have history, are rare and worth noting. These trees are part of the heritage of Tillsonburg and need to be identified for the purposes of protecting. It is the intention of the committee to take pictures of these trees that may be used in a calendar and/or a tourist pamphlet promoting the town. It is a unique idea to help tourists become more familiar with our beautiful municipality as they search out the trees and at the same time to educate the public on identifying trees. It will also be beneficial to the residents of Tillsonburg to have knowledge of these trees so they are protected from damage and can be admired for years in the future. To be recognized as significant, a tree must be mature, unusual or a rare species, perhaps with an historical background. For example, there are some very large trees on the front lawn of Annandale House that were planted by the original Tillson family. If there is an arborist within the community who would be interested in assisting with this project we would welcome your input. The Heritage & Beautification Committee would like to appeal to the residents of Tillsonburg to come forward if they believe that they may have a significant tree on their property. Anyone who wishes to have their tree identified as "significant" or if anyone is qualified to identify tree species, they are asked to contact Marian Smith at 519-842-2442 or by e-mail at mrc.smith@sympatico.ca. May 16,2012 On May 9, 2012, the Heritage and Beautification Committee met and passed a motion for the attached letter concerning "Significant Trees" be accepted as an FYI and to endorse the letter in order to allow this committee to get public assistance with this project through the newspaper and other sources. Motion: "move to send a letter to Council regarding the Heritage Tree project and to endorse this letter in order to get the public's assistance" Moved by Marian Smith Seconded by Paul DeCioet Tillson burg Tri -County Agricultural Society Po Box 43 Tillsonburg, Ontario Date: May 18, 2012 Attention: Town Council Members We the Tillson burg Fairboard executive and members would like to attend a council meeting regarding Capital Improvements to the Fairgrounds. According to By-Law# 2284 it states we the Fairboard need to request permission to do any capital improvements on or at the fairgrounds. I would like permission to actively seek out a Feasibility Study looking to the erection of a Band Shell at the fairgrounds. The Band Shell would be beneficial to many groups our community. Here are a few things that we have identified by having a Band Shell in our Community. Uses that can be identified: • July 1st Event • Fair Events • Summer Thunder Event • School Band Performances • Relay for Life • Theater of Tillson burg • Summer Camp Programs • Church Serves • Dog Show • 4-H animal Show They cons for the Band Shell: • Noise • Crowds • Potentially change the visual landscape and use of an area • Parking and additional traffic • Maintenance/upkeep • Increase police and crowd control • Washrooms Potential needs and Benefits: • Protected space from weather for events • Electrical/Better Technology • Improved Acoustics • Improve location and space usage • It could become an "Icon" for our community • A draw for visitors and businesses • Could be self-sustaining and produce revenue for our Community • Support Music/Theater/Art programs • Provide a Historical Link to our Community • HELP BUILD A SENSE OF COMMUNITY • Has multiple uses (i.e.: music, acting, services, etc) Thank you for taking the time to read this. Any further questions please contact Mike Dean Tillson burg Fair President 2012-2013 (519-688-0729) or email advanceautol@bellnet.ca Long Point Region Conservation Authority May 4, 2012 4 Elm St., Tillsonburg, Ontario N4G OC4 519-842-4242 or 1-888-231-5408. Fax 519-842-7123 Email: conservation@lprca.on.ca . www.lprca.on.ca Town of Tillsonburg 10 Lisgar Ave Tillsonburg ON N4G 5A7 Attention: Kelley Coulter, Chief Administrative Officer Dear Ms.-~ kc:ut!'( Please find enclosed the financial statements for the period ending December 31, 2011. Also enclosed are copies of the annual report for distribution to the Mayor and councillors. Cliff Evanit , General Manager Encl. Financial Statements of LONG POINT REGION CONSERVATION AUTHORITY Year ended December 31, 2011 LONG POINT REGION CONSERVATION AUTHORITY Index to the Financial Statements Year ended December 31, 2011 INDEPENDENT AUDITORS' REPORT Statement of Financial Position Statement of Operations 2 Statement of Changes in Net Financial Assets 3 Statement of Cash Flows 4 Notes to Financial Statements 5-12 _) KPMG LLP Chartered Accountants 11 5 King Street South 2nd Floor Waterloo ON N2J 5A3 Telephone (519) 747-8800 Fax (5 19) 747-8830 Internet www.kpmg.ca INDEPENDENT AUDITORS' REPORT To the Board of Directors of Long Point Region Conservation Authority We have audited the accompanying financial statements of Long Point Region Conservation Authority ("the Authority"), which comprise the financial position as at December 31, 2011 and the statements of operations, changes in net financial assets and cash flow for the year then ended and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian generally accepted accounting principles, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditor's Responsibility Our responsibility is to express an opinion on these financial statements based on our audit We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform an audit to obtain reasonable assurance about whether the financial statements are free