180312 Council AGDTable of Contents
Agenda 3
Council Minutes dated March 1, 2018
180301 Council MIN 9
DCS 18-10, SOMA Asia Mission Summary
Report DCS 18-10 22
DCS 18-10 Summary Presentation 24
OPS 18-04, Renewal of Sewage System Management
Agreement
OPS 18-04 Renewal of Sewage System Management
Agreement 50
OPS 18-04 Attachment 1 - Sewage System
Management Agreement 2018-2020 52
OPS 18-05, Results for Tender RFT 2018-006 Asphalt Paving
Program
OPS 18-05 Results for Tender RFT 2018-006 Asphalt
Paving Program 64
OPS 18-06, Results for Tender RFT 2018-007 Concrete
Sidewalk and Curbing
OPS 18-06 Results for Tender RFT 2018-007 Concrete
Sidewalk and Curbing 67
RCP 18-09, Enabling Accessibility Fund Agreement –
Accessible Trail Connection
RCP 18-09 - Enabling Accessibility Fund Agreement -
Accessible Trail Connection 69
EAF Agreement 71
RCP 18-09 ATT 2 79
RCP 18-10, Supply & Installation of Utility Corridor Fencing
RCP 18-10 - Supply and Installation of Utility Corridor
Fencing 101
Correspondence from Municipality of Bayham 103
Committee Minutes
180201 HBC MIN 111
180207 Cultural MIN 112
180222 Museum MIN 114
Long Point Region Conservation Authority Minutes dated
February 7, 2018
180207 LPRCA MIN 118
By-Law 4178, To authorize a Sewage System Management
Agreement with the County of Oxford
By-Law 4178 Authorize Sewage System Management
Agreement 124
By-Law 4178 OPS 18-04 Attachment 1 - Sewage
System Management Agreement 2018-2020 125
By-Law 4179, To enter into an agreement with Her Majesty The
Queen In Right Of Ontario for The Enabling Accessibility Fund
(EAF).
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By-law 4179 EAF Agreement 137
EAF Agreement 138
By-Law 4180, To Confirm the Proceedings of the Council
Meeting of March 12, 2018
By-Law 4180 To Confirm 146
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1. Call to Order
2. Adoption of Agenda
Proposed Resolution #1
Moved By: Seconded By:
THAT the Agenda as prepared for the Council meeting of Monday, March 12, 2018, be
adopted.
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the Meeting of March 1, 2018
180301 Council MIN
Proposed Resolution #2
Moved By: Seconded By:
THAT the Minutes of the Council Meeting of March 1, 2018, be approved.
6. Delegations and Presentations
6.1. Volunteer Recognition Award
Presentation to: Sharleen Marcotte-Winkworth
7. Committee Reports & Presentations
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, March 12, 2018
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
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Council Meeting – Agenda - 2 -
8. Public Meetings
9. Planning Applications
10. Information Items
11. Mayor
12. Quarterly Reports
13. Reports from Departments
13.1. Chief Administrative Officer
13.2. Clerk’s Office
13.3. Development and Communication Services
13.3.1. DCS 18-10, SOMA Asia Mission Summary
Report DCS 18-10
DCS 18-10 Summary Presentation
Proposed Resolution #3
Moved By: Seconded By:
THAT Council receives Report DCS 18-10, SOMA Asia Mission Summary for
information purposes.
13.4. Finance
13.5. Fire and Emergency Services
13.6. Operations
13.6.1. OPS 18-04, Renewal of Sewage System Management Agreement
OPS 18-04 Renewal of Sewage System Management Agreement
OPS 18-04 Attachment 1 - Sewage System Management Agreement 2018-2020
Proposed Resolution #4
Moved By: Seconded By:
THAT Council receives Report OPS 18-04, Renewal of Sewage System
Management Agreement;
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Council Meeting – Agenda - 3 -
AND THAT a By-law authorizing the Mayor and Clerk to execute the Sewage
System Management Agreement with Oxford County Public Health be brought
forward for Council consideration.
13.6.2. OPS 18-05, Results for Tender RFT 2018-006 Asphalt Paving Program
OPS 18-05 Results for Tender RFT 2018-006 Asphalt Paving Program
Proposed Resolution #5
Moved By: Seconded By:
THAT Council receives Report OPS 18-05, Results for Tender RFT 2018-006
Asphalt Paving Program;
AND THAT Council awards Tender RFT 2018-006 to 5 Star Paving Inc. of
Cambridge, ON at a cost of $365,487.06 (net HST included), the lowest bid
received satisfying all Tender requirements.
13.6.3. OPS 18-06, Results for Tender RFT 2018-007 Concrete Sidewalk and Curbing
OPS 18-06 Results for Tender RFT 2018-007 Concrete Sidewalk and Curbing
Proposed Resolution #6
Moved By: Seconded By:
THAT Council receives Report OPS 18-06, Results for Tender RFT 2018-007
Concrete Sidewalk and Curbing;
AND THAT Council awards Tender RFT 2018-007 to Fortese Concrete Ltd. of
London, ON at a cost of $116,464.32 (net HST included), the lowest bid received
satisfying all Tender requirements.
13.7. Recreation, Culture & Park Services
13.7.1. RCP 18-09, Enabling Accessibility Fund Agreement – Accessible Trail
Connection
RCP 18-09 - Enabling Accessibility Fund Agreement - Accessible Trail Connection
EAF Agreement
RCP 18-09 ATT 2
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Council Meeting – Agenda - 4 -
Proposed Resolution #7
Moved By: Seconded By:
THAT Council receives Report RCP 18-09, Enabling Accessibility Fund
Agreement – Accessible Trail Connection;
AND THAT Council authorizes staff to initiate the construction of a barrier-free
connection between the Town’s Fourth-to-North rail trail and the Trans-Canada
Trail as an augmentation of the planned work on the extension to the Trans-
Canada Trail incorporated into the approved 2018 budget and workplan;
AND THAT the project be funded by Enabling Accessibility Grant funding
($50,000), and by increasing the use of DC reserves from $18,000 to $31,500
and increasing the use of RCP Reserves from $2,000 to $3,500;
AND THAT Council authorizes the Mayor and Clerk to sign the Articles of
Agreement between the Town and Her Majesty in Right of Canada for the
Enabling Accessibility Fund grant of $50,000 from the Government of Canada
towards the project;
AND THAT a by-law be brought forward for Council’s consideration.
13.7.2. RCP 18-10, Supply & Installation of Utility Corridor Fencing
RCP 18-10 - Supply and Installation of Utility Corridor Fencing
Correspondence from Municipality of Bayham
Proposed Resolution #8
Moved By: Seconded By:
THAT Report RCP 18-10, Supply & Installation of Utility Corridor Fencing be
received for information;
AND THAT Council confirms the position of Tillsonburg’s representatives on the
Otter Valley Utility Corridor Board of Management endorsing the
recommendation to authorize the Municipality of Bayham to install utility corridor
fencing;
AND THAT the Town’s 50% share of the cost for this work be funded from the
royalties collected by the Town from the use of the utility corridor.
14. Unfinished Business
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Council Meeting – Agenda - 5 -
15. Staff Information Reports
16. Committee Minutes & Reports
16.1. Committee Minutes
180201 HBC MIN
180207 Cultural MIN
180222 Museum MIN
Proposed Resolution #9
Moved By: Seconded By:
THAT Council receives the Heritage, Beautification & Cemetery Advisory
Committee Minutes dated February 1, 2018; the Cultural Advisory Committee
Minutes dated February 7, 2018; and the Museum Advisory Committee Minutes
dated February 22, 2018, as information.
16.2. Long Point Region Conservation Authority Minutes dated February 7, 2018
180207 LPRCA MIN
Proposed Resolution #10
Moved By: Seconded By:
THAT Council receives the Long Point Region Conservation Authority Minutes
dated February 7, 2081, as information.
17. Notice of Motions
17.1. Notice of Motion for which Previous Notice was Given
Moved by: Councillor Adam
THAT a staff report be prepared for the Council Meeting of Thursday, March 1,
2018 regarding governance options for the CT Pilot Project Steering Committee
moving forward after the March 31, 2018 deadline;
AND THAT multiple options be presented to Town Council, including, but not
limited to, being elevated to official Town status, becoming an advisory
committee, and creating a transportation board;
AND FURTHER THAT increased participation amongst community members and
organizations be promoted and pursued, in order to help support and guide the
potential transformation of public transit in town.
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18. Resolutions
19. Resolutions Resulting from Closed Session
20. By-Laws
By-Laws from the Meeting of Monday, March 12, 2018
20.1. Proposed Resolution #11
Moved By: Seconded By:
THAT By-Law 4178, To authorize a Sewage System Management Agreement
with the County of Oxford
Agreement; and
By-Law 4179, To enter into an agreement with Her Majesty The Queen In Right
Of Ontario for The Enabling Accessibility Fund (EAF)
Agreement, be read for a first, second, third and final reading and that the Mayor
and the Clerk be and are hereby authorized to sign the same, and place the
corporate seal thereunto.
20.2. Proposed Resolution #12
Moved By: Seconded By:
THAT By-Law 4180, To confirm the proceedings of the Council Meeting of March
12, 2018, be read for a first, second, third and final reading and that the Mayor
and the Clerk be and are hereby authorized to sign the same, and place the
corporate seal thereunto.
21. Items of Public Interest
22. Adjournment
Proposed Resolution #13
Moved By: Seconded By:
THAT the Council Meeting of Monday, March 12, 2018 be adjourned at _____ p.m.
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ATTENDANCE
Deputy Mayor Dave Beres Councillor Penny Esseltine
Councillor Jim Hayes
Councillor Chris Rosehart Councillor Brian Stephenson
Staff: Donna Wilson, Town Clerk
Dave Rushton, Director of Finance/Treasurer Kevin DeLeebeeck, Director of Operations Rick Cox, Director of Recreation, Culture & Parks
Lana White, Executive Assistant/Deputy Clerk
Regrets:
Mayor Stephen Molnar Councillor Max Adam
David Calder, CAO
1. Call to Order
The meeting was called to order at 5:00pm.
2. Closed Session
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move into Closed Session to consider:
1. personal matters about an identifiable individual, including municipal or local board
employees (Appointment to Smart Cities Challenge Committee).
Carried
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Thursday, March 01, 2018
5:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
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Council Meeting – Minutes - 2 -
Council reconvened in regular session at 6:00pm.
3. Adoption of Agenda
Resolution #2
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Agenda as prepared for the Council meeting of Thursday, March 01, 2018, be
adopted.
Carried
4. Moment of Silence
5. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
6. Adoption of Council Minutes of Previous Meeting
6.1. Minutes of the Meeting of February 12, 2018
180212 Council MIN
Resolution #3
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Minutes of the Council Meeting of February 12, 2018 be approved.
Carried
7. Delegations and Presentations
8. Committee Reports & Presentations
8.1. CL 18-10, 2018 Citizen of the Year
Presenter: Matthew Scholtz, Chair, Special Awards Committee
CL 18-10 2018 Citizen of the Year
Matt Scholtz, Chair of the Special Awards Committee, presented Report CL 18-10 and
answered questions from Council.
Citizen of the Year award recipients are permanently and publicly recognized on paving
stones in front of the Library.
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Council Meeting – Minutes - 3 -
Resolution #4
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report CL 18-10, 2018 Citizen of the Year;
AND THAT Council supports the recommendations of the Special Awards Committee;
AND FURTHER THAT the 2018 Citizen of the Year event shall be a separate event held
at a Town facility in May or June;
AND FURTHER THAT the Committee will be the decision making body for the award
with a budget of $1000 for the event.
Carried
9. Public Meetings
Resolution #5
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council move into the Committee of Adjustment to hear applications for Minor
Variance.
Carried
9.1. Application for Minor Variance- Curtis-Wilcox, A-01/18, 83 Rolph Street
A-01/18 Report
Report Attachments
Application A-01/18
Eric Gilbert, Senior Planner, County of Oxford, appeared before Council and provided
an overview of Report 2018-53, Application for Minor Variance A-01/18.
Opportunity was given for Council to ask questions.
Shane Curtis, applicant, was in attendance in support of the application, and responded
to questions from Council.
No members of the public appeared in support of, or in opposition to, the application.
Resolution #6
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT the Tillsonburg Committee of Adjustment approves Application File A01-18,
submitted by 2117846 Ontario Inc. (Curtis Wilcox), for lands described as Lot 761 and
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Part of Lots 763 & 764A, Plan 500, in the Town of Tillsonburg, municipally known as 83
Rolph Street, Town of Tillsonburg, as it relates to:
1. Relief from Section 12.2B – Minimum Dwelling Unit Area to permit 9 of the proposed
43 residential apartment units to be a minimum size of 39.76 m2 (428 ft2), in place of
the required 55 m2 (592 ft2).
Carried
Resolution #7
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council move out of the Committee of Adjustment and move back into regular Council
session.
Carried
10. Planning Applications
10.1. Application for Consent/Minor Variance - B17-73-7 & A17-11-7, 159 Quarter
Town Line
B17-73-7 Report
Report Attachments
Application B17-73-7 & A17-11-7
Eric Gilbert, Senior Planner, County of Oxford, appeared before Council and provided
an overview of Report CP 2018-28, Application for Consent B17-73-7 and A17-11-7.
Opportunity was given for Council to ask questions.
The applicant was not in attendance.
County of Oxford Land Division Committee is scheduled to meet April 5, 2018 to hear
the application.
Resolution #8
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council advises Oxford County Land Division Committee that the Town supports
Applications B17-73-7 & A17-11-7, subject to the conditions contained in Report CP
2018-28.
Carried
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11. Information Items
12. Mayor
13. Quarterly Reports
14. Reports from Departments
14.1. Chief Administrative Officer
14.2. Clerk’s Office
14.2.1. CL18-09, Smart Cities Challenge Committee Appointment
CL 18-09 Smart Cities Challenge Committee Appointment-Open
Resolution #9
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report CL 18-08, Smart Cities Challenge Committee
Appointment;
AND THAT Scott Northcott be appointed as the Tillsonburg representative on the
Oxford Municipal Partners Smart Cities Challenge Committee.
Carried
14.2.2. CL 18-11, Tillsonburg Procedural By-Law
CL 18-11 Procedural By-Law
By-Law 4173, Tillsonburg Procedural By-Law
By-Law 4173 Appendix A
CL 16-20 Procedural By-Law
The Town Clerk provided an overview of the updated version of the
Procedural By-Law, which includes the requirements of Bill 68.
A request was made for amendment to Section 8.1 – Duties of the Chair,
allowing for debate of all matters before the resolution is introduced.
This minor amendment will be made before 3rd reading.
Resolution #10
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report CL 18-11, Procedural By-Law;
AND THAT By-Law 4173, Tillsonburg Procedural By-Law, be brought forward for
Council consideration, for first and second reading.
Carried
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14.3. Development and Communication Services
14.3.1. DCS 18-06, Animal Control By-Law Amendment – Muzzle Orders
DCS 18-06 Animal Control By-Law Amendment Muzzle Orders
By-Law 4169- Animal Control By-Law Amendment
Resolution #11
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report DCS 18-06, Animal Control By-Law Amendment –
Muzzle Orders, as information;
AND THAT By-Law 4169, to amend By-Law 3507, Animal Care and Control, to
include a provision for muzzle order hearings and appeals, be brought forward
for Council consideration;
AND THAT staff advertise for a community member for the Muzzle Order Appeal
Committee for Council Appointment.
Carried
14.3.2. DCS 18-02, Surplus Land Declaration – 58 Brock St E
Report DCS 18-02
Cephas Panschow, Development Commissioner, was present to respond to
questions from Council.
Resolution #12
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report DCS 18-02 Surplus Land Declaration – 58 Brock
Street East;
AND THAT the property described as Part of Lot 1187 and 1188, Plan 500,
designated as Part 3, on Reference Plan 41R5389, be declared surplus to the
needs of the Town of Tillsonburg in accordance with Bylaw 3549 – Sale of Real
Property Policy subject to:
- Rezoning of the property by the Town from Open Space 1 to zoning suitable
for development;
- Preparation and approval of a Record of Site Condition by the Ministry of
Environment and Climate Change;
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- Advertising in accordance with Town Policy.
Carried
14.3.3. DCS 18-08, Community Improvement Plan Application – 253 Broadway
Report DCS 18-08
Application
Cephas Panschow, provided an overview and responded to questions from
Council.
Clarification was given in regards to rebate provisions.
The applicant, Maria Capotorto, was in attendance and responded to questions
from Council.
Resolution #13
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report DCS 18-08 Community Improvement Plan
Application – 253 Broadway;
AND THAT the 253 Broadway property be approved for the Tax Increment Grant
Back Program and the Permit Fee Grant Back Program of the Community
Improvement Plan, related to enhancements of the property, at the Strategic
Level, which offers the following growth related rebates:
- Years 1 to 6 - 100% rebate of the incremental tax increase
- Year 7 - 80% rebate
- Year 8 - 60% rebate
- Year 9 - 40% rebate
- Year 10 - 20% rebate
- with full property taxes being payable in 2029; and
- a 50% rebate of the building permit fees.
Carried
14.3.4. DCS 18-09, Community Improvement Plan Application – 20 Vance Drive
Report DCS 18-09
Application
Cephas Panschow, provided an overview and responded to questions from
Council.
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The applicants were in attendance.