from material misstatement An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, we consider internal control relevant to the Authority's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Authority's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. KPMG LLP is a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative ("KPMG International"), a Swiss entity. KPMG Canada provides services to KPMG LLP. _) Basis for Qualified Opinion In common with many not-for-profit organizations, the authority derives revenue from donations and sundry cash sources, the completeness of which is not susceptible of satisfactory audit verification. Accordingly, our verification of these revenues was limited to the amounts recorded in the records of the Authority. Consequently, we were unable to determine whether any adjustments to these amounts were necessary. Qualified Opinion In our opinion, except for the possible effects of the matter described in the Basis for Qualified Opinion paragraph, the financial statements present fairly, in all material respects, the financial position of Long Point Region Conservation Authority as at December 31 , 2011 , and of its financial performance and its cash flows for the year then ended in accordance with Canadian generally accepted accounting principles. Chartered Accountants, Licensed Public Accountants February 24, 2012 Waterloo, Canada LONG POINT REGION CONSERVATION AUTHORITY Statement of Financial Position December 31, 2011, with comparative figures for 2010 Financial Assets Cash (note 3) Investments (note 4) Accounts receivable Accrued receivable Other receivables Financial Liabilities Accounts payable and accrued liabilities Deferred revenue (note 6) Net financial assets Non-Financial Assets Tangible capital assets (note 5) Net assets Accumulated Surplus Accumulated surplus -internally restricted (note 7) Accumulated surplus-externally restricted (note 8) Accumulated surplus -tangible capital assets Total accumulated surplus See accompanying notes to financial statements. On behalf of the Board: a,k~ Director ~L'Z? Director $ 2011 234,360 6,213,040 188,676 157,533 80,170 6,873,779 108,863 416,403 525,266 6,348,513 5,592,852 $ 11,941,365 $ 1,302,254 5,046,259 5,592,852 $ 11,941,365 $ 2010 685,524 809,015 67,738 35,185 59,822 1,657,284- 287,004 298,851 585,855 1,071,429 5,937,700 $ 7,009,129 $ 901,728 169,701 5,937,700 $ 7,009,129 LONG POINT REGION CONSERVATION AUTHORITY Statement of Operations Year ended December 31, 2011, with comparative figures for 2010 Budget Actual Actual 2011 2011 2010 (unaudited, note 11) Revenue: Municipal levies: General $ 959,784 $ 959,784 $ 907,922 Special 109,800 109,800 135,358 Government grants: Provincial transfer 68,240 68,240 68,240 Corporate/fixed services 524,637 170,736 96,485 Community relations 12,221 8,806 8,256 Watershed management services 160,632 270,980 330,800 Conservation land management -forestry 377,193 648,909 478,497 Backus Heritage conservation area 292,491 312,333 313,625 Conservation land management -conservation parks 530,253 741,167 728,553 Donations 150,400 Other 247,090 291,694 317,296 Gain on sale of land 4,933,909 Total revenue 3,282,341 8,516,358 3,535,432 Expenditures: Corporate/fixed services 854,925 842,090 826,131 Community relations 140,143 120,134 108,762 Watershed management services 581,613 612,211 608,200 Conservation land management -forestry 377,193 480,208 369,313 Backus Heritage conservation area 415,830 457,632 431,376 Conservation land management -conservation parks 530,254 547,890 516,936 Other 382,383 516,758 485,914 Total expenditures 3,282,341 3,576,923 3,346,632 Excess of revenue over expenditures $ $ 4,939,435 $ 188,800 See accompanying notes to financial statements. 2 LONG POINT REGION CONSERVATION AUTHORITY Statement of Changes in Net Financial Assets Year ended December 31, 2011, with comparative figures for 2010 2011 2010 Excess of revenue over expenditures $ 4,939,435 $ 188,800 Acquisition of tangible capital assets (198,615) (250,556) Disposition of tangible capital assets 418,689 Amortization of tangible capital assets 117,575 105,259 Change in net financial assets 5,277,084 43,503 Net financial assets, beginning of year 1,071,429 1,027,926 Net financial assets, end of year $ 6,348,513 $ 1,071,429 See accompanying notes to financial statements. 3 LONG POINT REGION CONSERVATION AUTHORITY Statement of Cash Flows Year ended December 31, 2011, with comparative figures for 2010 Cash provided by (used in): Operating activities: Excess of revenue over expenditures Items not involving cash: Amortization of tangible capital assets Contributed tangible capital assets Gain on sale of land Loss on disposal of equipment Changes in non-cash operating working capital: Accounts receivable Accounts payable and accrued liabilities Deferred revenue Accrued receivable Other receivables Investing activities: Acquisition of tangible capital assets Purchase of investments Proceeds on maturities of investments Proceeds on sale of land Increase in cash Cash, beginning of year Cash, end of year See accompanying notes to financial statements. $ $ 2011 4,939,435 $ 117,575 (4,933,909) 4,000 (120,938) (178,141) 35,027 (122,348) (20,348) (279,647) (198,615) (5,372,475) 50,975 5,348,598 (171,517) (451 '164) 685,524 234,360 $ 2010 188,800 105,259 (150,400) 9,889 231,731 106,784 (3,297) (38,789) 449,977 (100,156) (550,975) 800,000 148,869 598,846 86,678 685,524 4 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements Year ended December 31, 2011 1. Purpose of organization: The Long Point Region