Resolution #14
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives Report DCS 18-09 Community Improvement Plan
Application – 20 Vance Drive;
AND THAT the 20 Vance Drive property be approved for the Tax Increment
Grant Back Program and the Permit Fee Grant Back Program of the Community
Improvement Plan, related to enhancements of the property, at the Strategic
Level, which offers the following growth related rebates:
- Years 1 to 6 - 100% rebate of the incremental tax increase
- Year 7 - 80% rebate
- Year 8 - 60% rebate
- Year 9 - 40% rebate
- Year 10 - 20% rebate
- with full property taxes being payable in 2029; and,
- a 50% rebate of the building permit fees.
Carried
14.3.5. DCS 18-11, Partner Agreement – Electric Vehicle Charging Station
Report DCS 18-11
County Report CAO 18-03
Partner Agreement
Schedule B to Agreement
Cephas Panschow, provided an overview of the report and responded to
questions from Council.
Discussion was held in terms of location, signage of the station, and general
operations of the station.
Resolution #15
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report DCS 18-11 Partner Agreement – Electric Vehicle
Charging Station;
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AND THAT a by-law be brought forward authorizing the Mayor and Clerk to
execute all documents necessary to establish a charging station in Municipal
Parking Lot 5B, described as Lot 947, Plan 500, Except Part 1 on Reference
Plan 41R-2179 and Part 1 on Reference Plan 41R-2232, in the Town of
Tillsonburg.
Carried
14.3.6. DCS 18-12, Funding Agreement – Rural Economic Development Program
Report DCS 18-12
Application
Contribution Agreement
Cephas Panschow, reviewed the report and responded to questions from
Council.
Resolution #16
Moved By: Councillor Stephenson Seconded By: Councillor Esseltine
THAT Council receives Report DCS 18-12 Funding Agreement – Rural Economic
Development Program;
AND THAT a by-law be brought forward authorizing the Mayor and Clerk to enter
into an agreement with the Province of Ontario to enable funding for the
Manufacturing Acceleration Program.
Carried
14.4. Finance
14.4.1. FIN 18-04, 200 Broadway Lease Extension
FIN 18 - 04 200 Broadway Lease Extension
Lease Extension Agreement
Resolution #17
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council receives FIN 18-04, 200 Broadway Lease Extension;
AND THAT By-law 4174 to amend By-law 3766 to extend the lease for space at
200 Broadway, Tillsonburg between the Town of Tillsonburg and SBLP
Tillsonburg Town Centre Inc., be brought forward for Council Consideration.
Carried
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14.5. Fire and Emergency Services
14.6. Operations
14.6.1. OPS 18-03, Results for Tender RFT 2018-002 Concession Street East
Reconstruction
OPS 18-03 Results for Tender RFT 2018-002 Concession Street East Reconstruction
Resolution #18
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report OPS 18-03, Results for Tender RFT2018-002
Concession Street East Reconstruction;
AND THAT Council awards Tender RFT2018-002 to Viewcon Construction Ltd.
of Woodstock, ON at a cost of $1,078,854.26 (net HST included), the lowest bid
received satisfying all Tender requirements;
AND THAT Council authorizes the use of up to $35,000 from the Asset
Management Reserve towards this project.
Carried
14.7. Recreation, Culture & Park Services
15. Unfinished Business
16. Staff Information Reports
17. Committee Minutes & Reports
17.1. Committee Minutes
180207 Special Awards MIN
180109 Fire Strat Planning Committee MIN
180205 Development Committee MIN
Resolution #19
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the Special Awards Committee minutes dated February
7, 2018; the Fire Strategic Planning Committee minutes dated January 9, 2018;
and the Development Committee minutes dated February 5, 2018, as
information.
Carried
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17.2. Tillsonburg BIA Board Minutes
170110 BIA MIN
170214 BIA MIN
170321 BIA MIN
170509 BIA MIN
170613 BIA MIN
170912 BIA MIN
171010 BIA MIN
171114 BIA MIN
Resolution #20
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives the Tillsonburg BIA Board Minutes dated January 10,
2017, February 14, 2017, March 21, 2017, May 9, 2017, June 13, 2017,
September 12, 2017, October 10, 2017 and November 14, 2017, as information.
Carried
18. Notice of Motions
18.1. Notice of Motion for which Previous Notice was Given
In the absence of Councillor Adam. the Notice of Motion was deferred to the
March 12, 2018 Council Meeting.
Moved by: Councillor Adam
THAT a staff report be prepared for the Council Meeting of Thursday, March 1,
2018 regarding governance options for the CT Pilot Project Steering Committee
moving forward after the March 31, 2018 deadline;
AND THAT multiple options be presented to Town Council, including, but not
limited to, being elevated to official Town status, becoming an advisory
committee, and creating a transportation board;
AND FURTHER THAT increased participation amongst community members and
organizations be promoted and pursued, in order to help support and guide the
potential transformation of public transit in town.
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19. Resolutions
20. Resolutions Resulting from Closed Session
21. By-Laws
By-Laws from the Meeting of Thursday, March 01, 2018
21.1. Resolution #21
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT By-Law 4173, Tillsonburg Procedural By-Law, be read for a first and
second reading.
Carried
21.2. Resolution #22
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT By-Law 4169, Animal Control By-Law Amendment;
By-Law 4174, To Authorize a Lease Extension and Amending Agreement with
SBLP;
By-Law 4175, To Authorize an Agreement with the Province of Ontario (RED);
and
By-Law 4176, To Authorize a Partner Agreement with the County of Oxford for a
Vehicle Charging Station,
be read for a first, second, third and final reading and that the Mayor and the
Clerk be and are hereby authorized to sign the same, and place the corporate
seal thereunto.
Carried
21.3. Resolution #23
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT By-Law 4177, To Confirm the Proceedings of the Council Meeting of
March 1, 2018, be read for a first, second, third and final reading and that the
Mayor and the Clerk be and are hereby authorized to sign the same, and place
the corporate seal thereunto.
Carried
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22. Items of Public Interest
23. Adjournment
Resolution #24
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Council Meeting of Thursday, March 01, 2018 be adjourned at 8:13 p.m.
Carried
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Report Title SOMA Asia Mission Summary
Report No. DCS 18-10
Author Cephas Panschow
Meeting Type Council Meeting
Council Date MARCH 1, 2018
Attachments Presentation
Page 1 / 2
RECOMMENDATION
THAT Council receive Report DCS 18-10 SOMA Asia Mission Summary for information
purposes.
EXECUTIVE SUMMARY
The purpose of this report is to provide Council with a summary of the November/December
mission undertaken by Town representatives as part of the Southwestern Ontario Marketing
Alliance’s trade and investment mission. BACKGROUND
The Southwestern Ontario Marketing Alliance (SOMA) visits Asia on a regular basis as part of
their ongoing investment attraction and retention program. The SOMA Region has been the top investment location for foreign direction investment from Japan into Canada from 2003 to 2015 and regular visits to that market are important to maintain and grow these relationships.
The 2017 mission also included participation in the Premier’s Mission to China and supported
the South Central Ontario Region’s (SCOR) mission as well. Overall, the mission resulted in connections with 83 companies as follows:
• 13 business retention meetings (existing companies in the region)
• 3 individual investment attraction meetings (by individual members)
• 62 private sector companies at joint events
• 4 SOMA investment attraction meetings
In addition to this, Tillsonburg representatives were able to visit the Town’s sister city of
Hengshui, Hebei Province, in China. The Town’s visit was well received and both the City of
Hengshui and the Harrison International Peace Hospital were very gracious in hosting the
Town’s representatives. Based on this, the sister city relationship has been strengthened and both municipalities will look into ways to work together to contribute to each other’ success. A
potential delegation from Hengshui visiting Tillsonburg may also be a possibility.
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Page 2 / 2
Overall, the mission is deemed a success based on the number of connections made, relationships that were maintained/grown, and the visit of a potential investor to the region
already.
CONSULTATION/COMMUNICATION The Development Committee has been provided this presentation.
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact related to this report. The 2017 Economic Development & Marketing budget contained funding for the Town’s participation and these costs were offset by
Per Diem contributions from SOMA.
COMMUNITY STRATEGIC PLAN
Theme 2.1 of the Community Strategic Plan identifies the need to Support new and existing businesses and provide a variety of employment opportunities. Maintaining relationships with
companies that have an existing location in Tillsonburg and seeking out new investment
opportunities will help support business and employment growth in Tillsonburg over the long
term.