Conservation Authority (the "Authority") is established under the Conservation Authorities Act of Ontario and works with local communities, and other partners, to achieve the conservation, restoration, development and responsible management of our water, land and natural habitats through programs that balance human, environmental and economic needs. The objectives of the Authority are as follows: a) To ensure that the Long Point Region watershed lands and waters are properly safeguarded, managed and restored. b) To protect, manage and restore watershed woodlands, wetlands and natural habitats. c) To develop and maintain programs that will protect life and property from natural hazards such as flooding and erosion. d) To provide opportunities for the public to enjoy, learn from and respect the watershed's natural and cultural environments. 2. Significant accounting policies: The financial statements of the Authority are prepared by management in accordance with Canadian generally accepted accounting principles for organizations operating in the local government sector as recommended by the Public Sector Accounting Board (PSAB) of the Canadian Institute of Chartered Accountants. Significant aspects of the accounting policies adopted by the Authority are as follows: (a) Description of fund balances: Internally restricted funds are those with restrictions imposed by the Board of Directors. Internally restricted funds are as follows: (i) The Education Centre Maintenance Fund for the maintenance of the Backus Conservation Education Centre. (ii) The OPG Forest Corridor Fund for the long-term monitoring of forest areas. (iii) The Memorial Woodlot Fund for the donations to Memorial Woodlot Fund and cost to Memorial Woodlot Fund at Backus. (iv) The Lee Brown Waterfowl M.A. Capital Replacement Fund for the capital replacements of Lee Brown Waterfowl M.A. 5 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 2. Significant accounting policies (continued): (a) Description of fund balances (continued): (v) The Capital Levy fund for capital additions, replacements or improvements within the Authority. (vi) Externally restricted funds are those with restrictions imposed by the individuals external to the Board of Directors. Externally restricted funds are as follows: revenues and expenditures related to the Backus Heritage Village are recorded in the Backus Heritage Village Trust Fund revenues and expenditures related to the Leighton and Betty Brown scholarships are recorded in the Leighton and Betty Brown Scholarship Fund. (b) Revenue recognition: The Authority follows the accrual method of accounting for contributions where unrestricted contributions are recognized as revenue when received or receivable if the amount to be received can be reasonably estimated and collection is reasonably assured. Restricted contributions are deferred and recognized as revenue in the year in which the related expenditures are incurred. (c) Expenses: Expenses are reported on the accrual basis of accounting. The accrual basis of accounting recognizes expenditures in the period in which they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. (d) Investments: Investments are composed of GICs and T-Bills. All of the investments are classified as held- to-maturity investments and are carried at amortized cost using the effective interest rate method. The Board has the intention to hold the investments until maturity. 6 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 2. Significant accounting policies (continued): (e) Tangible capital assets: Tangible capital assets are recorded at cost which includes amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets, excluding land and landfill sites, are amortized on a straight-line basis over their estimated useful lives as follows: Asset Buildings and building improvements Equipment Computers Vehicles Infrastructure Useful Life-Years 50 years 20 years 5 years 10 years 20-50 years Annual amortization is charged in the year of acquisition and in the year of disposal. Assets under construction are not amortized until the asset is available for productive use. Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and also are recorded as revenue. (f) Donations: The Authority records cash donations as revenue in the year cash is received. Donated materials and services are recorded as revenue and expenditure when the fair market value of the material and services donated is verifiable, only to the extent the Authority has issued a charitable donation receipt for those materials and services. (g) Use of estimates: The preparation of periodic financial statements occasionally requires management to make assumptions that affect reported amounts of certain assets and liabilities at the year-end date and certain revenue and expenditures for the year then ended. Actual amounts may differ from those estimates. 