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SOMA 2017 Asia
Mission
Summary
Economic Development & Marketing
March 1, 2018
24
2
Itinerary - November 19 to December 5
•China
•Nov 21 – City of Nanjing •Nov 22 – Hengshui (SOMA @ Ma-anshan) •Nov 23 – Hengshui
•Nov 24/25 – Premier’s Mission
•Japan
•Nov 27 – Embassy/Client/THK
•Nov 28 – Town Client Visit
•Nov 29 – Travel to Nagoya •Nov 30 – Consul General Meeting, Reception •Dec 1 – SOMA Client Visit
•China
•Dec 4 - Zhongguancun Haidian Science Park (Beijing), China
International Travel Service
•Dec 5 - China Investment Promotion Agency
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3
China
26
4
City of Nanjing Meeting
27
5
City of Nanjing/SOMA MOU
28
6
Hengshui – Sister City
29
7
Mayor Molnar & Deputy Mayor Cui
Presentation Title | Section
30
8
President Su – Harrison International
Peace Hospital
Presentation Title | Section
31
9
“Basketball Diplomacy”???
32
10
Basketball Diplomacy”???
Presentation Title | Section
33
11
Premier’s Mission
34
12
Presentation Title | Section
35
13
Premier Announces More Than $800
Million in New Agreements in Beijing
•Partnerships with Chinese Businesses Creating 860 Ontario Jobs
•November 24, 2017 9:30 A.M.Office of the Premier
•Today at a ceremony in Beijing, Premier Kathleen Wynne announced almost $600 million in new
agreements expected to create 583 jobs in Ontario.
•Ontario and Chinese businesses and institutions signed 25 agreements today, including:
•Ontario's OTT Financial Group and Tencent Cloud are working together to build a Business
Accelerator Centre in Toronto that will foster entrepreneurship, introduce applications of internet technologies, and provide start-up businesses with funding, technology and administrative support. They are also working together to develop Tencent Cloud markets in
Canada. Together, the projects are valued at $15 million
•Queen Financial Group signed a cooperation agreement with China Taihe Group and Funding
Investment Management, valued at $500 million, to co-sponsor the establishment of the Haichuang Fund, a high-tech talent innovation venture equity investment fund
•Western University signed an agreement with the China Automotive Battery Research Institute
(CABRI), valued at $3.35 million, to establish a joint laboratory to develop next-generation all solid-state batteries for electric vehicles. They also announced that CABRI has registered a new
Canadian-based R&D company.
Presentation Title | Section
36
14
Japan
37
15
THK Co
Presentation Title | Section
38
16
THK Co
Presentation Title | Section
39
17
40
18
Joint SOMA/City of Markham Embassy
Event
Presentation Title | Section
41
19
Client (B-Joetsu)
42
20
Consul General (Nagoya)
43
21
China (SCOR/Canada168.com)
44
22
China International Travel Services
Presentation Title | Section
45
23
In Summary
Business
Retention -
Individual
Business
Attraction -
Individual
Business
Attraction – Joint
Events
Business
Attraction – Joint
Meetings
(Consultant)
13 Companies 3 Companies 12+50 4 companies
Presentation Title | Section
•Total of 82 companies connections!!!
46
24
In Summary (Con’t)
•Consulate General of Canada in Shanghai
•Export Development Canada (Shanghai Office)
•City of Nanjing
•City of Ma-anshan
•Canadian Embassy – Joint Reception with the City
of Markham – 50 companies
•Consulate General of Canada in Nagoya
•Reception at Consul General’s House – 12
Companies
Presentation Title | Section
47
25
Key Follow-up
•City of Nanjing MOU
•Establish a closer relationship between the two areas
•Provide assistance to each other
•Promote economic and trade development
•City of Hengshui (Sister City)
•Potential official visit in 2018
•Investigate ways to promote trade and development
•Client Follow-up
•Already hosted one company considering an investment
Presentation Title | Section
48
26
Thanks!
Presentation Title | Section
49
Report Title Renewal of Sewage System Management Agreement
Report No. OPS 18-04
Author Kevin De Leebeeck, P. Eng., Director of Operations
Meeting Type Council Meeting
Council Date March 12, 2018
Attachments Sewage System Management Agreement 2018-2020
Page 1 / 2
RECOMMENDATION:
THAT Council receive Report OPS 18-04, Renewal of Sewage System Management
Agreement;
AND THAT a By-law authorizing Mayor and Clerk to execute the Sewage System Management Agreement with Oxford County Public Health be brought forward for Council consideration.
BACKGROUND
In 1998, when the on-site sewage system program regulations were transferred from the Environmental Protection Act to the Building Code Act, Oxford County Public Health & Emergency Services entered into an agreement with the area municipalities of Oxford County
to continue providing related services. The current “Sewage System Management Agreement”
with the Town of Tillsonburg that defines the services and fees related to the administration
and enforcement of Part 8 of the Ontario Building Code will expire on April 8, 2018. Oxford County Public Health have staff that are qualified in undertaking these inspections and have indicated an interest to continue approving and inspecting septic systems on behalf of the
Town of Tillsonburg.
SUMMARY
Pursuant to Section 6.2(1) of the Building Code Act, 1992, the area municipality may enter into
an agreement with the County of Oxford for the purpose of delegating to Public Health certain responsibilities under the Act and the Building Code with respect to on-site sewage systems
with a capacity of less than 10,000 litres per day. The County of Oxford is requesting that the
Town of Tillsonburg renew the “Sewage System Management Agreement” with Oxford County
Public Health for an additional two (2) years.
As Council may be aware, effective May 1 2018, Oxford County Public Health is merging with
Elgin St. Thomas Public Health to form a new Board of Health: Oxford Elgin St. Thomas Board
of Health. A s a result, language has been incorporated into the new Sewage System
Management Agreement to transfer all rights and obligations of the County of Oxford under the
Agreement to the new Board of Health at the time that the merger comes into effect. This provision will ensure that the services provided by Oxford County Public Health under the
Agreement continue to be provided to the Town of Tillsonburg by the merged Board of Health
throughout the term of the Agreement.
50
Page 2 / 2
Other changes include inserting the 2015 addendum related to mandatory maintenance
inspections into the Agreement and an updated fee schedule. All revisions made to the
attached Agreement are highlighted yellow.
CONSULTATION/COMMUNICATION
The Manager of Water/Wastewater, Manager of Engineering and Chief Building Official have no concerns at this time with the renewal of this agreement.
FINANCIAL IMPACT/FUNDING SOURCE
There is no financial impact to the Town.
COMMUNITY STRATEGIC PLAN (CSP)
Renewal of the Sewage System Management Agreement to continue providing the
administration and enforcement of Part 8 of the Ontario Building Code supports Objective 1 – Excellence in Local Government of the Community Strategic Plan.
51
SEWAGE SYSTEM MANAGEMENT AGREEMENT
BETWEEN
COUNTY OF OXFORD
AND
THE CORPORATION OF THE TOWN OF TILLSONBURG
February 13, 2018
52
2....
SEWAGE SYSTEM MANAGEMENT AGREEMENT
This Agreement dated as of the day of
BETWEEN:
COUNTY OF OXFORD (hereinafter called “Public Health”), or any subsequent
assigns including the County of Oxford
OF THE FIRST PART
-AND-
THE CORPORATION OF THE TOWN OF TILLSONBURG
(hereinafter called the “Municipality”)
OF THE SECOND PART
WHEREAS this Sewage System Management Agreement (hereinafter called the
“Agreement”) is being entered into pursuant to Section 6.2 (1) of the Building
Code Act, 1992, as amended (hereinafter called the “Act”), for the purpose of
delegating to Public Health certain responsibilities under the Act and the Building Code, as they are from time to time amended, as set out herein with respect to
sewage systems (with a capacity of less than 10,000 litres per day);
NOW THEREFORE IN CONSIDERATION of the mutual covenants herein
contained, the parties hereto hereby agree as follows:
ARTICLE ONE
GENERAL
Section 1.01 Application: This Agreement shall be applicable to all lands where no municipal
sewers are readily available in the Municipality (hereinafter called the “Lands”).
Section 1.02 Duties: The Department of Public Health & Emergency Services for County of Oxford herein known as Public Health shall faithfully carry out its duties hereunder in
accordance with the Act and the Building Code in force from time to time, this Agreement, and
any other legislation contemplated hereunder.
Section 1.03 Public Health has the expertise to provide to the Municipality the services identified in this Agreement.
53
3....
Section 1.04 The parties acknowledge that the Chief Building Official and Inspectors of the
Municipalities appointed under Sections 3 and 4 of the Act shall not exercise their powers under
the Act in respect to sewage systems while this Agreement is in effect.
Section 1.05 This Agreement may, by mutual agreement, be amended in writing from time to
time, to reflect changes in the programs of the parties to the Agreement, and/or as a result of
changes in legislation or provincial policies, and/or as a result of subsequent discussions between
the parties.
Section 1.06 Schedules A to D form part of this Agreement.
ARTICLE TWO
DEFINITIONS
Section 2.01 In this Agreement,
(i) “Director” means the Director of the Department of Public Health & Emergency Services for County of Oxford.
(ii) “Sewage System” means any works for the collection, transmission, treatment and
disposal of sewage or any part of such works to which the Act applies with a
capacity of less than 10,000 litres which is not owned and operated by the Crown, a municipality, or an organization acceptable to the Director responsible for
issuing a Certificate of Approval under the Water Resources Act.
(iii) “Inspector” means an inspector appointed under the Building Code Act, 1992, as
amended; and Section 5.01 of this Agreement.
ARTICLE THREE
SERVICES OF PUBLIC HEALTH
Section 3.01 Services: Public Health shall provide the following services in relation to the Lands:
(i) Must carry out an inspection of land which is planned to be divided by severance
where no municipal sewage services are proposed to ensure that each lot will be suitable for the installation of a Sewage System.
(ii) Inspection of properties prior to the issuance of a permit for the construction, installation, establishment, enlargement, extension or alteration of a Sewage System.
54
4....
(iii) Following the issuance of a permit, inspection, and reinspection when necessary,
of Sewage System installations to ascertain compliance with the permit and other
requirements under the Act or Building Code.
(iv) Maintenance inspections pursuant to a mandatory maintenance inspection
program to ascertain compliance with the standards prescribed under the Act.
(v) Land inspections to determine the acceptability of applications for Minor Variances or lot line adjustments, as they relate to existing and proposed Sewage Systems, and review of official plans, zoning by-laws, and amendments to ensure
compliance with provisions of the Act and Building Code relating to Sewage
Systems.
(vi) Issue permits under the Act and Building Code relating to Sewage Systems (a “Permit”).
(vii) Receive and process applications and requests related to activities listed in
paragraphs (i) through (v) of this Section. (viii) Provide reports and comments on Minor Variances and Severances directly to the
appropriate planning authority.
(ix) Review planning documents including, but not limited to, subdivision proposals, draft official plans, and proposed amendments, to ensure compliance with provisions of the Act and Building Code relating to Sewage Systems.
(x) Attend meetings of the Municipal Council and its committees to discuss matters
relating to any provisions of the Act or Building Code relating to Sewage Systems.
(xi) Maintain adequate records of all documents and other materials used in
performing the duties required under this Agreement.
(xii) Upon reasonable notice by the Municipality, provide reasonable access to the Municipality of all records kept under Part 8 of the Building Code.
(xiii) Consult with various groups regarding compliance with provisions of the Act and
Building Code relating to Sewage Systems. (xiv) Facilitate responses to inquiries relative to Sewage System records made by any
person under the Freedom of Information and Protection of Privacy Act and
related Regulations, as amended from time to time, or through any other legal
channel, in consultation with the Legislative Services Coordinator for the County of Oxford.
55
5....
(xv) Investigate complaints and malfunctioning Sewage Systems, undertake
compliance counseling and preparation of reports for abatement action as it
relates to existing and proposed Sewage Systems.
(xvi) Issue orders under the Act relating to Sewage Systems.
(xvii) Prepare documentation necessary for prosecution activities relating to Sewage
Systems under the Act and the Building Code. Administer proceedings relating to
Sewage Systems pursuant to the Provincial Offences Act, R.S.O. 1990, c .P.33.
(xviii) Public Health shall provide all forms necessary for the administration of this
Agreement.
(xix) Any other matters related to the administration or enforcement of the Act or Building Code relating to Sewage Systems.
(xx) Public Health, for the purposes of the administration and enforcement of the Act
and the Regulations and for carrying out the powers and duties under the Act,
shall collect statistical and other information and keep such records in accordance with the provisions of the County of Oxford’s Records Retention By-law. The
Municipality may require information from Public Health concerning the
administration of the Act and Regulations as they pertain to Sewage Systems and
statistical and other information relevant to the quality of the environment. Public
Health will provide such information from time to time in a form stipulated by the Municipality to enable the Municipality to combine this data with data from other
parts of the province.
ARTICLE FOUR
FEES
Section 4.01 Collection of Fees: Public Health shall collect and retain all fees, as set out in
Schedule A, payable by any person for work performed by Public Health hereunder as compensation for its services provided hereunder and all persons required to pay any such fee
shall pay the fee to Public Health.
Section 4.02 Amendment of Fee Schedule: Public Health shall have the sole discretion, acting
reasonably, to amend the fees as set out in Schedule A from time to time and shall give notice to the Municipality of any such change.
Section 4.03 The Municipality shall provide assistance, subject to availability of resources, with
respect to prosecutions, appeals, and other matters that come before municipal tribunals or
tribunals under the Act and Regulations.
56
6....
ARTICLE FIVE
INSPECTORS
Section 5.01 Qualifications: An Inspector must be qualified in accordance with the requirements
of Section 15.11 of Act and only people meeting one of the following qualifications shall be
employed by Public Health as an Inspector for the purposes of this Agreement:
(a) Certificate in Public Health Inspection (b) Certified Engineering Technologist or equivalent.
Section 5.02 Appointment: The Director shall be responsible for the appointment of all
Inspectors and shall issue a certificate of appointment bearing his or her signature, or a facsimile of it, to each Inspector appointed by Public Health.
ARTICLE SIX
LIABILITIES AND INSURANCE
Section 6.01 Liability of County of Oxford: County of Oxford shall indemnify and save harmless
the Municipality from and against all claims, demands, losses, costs, damages, actions, suits or
proceedings by whomsoever made, brought or prosecuted in any manner based upon, arising out of, related to, occasioned by, or attributable to the activities of Public Health in executing any
work under this Agreement.
Section 6.02 Insurance: For the term of this Agreement, County of Oxford will, at its expense,
maintain liability insurance contracts of a nature, in the amounts, and containing the terms and conditions, if any, it considers necessary.
ARTICLE SEVEN
TERM AND TERMINATION OF AGREEMENT
Section 7.01 Term: This Agreement shall continue in force for a period of two years
commencing April 9, 2018 and ending April 8, 2020.
Section 7.02 Termination: Either party may terminate this Agreement upon 90 days written
notification.
ARTICLE EIGHT MISCELLANEOUS
57
7....
Section 8.01 Preamble: The preamble to this Agreement (the “Preamble”) shall be deemed to
form an integral part of the Agreement and the parties agree that recitals set out in the Preamble
are true.
Section 8.02 Gender: Whenever the singular form is used in this Agreement and, when required
by the context, the same shall include the plural, the plural shall include the singular, and the
masculine gender shall include the feminine and neuter genders.
Section 8.03 Amendments: This Agreement shall not be changed, modified, terminated or
discharged in whole or in part except by instrument in writing signed by the parties hereto, or
their respective successors or permitted assigns, or otherwise as provided herein.
Section 8.04 Assignment: Subject to Section 8.04 a, this Agreement shall not be assignable by either party hereto without the written consent of the other party being first obtained.
Section 8.05 Transfer of all Rights and Obligations to Oxford Elgin St. Thomas Board of Health:
Notwithstanding section 8.04, both parties hereby acknowledge and agree that effective on the
date upon which planned amendments to Regulation 553 (“Areas Comprising Health Units”) under the Health Protection and Promotion Act, R.S.O. 1990, c. H.7, as amended, come into
force, which amendments will bring into effect the merger of the Oxford County Board of Health
and the Elgin St. Thomas Board of Health Board of Health through the establishment of the
Board of Health for the Oxford Elgin St. Thomas Health Unit (“Oxford Elgin St. Thomas Board
of Health”), all rights and obligations of the County of Oxford under this Agreement shall be transferred to the Oxford Elgin St. Thomas Board of Health. The parties further acknowledge
and agree that as of that date all rights and obligations under this Agreement shall be legally
binding upon the Municipality and the Oxford Elgin St. Thomas Board of Health.
Section 8.06 Notices: Any notice, report or other communication required or permitted to be given hereunder shall be in writing unless some other method of giving such notice, report or
other communication is expressly accepted by the party to whom it is given and shall be given by
being delivered or mailed to the following addresses of the parties respectively:
(a) To Public Health:
County of Oxford Public Health & Emergency Services
410 Buller Street
Woodstock, Ontario
N4S 4N2 Attention: Lynn Beath, Director of Public Health & Emergency Services
(b) To the Municipality:
The Corporation of TOWN OF TILLSONBURG Attention: Clerk
58
8....
Any notice, report or other written communication, if delivered, shall be deemed to have been
given or made on the date on which it was delivered to any employee of such party or, if mailed
postage prepaid, shall be deemed to have been given or made on the third business day following
the date on which it was mailed (unless at the time of mailing or within forty-eight hours thereof there shall be a strike, interruption or lock-out in the Canadian postal service, in which case
service shall be by way of delivery only). Either party may at any time give notice in writing to
the other party of the change of its address for the purpose of this Section.
Section 8.07 Headings: The section headings hereof have been inserted for the convenience of reference only and shall not be construed to affect the meaning, construction, or effect of this
Agreement.