7 LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 3. Cash: The cash balance is comprised of: Internally restricted Externally restricted: Backus Heritage Village Leighton and Betty Brown Scholarship 4. Investments: 2011 $ 219,392 6,077 8,891 $ 234,360 2010 $ 674,717 3,617 7,190 $ 685,524 The Authority holds short-term guaranteed investment certificates, money market funds and cash within investments. The investment balance is comprised of: 2011 2010 Government bonds, maturing at various dates between 2013 and 2020, yields varying between 2.7% and 4.3% $ 2,880,000 $ Corporate bonds maturing at various dates between 2012 and 2020, yields varying between 3.4% and 5.9% 2,170,000 Guaranteed investment certificate maturing at various dates between 2012 and 2014, yields varying between 1.8% and 4.45% 758,040 809,015 Money market funds, no specified maturity or yield 11,000 Cash 152,652 5,971,692 809,015 Plus: accrued interest 25,035 Plus: unamortized purchase premium 216,313 241,348 $ 6,213,040 $ 809,015 8 .. LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 5. Tangible capital assets: Accumulated Net book Accumulated Net book Balance, amortization, value, amortization, value, Opening end of beginning, beginning end of end of balance Additions Disposals year of year of year Deletions Amortization year year Land $ 3,784,301 $ $ 414,689 $ 3,369,612 $ $ 3,369,612 $ $ $ $ 3,369,612 Building 2,248,298 44,069 2,292,367 745,102 1,547,265 44,676 789,779 1,502,589 Equipment 315,853 315,853 115,784 200,069 13,951 129,735 186,118 Computers 92,999 72,418 165,417 75,869 89,548 23,882 99,750 65,667 Vehicles 359,031 36,982 41,496 354,517 193,292 161,225 37,496 21,880 177,677 176,841 Infrastructure 603,790 45,146 648,936 343,725 305,211 13,186 356,911 292,025 $ 7,404,272 $ 198,615 $ 456,185 $ 7,146,702 $ 1,473,772 $ 5,672,930 $ 37,496 $117,575 $ 1,553,852 $ 5,592,852 9 a LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 6. Deferred revenue: 7. The Authority receives certain amounts principally from other public sector bodies, the proceeds of which may only be used in the conduct of certain programs or completion of specific work. Further, certain user charges and fees are collected, for which the related services have yet to be performed. These amounts are recognized as revenue when the related expenditures are incurred or services performed. Deferred revenue balance is comprised of: Balance, beginning of year Externally restricted contributions Interest earned, restricted Contribution used in operations Internally restricted funds: Internally restricted funds are comprised of the following: Balance, Transfer beginning from of year operations Education Centre Maintenance $ 100,000 $ OPG Forest Corridor 45,328 Memorial Woodlot 11 ,618 708 Lee Brown Waterfowl M.A. Capital Replacement 51,911 Capital Levy 287,200 188,223 Unrestricted Reserve 405,671 555,216 $ 901,728 $ 743,847 Transfer to operations $ 254,296 89,325 $ 343,621 $ 298,851 106,221 82,525 (71 '194) $ 416,403 Balance, end of year $ 100,000 45,328 12,326 51,911 221 '127 871,562 $ 1,302,254 10 • . LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 8. Externally restricted funds: 9. Externally restricted funds are comprised of the following: Balance, Excess Transfer Balance, beginning revenue over from (to) end of year expenditures operations of year Backus Heritage Village $ 60,728 $ 600 $ $ 61,328 Leighton and Betty Brown Scholarship 108,973 3,458 112,431 Backus Woods 4,872,500 4,872,500 $ 169,701 $ 4,876,558 $ $ 5,046,259 Donated land material and services: The Authority received donated materials, property and seNices for the year ended December 31, 2010 of $150,400. This amount represents the difference between the estimated fair market value and other donated items, and the actual amount paid by the Authority for these items. The revenue and related expenditure with respect to the donated materials, property and services is set up in these financial statements only to the extent as described in note 2(f). The amount set up for the year ended December 31, 2010 is $150,400. 10. Pension agreements: The Authority makes contributions to the Ontario Municipal Employees Retirement System (OMERS), which is a multi-employer plan, on behalf of full-time members of staff and eligible part- time staff. The plan is a defined benefit pension plan, which specifies the amount of the retirement benefit to be received by the employees based on the length of seNice and rates of pay. In 2011, the Authority's contribution to OMERS was $85,237 (201 0 -$61 ,699). 11. Budget figures-2011 The 2011 budget figures included in these financial statements are those adopted by the Authority on November 2, 2010. The budget figures are unaudited. 11 .. ~ / LONG POINT REGION CONSERVATION AUTHORITY Notes to Financial Statements, continued Year ended December 31, 2011 12. Segmented information: Conservation Conservation Backus land Watershed land Heritage management/ Corporate/ Community management management/ conservation conservation fixed services relations services forestry area parks Other Total Revenue: Levies $ 330,288 $ 127,922 $ 269,963 $ $ 96,318 $ $ 245,093 $ 1,069,584 Grants -68,240 68,240 Fees 170,736 8,806 270,980 312,333 741,167 291,694 1,795,716 Forestry --648,909 648,909 Gain on sale of land 4,933,909 ---4,933,909 Total revenue 5,434,933 136,728 609,183 648,909 408,651 741 '167 536,787 8,516,358 Expenditures: Salaries and wages 418,190 83,012 412,401 186,551 290,226 293,811 232,700 1 ,916,891 Administration 111,146 11,209 15,905 1,351 51,711 51,057 12,669 255,048 Professional fees and other services 46,063 9,947 73,575 162,691 21,496 98,704 54,345 466,821 Depreciation 32,431 13,533 25,171 8,759 37,680 117,574 Motor pool 7,537 2,866 24,305 22,622 19,555 23,407 93,692 193,984 Repairs and maintenance 5,821 -30,246 3,080 9,403 11,551 49,763 109,864 Other 220,902 13,100 42,246 103,913 40,070 60,601 35,911 516,741 Total expenditures 842,090 120,134 612,211 480,208 457,632 547,890 516,760 3,576,923 Excess (deficiency) of revenue over expenditures $ 4,592,843 $ 16,594 $ (3,028) $ 168,701 $ (48,981) $ 193,277 $ 20,029 $ 4,939,435 12 Honourable Mayor Lessif Town Councilors Tillsonburg Town Staff This letter to Town Council is in regard to an initiative concerning unsecured loads going to the present Transfer Station on Newell Road. Presently, some loads traveling through parts of the Town ofTillsonburg have portions that become dislodged, fall off, or spill from the vehicle onto our streets. The Highway Traffic Act 111 section (1) (2) states- vehicles carrying or pulling loads with portions spilling, dropping, falling to the streets are in violation of this section of the Highway Traffic Act. Police officers who witness this littering are able to issue a fine of$160.00 immediately. The general public can call the Police Department and report such littering provided the offending vehicle is identified. On January 11 ,2012, the Heritage and Beautification Committee met and discussed in length the ongoing issue of debris littering streets while vehicles travel to the Transfer Station. Public education in this matter is crucial. The residents of Tillsonburg must be made aware of this problem and the law backing it up in order to comply with the request to secure loads through signage at the Transfer Station. We are asking Council to consider such signage to help our residents become informed. If we can achieve greater compliance through this effort, then we can consider this effort to be successful. An idea from a resident would be to include this issue of covered loads going to Newell Road in the 2012-2013 Oxford County Waste Management Calendar and advertising it in the local News. The Heritage and Beautification Committee appreciates your consideration in this matter. Sincerely, The Heritage and Beautification Committee of Tillsonburg ~/Yl~ SIGNAGE WORDING FOR TRANSFER STATION wording was completed with Sgt. T. McCoy's approval and states what the Traffic Law intends SECURE YOUR LOAD OR BE SUBJECT TO A $160.00 FINE (HIGHWAY TRAFFIC LAW 111), IF THE LOAD BECOMES INSECURE. "YOUR LOAD -YOUR RESPONSIBILITY-YOUR FINE!" -Sgt. McCoy suggests 4 signs -one on the fence along Newell Road, one just inside Station and 2 more, one on each of the yard entrances now that there are 2 entry gates - I contacted Greg Horvath at 'Cutting Edge Signs' and Greg suggests a type of double sided aluminum wrapped material that can be wired or permanently secured at the sites. Approximate (not in stone) about $100.00 for each sign and probably Works Dept. would affix the signs. (2 X 4 in size approximately) May 16,2012 On May 9, 2012, The Heritage and Beautification Committee met and passed a motion asking Council to accept the attached letter and the wording for signage at the Newell Depot site. Motion: "move to ask Council to accept and to consider the letter asking Council for signage at the Newell Depot to educate the public about uncovered loads and loads not secured as set out by the Highway Traffic Act" Moved by Sue Saelens Seconded by Paul DeCioet On May 9, 2012, the Heritage and Beautification Committee met and passed a motion asking Council to accept the attached letter which asks that Tillsonburg sidewalks be cleared of cigarette butts and small debris. Motion: "move to ask Council to accept and to consider the letter asking Council to have our main street sidewalks cleaned of cigarette butts and small debris with some sort of vacuum system" Moved by Marian Smith Seconded by Sue Saelens ) HERITAGE AND BEAUTIFICATION COMMITTEE MINUTES FOR JAN. 11/2012 DATE: January 11, 2011 LOCATION: Tillsonburg Public Library 1. Meeting to Order: Called to order by Kathy McCormick at 3:35 p.m. 2. Attendance Kelly Batt, Brian Stephenson, Marian Smith, Kathy Me and late arrivalS. Saelens 3. Approval of Agenda First by Marian and seconded by Kelly 4. Approval of Minutes of last Meeting First by Brian and seconded Marian 5. Disclosure of Pecuniary Interest N/ A 6. New Business a) Discussed letter from a concerned citizen due to the removal of trees along Quarterline Rd. between Baldwin and Esseltine. This issue has been brought to the attention of the town, and the engineers, there is not enough room on either side of the road to plant large trees due to property lines, sidewalks and ditches. Smaller scale shrubs may be an option but would still probably need to be located on private property. b) Sub-committee of Keep Tillsonburg Beautiful day will meet on Wed., Jan 25 at 4:00 in the Library, the room has been booked. c) It was noticed by Brian that some Glendale students were out cleaning large amounts of garbage from the blocks around the school. A letter or email will be sent by Kathy to acknowledge this. Brian is looking into a way to reward students who are caught doing good deeds like this. 7. Round Table -update on the progress of various projects: 1) Brian looked into the depot and covered load issue. Police can only lay charges if something falls off the vehicle. The employees at the Transfer Station could refuse people but that is not a preferred option for them. We ask Sue to draft a letter to request the Town to provide signage for the depot regarding the need to cover loads. 2) Horticultural Society will have the PLANT auction in May. We Will have a reminder at our March meeting so individuals can Remember them when working in their gardens in the spring and possibly donate items to the auction. This will also serve as a reminder to have Brian put this item as an advertisement on TV. As well, Brian will mention the need to cover loads on the way to the depot on TV. 3) We will also ask Sue to write a letter of request to the town to rent a large vacuum to clean up our downtown area pertaining to (cigarette butts) during the springtime cleanup. 