Section 8.08 Governing Law: The provisions of this Agreement shall be construed and
interpreted in accordance with the laws of the Province of Ontario as at the time in effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the
____day of ____________________,2018.
COUNTY OF OXFORD
Peter M. Crockett, P.Eng., Chief Administrative Officer
Lynn Beath, Director of Public Health and Emergency Services
THE CORPORATION OF THE TOWN OF TILLSONBURG
Stephen Molnar, Mayor
Donna Wilson, Clerk
59
9....
SCHEDULE “A”
Sewage System Management Agreement Fee Structure
Sewage System Building Permit Categories
A. Daily Sewage Flow not exceeding 10,000 Litres /day (Class 4, 5) $795.00
B. Class 2 System (Leaching Pit) $250.00 C. Class 3 System (Cesspool) $250.00 D. Class 4 - Tank replacement $250.00
E. Leaching bed material alteration or repair $550.00
F. Change of Use Permit $340.00
G. Performance Level Review (file and site inspection) $227.00 + HST H. Site Review Assessment (site inspection) $100.00 + HST Land Control Reviews
I. Subdivision (per lot to maximum $1,500.00) $100.00 J. Severance/Minor Variance/Zoning (per lot) $125.00
Services
K. File Search $170.00 L. Urgent File Search (Mortgage Appraisal less than 2 weeks) K + $50.00
Mandatory Maintenance Inspection Program
M. Phase I - Maintenance $ 175.00 N. Phase II - Maintenance Inspection $ 175.00 Schedule of Fees--2018-2020
Permit Category 2018* 2019 2020** ______
A $795 $810 $825
D $250 $300 $300
*as of April 9th, 2018
** Ends April 8th, 2020
60
10....
SCHEDULE “B”
Forms
Form 1 Application for Sewage System Building Permit
i. Plans and Specifications for a Sewage System
ii. Application for a Permit to Construct or Demolish iii. Worksheet A: Daily Sewage Flow Calculation
iv. Worksheet B: Fixture Unit Count
v. Worksheet C: Site Plan Evaluation
vi. Worksheet D: Leaching Bed Calculations
vii. Worksheet E: Cross Sectional Drawings viii. Declaration of Soil Analysis – Native Soil
ix. Leaching Bed Fill Certification
x. Agent Authorization
Form 2 Application for Performance Level Review and Change of Use Permit
Form 3 Site Review Assessment (Site Inspection) Form 4 Notice of Completion
Form 5 Orders (various types)
61
11....
SCHEDULE “C”
List of Plans or Working Drawing
to accompany applications for permits
1) The Site Plan
2) Sewage System Drawing
3) Soils Report or Percolation Results Report
4) Leaching Bed Fill Certification
62
12....
SCHEDULE “D”
Refunds
Status of Percentage of Fees
Permit Application Eligible for Refund
1) Application filed. 80% No processing or review of plans submitted
2) Application filed. Plans reviewed and permit issued 60%
3) Additional deduction for each field inspection that had been performed 30%
4) Permits valued at less than $100.00 0%
Note: Percentages shown are examples only and are not intended to be representative
63
Report Title Results for Tender RFT 2018-006 Asphalt Paving
Program
Report No. OPS 18-05
Author Eric Flora, P.Eng., Manager of Engineering
Meeting Type Council Meeting
Council Date March 12, 2018
Attachments • None
Page 1 / 3
RECOMMENDATION
THAT Council receive Report OPS 18-05, Results for Tender RFT 2018-006 Asphalt Paving
Program;
AND THAT Council award Tender RFT 2018-006 to 5 Star Paving Inc. of Cambridge, ON at
a cost of $365,487.06 (net HST included), the lowest bid received satisfying all Tender
requirements.
SUMMARY
Tenders were called for the Hot Mix Asphalt Paving Program with twelve (12) plan takers and a
total of six (6) bids received on February 27, 2018 with the lowest bid from 5 Star Paving Inc.
Cambridge, Ontario at a cost of $365,487.06 (net HST included).
As shown in Figure 1 the project includes full depth resurfacing of Lisgar Avenue, partial depth
resurfacing of Van Norman Drive and Centennial Avenue, other minor asphalt patching and
repairs as a result of maintenance work from the Public Works and Water Departments.
The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and
on Biddingo. Results of the tender are summarized below:
Bidder Location Bid Amount
1. 5 Star Paving Inc. Cambridge, ON $ 365,487.06
2. Brantco Construction Cambridge, ON $ 377,422.65
3. Armstrong Paving St. Mary’s, ON $ 378,666.88
4. Permanent Paving Ltd. Woodstock, ON $ 386,825.38
5. Coco Paving Inc. Petersburg, ON $ 428,892.96
6. Dufferin Construction London, ON $ 512,217.10
64
Page 2 / 3
The above bids include net HST of 1.76%. The bids also include a $15,000 contingency
allowance for material testing and any unforeseen expenses encountered during construction. It
should be noted that the actual price of asphalt cement from the time the tender is closed to the
time asphalt is actually placed is subject to an Asphalt Cement (AC) adjustment factor that is set
monthly by the MTO. Staff have contacted the references and the additional reference material
for 5 Star Paving Inc. and are satisfied that this contractor will successfully perform the work.
CONSULTATION/COMMUNICATION
Any planned roadway or lane closures in order to facilitate the work will be kept to a minimum
and communicated to the public or any directly affect residents in advance.
FINANCIAL IMPACT/FUNDING SOURCE
The combined budget for this project is $412,400 which consists of $382,400 from the 2018
capital budget (Provincial Gas Tax), a $20,000 allocation from the roads patching maintenance
operating budget, and $10,000 from the water maintenance operating budget.
ITEM NOTES TENDER
COST
2018
BUDGET
ALLOCATION
Water Maintenance (Operating) Break Repairs $9,965 $10,000
Roads Patching Maintenance (Operating) Surface Failure $17,703 $20,000
2018 Capital Asphalt Resurfacing Various Streets $337,819 $382,400
Lisgar Avenue 590m (full depth) $198,273
Van Norman Drive 710m (partial depth) $91,507
Centennial Avenue 380m (partial depth) $48,039
HOT MIX ASPHALT TOTAL $365,487 $412,400
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan
through the renewal of infrastructure.
65
Page 3 / 3
66
Report Title Results for Tender RFT 2018-007 Concrete Sidewalk
and Curbing
Report No. OPS 18-06
Author Eric Flora, P.Eng., Manager of Engineering
Meeting Type Council Meeting
Council Date March 12, 2018
Attachments • None
Page 1 / 2
RECOMMENDATION
THAT Council receive Report OPS 18-06, Results for Tender RFT 2018-007 Concrete
Sidewalk and Curbing;
AND THAT Council award Tender RFT 2018-007 to Fortese Concrete Ltd. of London, ON
at a cost of $116,464.32 (net HST included), the lowest bid received satisfying all Tender
requirements.
SUMMARY
Tenders were called for the Concrete Sidewalk and Curb & Gutter Construction program with
fifteen (15) plan takers and a total of seven (7) bids received on February 27, 2018 with the
lowest bid from Fortese Concrete Ltd. of London, Ontario at a cost of $116,464.32 (net HST
included).
The project includes replacement of miscellaneous sidewalk sections identified from the
Sidewalk Inspection Program, repairs as a result of maintenance work from the Public Works
and Water Departments, as well as repairing damaged curb and gutter at various locations
throughout Town.
The tender was advertised on the Tillsonburg website, the Tillsonburg News, Ebid Solutions and
on Biddingo. Results of the tender are summarized below:
Bidder Location Bid Amount
1. Fortese Concrete Ltd. London, ON $116,464.32
2. J. Franze Concrete Ltd. London, ON $134,806.56
3. DPA Contracting Ltd. London, ON $152,258.40
4. Tri-Capital Construction Inc. Woodbridge, ON $181,997.76
5. Autoform Contracting London, ON $194,122.46
6. JB Construction Mgmt Corp Paris, ON $212,856.48
7. Dufferin Construction Company London, ON $273,288.69
67
Page 2 / 2
The above bids include net HST of 1.76%. T he bids also include a $5,000 contingency
allowance for material testing and any unforeseen expenses encountered during construction.
CONSULTATION/COMMUNICATION
Any planned roadway or lane closures in order to facilitate the work will be kept to a minimum
and communicated to the public or any directly affect residents in advance.
FINANCIAL IMPACT/FUNDING SOURCE
The combined budget for this project is $125,000 from a 2018 budget allocation mixture as
follows:
• $35,000 – Sidewalk Maintenance Operating Budget
• $30,000 – Curb & Gutter Maintenance Operating Budget
• $10,000 – Storm Sewer Maintenance Operating Budget
• $25,000 – Broadway & Brock AODA Upgrade Capital Budget
• $25,000 – Quarter Town Line Corridor Management Implementation Capital Budget
COMMUNITY STRATEGIC PLAN
This project supports Objective 2 – Economic Sustainability of the Community Strategic Plan
through the renewal of infrastructure.