4) Sue is organizing a subcommittee for cleaning up litter in Tillsonburg. She is talking to people at the paper trying to get a Story written. She has contacted several other town committees asking for members to join this cleanup committee so that it can be organized and sponsors put into place 5) Marian showed a pamphlet that was made for Elgin County that recognizes trees there. She feels that finding an arborist who would be interested in helping to identify the historic trees would help with this project. In time, this type of information pamphlet is a consideration. Marian is continuing to work on this pamphlet of information as a goal. 8. Date of Next Meeting -Wed. March 21 at the Library at 3:30 9. Adjournment Time -4:45 p.m. ) I HERITAGE AND BEAUTIFICATION COMMITTEE MINUTES FOR MAY 9,2012 DATE: Wednesday, May 9, 2012 LOCATION: Marwood Lounge, Community Centre 1. Meeting to Order: called by Chair Katherine McCormick at 3:35p.m. 2. Attendance: present -Paul DeCioet, Marian Smith, Kathy McCormick, Sue Saelens regrets -Kelly Batt absent -Brian Stephenson, Donna Peirce 3. Approval of Minutes of last meeting, January 11, 2012 -approved by S. Saelens/ seconded by Marian Smith 4. Approval of Agenda -approved by S. Saelens/ seconded by Paul DeCioet 5. Disclosure of Pecuniary Interests -none 6. New Business: a) New members-a discussion about attracting new members to this committee or to continue to have volunteers working on sub-committee programmes of interest. Larger numbers of members makes it more difficult to reach a quorum for meetings so perhaps we have sufficient members. b) Sub-committees -this committee will continue to have individual members working on projects of interest, continue to research the project and will report back to the committee. The committee will then choose to adopt projects in priority and work as a team to completion. It was felt that a sub- committee working independently was not the best use of time and organization of our Heritage and Beautification committee. 7. Round Table Discussions: \ i 1) Horticultural Society: Marian outlined the general organization of the Tillson burg Society and its commitment to the beautifcation of our Town of Tillson burg. Its main fundraising is the plant sale and auction held at the Community Centre in May. Many plantings and beds throughout the Town are done by this Society. 2) May 5 "Tree Planting" project was very successful thanks to many volunteers and members of our committee. Lots of prep was done thanks to Kelly and his crew, the Tree Hugger Organization, Shane from Potters Rd Nursery, donations from organizations and local businesses. The opening of the 10.5 km Tillson burg portion of the Trans Canada Trail was celebrated with the News, Rogers Cable, dignitaries attending along with many volunteers. 3) Committee discussed the search for next year's planting project -site, funding, and focus. Suitable sites are hard to find if we are planting small trees since it is important to find sites where the saplings are protected and partially hidden. The focus will be education and hands on planting of trees with young children in mind. We need to focus on teaching young children the importance of trees, respecting and appreciating trees. Members will scout out sites and choose a site by next meeting- September 12, 2012. 4) Year 2 dates for our meetings of our Committee are -Wednesday, Sept. 12 and Wed., Nov. 21 at 2:00p.m. at the Marwood Lounge at the Community Centre. Future dates will be determined later. \ ) 5) Heritage Trees is a project Marian has been researching and reporting for our Committee. She has been in touch with other outside areas for ideas on how to approach this project. She is interested in finding and identifying 'heritage trees' in our Town, their history, age, mapping the trees and perhaps with help from the public, completing a 'Tillsonburg Heritage Tree' brochure. A sample of her letter FYI to Council is included with these minutes. 6) MOTIONS 1. "move to ask Council to accept and to consider the letter asking Council for signage at the Newell Depot to educate the public about uncovered loads and loads not secured as set out by the Highway Traffic Act", moved by S. Saelens and seconded by Paul DeCioet 2. "move to ask Council to accept and to consider the letter asking Council to have our main street sidewalks cleaned of cigarette butts and small debris with some sort of vacuum system", moved by Marian Smith and seconded by Sue Saelens 3. "move to send a letter to Council regarding the Heritage Tree project and to endorse this letter in order to get the public's assistance", moved by Marian Smith and seconded by Paul DeCioet 7) Next meetings Sept 12 and Nov 21 at 2:00 Community Centre, Marwood Lounge 8) Meeting Adjourned at 4:35 p.m. TILLSONBURG SIGNIFICANT TREES Under the newly elected municipal council, a number of existing committees were reorganized and renamed. One of these committees is the Heritage & Beautification Committee. The terms of reference for this committee are "to enhance and to beautify the Town ofTillsonburg by recommending and/or by implementing community based projects." Some of these projects may include keeping Tillsonburg free of litter and garbage, tree planting initiatives, ensuring vehicles transporting litter to the Transfer Station are covered and secured, honouring Tillsonburg citizens who diligently and continuously improve the appearance of their property, planning butterfly gardens and last but not least identifying significant/historical trees in and around Tillsonburg. There are many very large trees within the boundaries ofTiiisonburg that have history, are rare and worth noting. These trees are part of the heritage of Tillsonburg and need to be identified for the purposes of protecting. It is the intention of the committee to take pictures of these trees that may be used in a calendar and/or a tourist pamphlet promoting the town. It is a unique idea to help tourists become more familiar with our beautiful municipality as they search out the trees and at the same time to educate the public on identifying trees. It will also be beneficial to the residents of Tillsonburg to have knowledge of these trees so they are protected from damage and can be admired for years in the future. To be recognized as significant, a tree must be mature, unusual or a rare species, perhaps with an historical background. For example, there are some very large trees on the front lawn of Annandale House that were planted by the original Tillson family. If there is an arborist within the community who would be interested in assisting with this project we would welcome your input. The Heritage & Beautification Committee would like to appeal to the residents of Tillsonburg to come forward if they believe that they may have a significant tree on their property. Lt\nyone who wishes to have their tree identified as "significant" or if anyone is qualified to identify tree species, they are asked to contact Marian Smith at 519-842-2442 or by e-mail at mrc.smith@sympatico.ca. Ministry of Natural Resources Office of the Deputy Minister Room 6643, Whitney Block Ministere des Richesses naturelles Bureau du sous-ministre Edifice Whitney, bureau 6643 99, rue Wellesley Ouest Toronto (Ontario) M7A 1W3 Tel.: 416-314-2150 "~ t?ontario 99 Wellesley Street West Toronto ON M7A 1W3 Tel: 416-314-2150 Fax: 416-314-2159 May 3, 2012 Telae.: 416-314-2159 Dear Chief Administrative Officer/Clerk: I am writing to let you know about some changes the Ministry of Natural Resources is making to the Bear Wise program. As part of our Transformation Plan announced in the 2012 Ontario Budget, the ministry conducted a review of how we deliver programs and services to Ontarians. The Bear Wise program was part of that review. Bear Wise has set a solid foundation, helping municipalities and the public to reduce preventable human-bear encounters. In fact, no other jurisdiction in North America has provided this level of support to communities. Today, eight years into the program, awareness of Bear Wise is high and many municipalities have good, robust bear wise strategies in place. As a result of the program, the public is better educated about what to do when they encounter a bear. In this regard, Bear Wise has achieved its main goals, and the time is right to transition from an active management model to one that places a greater emphasis on personal responsibility. Most aspects of the Bear Wise program will continue, including: • operating the toll-free Bear Reporting Line (1-866-514 -2327) 24 hours a day, seven days a week from April to November, with trained staff handling calls and determining the appropriate response • educating the public about black bears and bear behaviour in Ontario • providing advice to municipalities, the public, and other stakeholders about what they can do to keep bears away from urban and semi-urban areas, and how to manage problem bears • tracking and collecting information about human-bear occurrences • maintaining our comprehensive website to assist Ontarians with tips to ensure that their properties are not inviting to bears. ...2 \ ) Ministry of Transportation Ministere des Transports Provincial Highways Management Division 3rd Floor, Ferguson Block 77 Wellesley Street West Toronto ON M7A 1Z8 Tel: 416-327-9044 Division de Ia gestion des routes provinciales Edifice Ferguson, 3" etage 77, rue Wellesley Ouest Toronto ON M7A 1Z8 Tel.: 416-327-9044 Telec.: 416-327-9226 f"):-:: t?ontario Fax: 416-327-9226 May 17, 2012 His Worship John Lessif Mayor Town of Tillsonburg 200 Broadway 2nd Floor Tillsonburg, Ontario N4G 5A7 Dear Mayor Lessif: The Ministry of Transportation recognizes that municipal roads and bridges are essential components of Ontario's transportation network. Since 2003, the province has provided municipalities with over $13 billion in infrastructure funding, including over $1.5 billion in funding for municipal roads and bridges. These investments have helped municipalities to modernize and expand their transit systems, repair and upgrade roads and bridges, and revitalize community infrastructure. In addition, uploading social assistance benefit programs costs -along with other increases in our ongoing support to municipalities -will ensure that municipal property tax dollars are focused on local priorities, such as municipal roads and bridges. The province's ongoing support to municipalities has increased to $3.2 billion in 2012. We are currently working with the Association of Municipalities of Ontario and the City of Toronto to complete the Roads and Bridges Review which will provide recommendations to support the sustainability of municipal roads and bridges. While the 2012 provincial budget did not announce any new funding for municipal roads and bridges or Connecting Links projects, the provincial government remains committed to working with municipalities to help address these needs. As part of Building Together, the province has committed to work with the municipal sector and the federal government to develop a municipal infrastructure strategy to help meet