68
Report Title Enabling Accessibility Fund Agreement –
Accessible Trail Connection
Report No. RCP 18-09
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date March 12, 2018
Attachments • Articles of Agreement
• Enabling Accessibility Fund Application Submission
Page 1 / 2 RCP 18-09 - Enabling Accessibility Fund
RECOMMENDATION
THAT Council receives Report RCP 18-09 – Enabling Accessibility Fund Agreement – Accessible Trail Connection;
AND THAT Council authorize staff to initiate the construction of a bar rier-free connection
between the Town’s Fourth-to-North rail trail and the Trans-Canada Trail as an augmentation of
the planned work on the extension to the Trans-Canada Trail incorporated into the approved
2018 budget and workplan;
AND THAT the project be funded by Enabling Accessibility Grant funding ($50,000), and by
increasing the use of DC reserves from $18,000 to $31,500 and increasing the use of RCP
Reserves from $2,000 to $3,500;
AND THAT Council authorize the Mayor and Clerk to sign the Articles of Agreement between the
Town and Her Majesty in Right of Canada for the Enabling Accessibility Fund grant of $50,000 from the Government of Canada towards the project
AND THAT a by-law be brought forward for Council’s approval.
EXECUTIVE SUMMARY
In June, 2017, Council authorized the submission of an application for Enabling Accessibility
Fund. The advice from the Town’s Accessibility Advisory Committee was incorporated into the grant application, submitted in July 2017. Notification of the successful application was received
on February 21, 2018 and the Town has one year to complete the project. This report requests
authority to execute the agreement and execute the project.
BACKGROUND
A barrier-free connection between the Town’s Fourth-to-North rail trail and the Trans-Canada Trail (TCT) is a desirable improvement to the active transportation network in Tillsonburg. With
approval from Council and endorsement from Oxford County staff, an application for grant funds
to implement a barrier free connection was submitted last summer.
The main objective of this project is to provide a c onvenient and safe barrier-free route
connecting the two rail-trails. The trails intersect at an overpass with a significant (greater than 25') vertical separation but both trails are heavily used as active transportation routes to workplaces, shopping and entertainment and for recreational use by families, couples, seniors,
folks with mobility issues and visitors to the community. There is a much longer, sidewalk-based
barrier-free connection that can be used as an alternative but this route adds significant distance
69
Page 2 / 2 RCP 18-09 - Enabling Accessibility Fund
and time for individuals with mobility issues, as well as the increased risk of roadside travel. This project will safely connect the two trails where they cross which will save time and effort and
consequently increase utilization and opportunities for anyone with mobility issues to get to work,
to shopping and entertainment destinations, and for recreational enjoyment.
The conceptual design of the connection as submitted involves building a walkway with a crushed-gravel surface from the TCT down to the Town’s rail trail by cutting into the side of the
embankment. To accomplish this, some trees will need to be removed and a retaining wall put
in place. The estimated cost of this project is $85,000.
Oxford County staff are planning to present a comprehensive report on the Trans-Canada Trail
project to County Council at their Council meeting scheduled for March 28, 2018. Among other things, the report will request County Council authorization to amend Schedule A of the
Agreement with the Town of Tillsonburg and extend the TCT on t he CASO line through
Tillsonburg to Quarter Town Line. If this receives County approval, the report will be brought to
Tillsonburg Council at the meeting of April 9, 2018 for consideration. No additional funds to
establish the additional length of trail will be needed from the Town beyond the funds already committed as part of the Agreement with the County.
CONSULTATION/COMMUNICATION
The project was identified by the Accessibility Advisory Committee as the most appropriate fit
between the funding priorities and t he accessibility needs of the Town. County staff, a
landscape architect, and local surveyors were consulted during the development of the grant application.
FINANCIAL IMPACT/FUNDING SOURCE
This Agreement secures $50,000 from the Government of Canada towards the $85,000 cost of
the project, with the other $35,000 projected as coming from the Town. It is recommended that the Town’s contribution be funded by drawing $31,500 from Development Charges and $3,500
from the RCP Reserve.
The current Development Charges Study includes $135,000 in new trail development between
2014 and 2023. Of this, 90% or $121,500 is expected to be paid for by development charges.
To date, this Council has spent $47,700, leaving $73,800. The 2018 Budget commits a further $18,000 from this Development Charge reserve and $2,000 from the RCP Reserve for trail
improvements which have been prioritized for the extension of the TCT through Tillsonburg. As
this new project is aligned with that prioritization, staff recommends that the DC allocation for
trails improvement be increased to $31,500 to fund the Town’s contribution to the barrier-free
connection. The matching use of RCP reserves will increase from $2,000 to $3,500.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT This issue paper provides information in alignment with the following Objectives of the
Community Strategic Plan:
• Objective 1 – Excellence in Local Government
• Objective 2 – Sustainable Economy
• Objective 4 – Culture & Community
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Report Title Supply and Installation of Utility Corridor Fencing
Report No. RCP 18-10
Author Rick Cox, Director of Recreation, Culture & Parks
Meeting Type Council Meeting
Council Date March 12, 2018
Attachments Correspondence from Municipality of Bayham
Page 1 / 2 RCP 18-10 -Supply and installation of utility corridor fencing (2)
RECOMMENDATION
THAT Report RCP 18-10 - Supply & Installation of Utility Corridor Fencing be received for information;
AND THAT Council confirms the position of Tillsonburg’s representatives on the Otter Valley
Utility Corridor Board of Management endorsing the recommendation to authorize the
Municipality of Bayham to install utility corridor fencing;
AND THAT the Town’s 50% share of the cost for this work be funded from the royalties collected by the Town from the use of the utility corridor.
EXECUTIVE SUMMARY
A section of the Otter Valley Utility Corridor requires fencing. Under the Joint Venture
agreement between the Town and the Municipality of Bayham, expenditures of this nature
require the approval of the joint Board of Management as well as the respective Councils.
BACKGROUND On October 10, 2017 correspondence was sent from Ms. Kristi Rockley concerning trespass and
fencing along the Otter Valley Utility Corridor.
On November 7, 2017 the Otter Valley Utility Corridor Board of Management passed the
following resolution: THAT Bayham and Tillsonburg staff be directed to design page wire and steel gate specifications for annual site specific lateral utility corridor fencing construction utilizing
annual Corridor Use Agreement allocations, for Board of Management considerations.
On March 8, 2018 the Otter Valley Utility Corridor Board of Management passed the following
resolution: THAT Report CAO 10/18 re RFQ 18-01 Supply & Installation of Utility Corridor Fencing be received for information;
AND THAT the Otter Valley Utility Corridor Board of Management direct Bayham staff to
enter into an Agreement with Verdant for the Supply & Installation of Utility Corridor
Fencing for Council Consideration; AND THAT fence posts be spaced at 4.0 metres for a cost of $6.50/foot of fence as per RFQ 18-01;
AND THAT 2018 works be capped at an upset limit of $18,000.
Page 2 / 2 RCP 18-10 -Supply and installation of utility corridor fencing (2)
CONSULTATION/COMMUNICATION
Correspondence from the landowner and the Municipality of Bayham is attached. Bayham staff
issued an RFT for the work to secure pricing.
FINANCIAL IMPACT/FUNDING SOURCE The Town of Tillsonburg receives royalties on an annual basis from the utility company using the
corridor for transmission. As per the Joint Venture Agreement, these royalties are placed in a
reserve for the purpose of maintaining and improving the corridor. The
table to the right shows the amounts received and contributed to reserve
for the last several years. The work recommended by this report is an appropriate use of these funds, but requires the approval of the Board of
Management as well as the respective municipal Councils.
Tillsonburg’s share of the $18,000 upset limit for 2018 is $9,000. For 2018, the royalties and
corresponding contribution to reserve is budgeted at $11,300. To fund The Town’s share of this
work, the 2018 net contribution to reserve would be reduced by up to $9,000.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This issue paper provides information in alignment with the following Objectives of the
Community Strategic Plan:
Objective 1 – Excellence in Local Government
Objective 2 – Sustainable Economy
Objective 4 – Culture & Community
Municipality of
BAYHAM
A: P.O. Box 160, 56169 Heritage Line
Straffordville, ON N0J 1Y0
T: 519-866-5521
F: 519-866-3884
E: bayham@bayham.on.ca
W: www.bayham.on.ca
March 2, 2018
Rick Cox Director of Recreation, Culture & Parks
Town of Tillsonburg 200 Broadway, Suite 204
Tillsonburg, ON
N4G 5A7
Sent via Email: RCox@Tillsonburg.ca
RE: UTILITY CORRIDOR FENCING – RFQ 18-01
Please be advised on March 1, 2018 the Council of the Corporation of the Municipality of Bayham passed the following resolutions:
1)THAT Report CAO-10/18 re RFQ 18-01 Supply & Installation of Utility Corridor Fencing be
received for information;
AND THAT pending approval from the Otter Valley Corridor Board of Management, staff be
directed to bring forward a by-law to enter into an Agreement with Verdant for the Supply &
Installation of Utility Corridor Fencing for Council consideration.