the challenges of current and emerging infrastructure needs. This strategy will help ensure that every dollar we invest in municipal infrastructure is focusing on what is most important and leveraging the best possible outcomes. ../2 \ ) Mayor Lessif Page 2 The recommendations of the Roads and Bridges Review will be considered as part of the province's municipal infrastructure strategy. It is important for all levels of government to work towards a common goal to advance investment in municipal infrastructure in a responsible and sustainable way. This can be achieved through sound asset management to focus on the most critical infrastructure needs. Sincerely, Gerry Chaput, P.Eng. Assistant Deputy Minister Ministry of Citizenship and Immigration Minister 61h Floor 400 University Avenue Toronto ON M?A 2R9 Tel.: (416) 325-6200 Fax: (416) 325-6195 May, 2012 Dear Friends: Ministere des Affaires civiques et de !'Immigration Ministre 68 etage 400, avenue University Toronto ON M?A 2R9 Tel.: (416) 325-6200 Telec.: (416) 325-6195 Re : Ontario Medal For Good Citizenship ~ ~ Ontario I am pleased to let you know that nominations for the Ontario Medal for Good Citizenship are now being accepted. Established in 1973, the Ontario Medal for Good Citizenship honours Ontarians who, through exceptional, long-term efforts, have made outstanding contributions to community life. I am pleased to invite you to participate by nominating a deserving citizen. Recipients will be presented with their medal by the Lieutenant Governor of Ontario at a special ceremony at Queen's Park in the Fall of2012. Nomination forms are now available on-line by visiting the Ministry of Citizenship and Immigration's website at: www.ontario.ca/honoursandawards. You may submit your nomination on-line by choosing the "Nominate Online" option, or download the PDF or HTML format from the website. For any further information, please contact the Ontario Honours and Awards Secretariat at 416 314-7526, 1 877 832-8622 or (TTY) 416 327-2391. Nominations must be received by July 17, 2012. I encourage you to take the time to nominate a deserving citizen in your community for an Ontario Medal for Good Citizenship. The men and women we honour stand as shining examples to us all. Sincerely, Charles Sousa Minister J Honourable Mayor Lessif Town Councilors Tillsonburg Town Staff April 25, 2012 This letter to Town Council is in regard to an issue concerning the proliferation of cigarette butts and other small debris littering the downtown sidewalks and central areas of Tillson burg. Our Committee feels that if the sidewalks and main areas were cleaned with a commercial vacuum, the downtown area would be much more presentable. This is especially true during the warmer J months when the Town has visitors and prospective newcomers. Our committee's purpose is to keep Tillsonburg beautiful for residents and visitors and so we are asking Council to consider this matter. Sincerely, The Heritage and Beautification Committee ~;7/{c~ c_ ~''" K 1\ -r \-\ E R' '(0 \S VVL c_~ '-fL ~'--c lc_ · Honourable Mayor Lessif Town Councilors Tillsonburg Town Staff This letter to Town Council is in regard to an initiative concerning unsecured loads going to the present Transfer Station on Newell Road. Presently, some loads traveling through parts ofthe Town ofTillsonburg have portions that become dislodged, fall off, or spill from the vehicle onto our streets. The Highway Traffic Act 111 section (1) (2) states- vehicles carrying or pulling loads with portions spilling, dropping, falling to the streets are in violation of this section of the Highway Traffic Act. Police officers who witness this littering are able to issue a fine of$160.00 immediately. The general public can call the Police Department and report such littering provided the offending vehicle is identified. On January 11,2012, the Heritage and Beautification Committee met and discussed in length the ongoing issue of debris littering streets while vehicles travel to the Transfer Station. Public education in this matter is crucial. The residents of Tillsonburg must be made aware of this problem and the law backing it up in order to comply with the request to secure loads through signage at the Transfer Station. We are asking Council to consider such signage to help our residents become informed. If we can achieve greater compliance through this effort, then we can consider this effort to be successful. An idea from a resident would be to include this issue of covered loads going to Newell Road in the 2012-2013 Oxford County Waste Management Calendar and advertising it in the local News. The Heritage and Beautification Committee appreciates your consideration in this matter. Sincerely, The Heritage and Beautification Committee of Tillsonburg .. / r-r;:? %JI~ ;rJ/j &----~~ SIGNAGE WORDING FOR TRANSFER STATION wording was completed with Sgt. T. McCoy's approval and states what the Traffic Law intends 4' SECURE YOUR LOAD OR BE SUBJECT TO A $160.00 FIN (HIGHWAY TRAFFIC LAW 111), IF THE LOAD BECOMES ~ 1 INSECURE. "YOUR LOAD -YOUR RESPONSIBILITY -YOUR FINE!" -Sgt. McCoy suggests 4 signs-one on the fence along Newell Road, one just inside Station and 2 more, one on eac:h of the yard entrances now that there are 2 entry gates - I contacted Greg Horvath at 'Cutting Edge Signs' and Greg suggests a type of double sided aluminum wrapped material that can be wired or permanently secured at the sites. Approximate (not in stone) about $100.00 for each sign and probably Works Dept. would affix the signs. (2 X 4 in size approximately)