2)By-Law No. 2018-028 Being a by-law to authorize the execution of an agreement between
the Municipality of Bayham and Verdant for the supply and installation of utility corridor fencingand gates at various locations within the Municipality of Bayham on the Utility Corridor (This by-
law follows the recommendation in Report CAO-10/18 by Paul Shipway, CAO | Clerk during the
regular meeting of March 1, 2018)
A copy of Report CAO-10/18 is attached hereto. Council did request that staff inquire into the price of
Verdant placing the posts with a 4 metre separation versus a 6 metre separation.
Council is comfortable with staff proceeding with final award of the contract and commencement of work pending approval from Tillsonburg. Council will leave it to Tillsonburg to determine what that approval looks like on your end.
Should you require any additional information please do not hesitate to contact the undersigned.
Regards,
Paul Shipway
CAO|Clerk
pshipway@bayham.on.ca 103
REPORT
CAO
TO: Mayor & Members of Council
FROM: Paul Shipway, CAO|Clerk
DATE: March 1, 2018
REPORT: CAO-10/18
SUBJECT: RFQ 18-01 SUPPLY & INSTALLATION OF UTILITY CORRIDOR FENCING
BACKGROUND:
On October 10, 2017 correspondence was sent from Ms. Kristi Rockley concerning trespass and fencing along the Otter Valley Utility Corridor.
On November 7, 2017 the Otter Valley Utility Corridor Board of Management passed the following resolution:
THAT Bayham and Tillsonburg staff be directed to design page wire and steel gate
specifications for annual site specific lateral utility corridor fencing construction
utilizing annual Corridor Use Agreement allocations, for Board of Management considerations.
DISCUSSION
RFQ 18-01, a copy of which is attached hereto as Appendix ‘A’, was posted on January 18,
2018 and closed on February 14, 2018. The results of RFQ 18-01 are as follows:
Bidder OPSD 971.101 – Page
Wire Highway Fence/Ft.
14 Ft. Farm Gate (6 Bar
Lockable, Galvanized)
Verdant $4.25+HST $800.00+HST
Jim Thompson Landscaping $24.25+HST $510.00+HST
Simpson’s Fence (London) Ltd. $33.28+HST $789.87+HST
Royal Fence $13.72+HST $2,355.00+HST
RECOMMENDATION
1.THAT Report CAO-10/18 re RFQ 18-01 Supply & Installation of Utility Corridor Fencingbe received for information;
2.AND THAT pending approval from the Otter Valley Utility Corridor Board of
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Management, staff be directed to bring forward a by-law to enter into an Agreement with Verdant for the Supply & Installation of Utility Corridor Fencing for Council consideration.
Respectfully Submitted by:
Paul Shipway CAO|Clerk
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REQUEST FOR QUOTATION
SUPPLY & INSTALLATION OF
UTILITY CORRIDOR FENCING &
GATES
RFQ 18-01
ISSUE DATE: Tuesday, January 22, 2018
CLOSING DATE: Wednesday, February 14, 2018
CLOSING TIME: 1:00 P.M., local time
LOCATION: Municipality of Bayham
P.O. Box 160
56169 Heritage Line
Straffordville, ON N0J 1Y0
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The Corporation of the
Municipality of Bayham
Request for Quotation for the Supply and Installation of Utility Corridor Fencing and Gates
Instructions to Proponents
1. GENERAL: This Request for Quotation invites qualified service providers to submit
quotations to supply and install utility corridor fencing and gates at various
locations within the Municipality of Bayham on the Utility Corridor. Submissions
shall be submitted on the form provided, sealed in an envelope, which is clearly marked “RFQ 18-01 Supply and Installation of Utility Corridor Fencing and
Gates”
Submissions will be received at the office of:
Paul Shipway, CAO|Clerk Municipality of Bayham
56169 Heritage Line,
Straffordville, ON
N0J 1Y0
not later than 1:00 p.m. local time, Wednesday, February 14, 2018
Any proposal not necessarily accepted.
The proposals will be opened shortly after 1:00 PM on Wednesday, February 14, 2018 at the office of the Municipality of Bayham.
2. RIGHT TO ACCEPT OR REJECT PROPOSALS: Proposals may be invalidated if
the forms are not properly or fully completed. Proposals must be on the forms provided. No substitutions will be considered. Acceptance or rejection will be at the sole discretion of the Municipality.
3. PROPONENTS TO INVESTIGATE: It is the responsibility of the proponent to
examine and satisfy himself as to the general area of the Municipality and satisfy
himself as to all the terms and conditions of the contract documents.
4. INQUIRIES DURING PROPOSALS: The proponent is advised that inquiries
regarding the interpretation of the proposal and contract document shall be written
and directed to the Municipality of Bayham Office to Steve Adams, Roads
Operations Supervisor Email: sadams@bayham.on.ca
5. THE OCCUPATIONAL HEALTH AND SAFETY ACT: The successful proponent
must ensure compliance with the Occupational Health and Safety Act and
indemnify the Municipality of Bayham for any failure to do so.
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6. LIABILITY INSURANCE: The successful proponent shall indemnify and save
harmless the Municipality of Bayham and the Town of Tillsonburg, from and
against all claims, demands, loss, damages, etc. The limit of Liability Insurance
shall be a minimum of Two Million dollars ($2,000,000.) in respect of any one accident. The successful proponent shall provide to the Municipality, proof of said insurance prior to the commencement of the contract, and maintain the insurance
throughout the duration of the work.
7. LEGISLATIVE REQUIREMENTS: The successful proponent shall comply with all Federal, Provincial, County and Municipal Legislation including, but not limited to environmental, Labour, Occupational Health and Safety, Unemployment
Insurance, Workplace Safety & Insurance Board, and Human Rights.
The successful proponent shall provide the Municipality with a valid WSIB Certificate.
Scope of Work
1. All fencing shall be page wire highway fence in accordance with OPSD 971.101, with the exception that the Gate be as specified with RFQ 18-01.
2. Brush Utility Corridor area where fencing is to be installed as per the direction of
the Municipality of Bayham Roads Operations Supervisor.
3. Install new fence and gate across the Utility Corridor,
4. As a general overview the Municipality intends to erect gates and fences on the
Utility Corridor at all road crossings north of Tunnel Line to work to prohibit
unauthorized motor-vehicle trespass. Payment
1. Payment for construction of fencing shall be on a unit basis as outlined in RFQ 18-
01. 2. The Municipality does not guarantee any volume or work and volume of work is
dependent upon budget. The Municipality reserves the right, at its sole discretion,
to procure either more or less without altering the contracted price.
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The Corporation of the Municipality of Bayham
Quotation
Supply and Install Utility Corridor Fencing & Gates
Quotation Summary
Item Cost/ft.
OPSD 971.101 – Page Wire Highway Fence/Ft $ +HST
Item Cost/Gate
14 ft. Farm Gate (6 Bar,
Lockable, Galvanized)
$ +HST
All prices must include supply, delivery and installation.
Closing Date: 1:00 p.m. Wednesday, February 14, 2018
Date:_______________________ Company
Name: _______________________________
Address:______________________________
_______________________________
Telephone:____________________________
Fax:__________________________________
Signed:_______________________________
Print:_________________________________
NOTES:
1. Lowest or any proposal not necessarily accepted.
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ATTENDANCE MEMBERS PRESENT: Paul DeCloet, Penny Esseltine, Corey Hill, Robert Marsden, Christine Nagy, Laura
Pickersgill, Marian Smith
MEMBERS ABSENT/REGRETS: Charles Baldwin, Ken Butcher, Reg Butcher, Sue Saelens, Maurice
Verhoeve, Paul Wareing
1. Call to Order
The meeting was called to order at 9:00 a.m. DUE TO LACK OF QUORUM THERE WAS NO OFFICIAL MEETING.
2. Adoption of Agenda
Moved By: Seconded By:
3. Disclosures of Pecuniary Interest and the General Nature Thereof: None
4. Adoption of Minutes of Previous Meeting
Moved By: Seconded By:
5. Delegations and Presentations
6. General Business & Reports
6.1 Report from Tillsonburg Horticultural Society (THS)
7. Correspondence – none 8. Other Business
9. Next Meeting
The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on March 1, 2018 at 9:00 a.m. in the Annex Meeting Room, 200 Broadway.
10. Adjournment Moved By:
The Corporation of the Town of Tillsonburg
HERITAGE, BEAUTIFICATION &
CEMETERY ADVISORY COMMITTEE
February 1, 2018 9:00 a.m.
Corporate Annex
200 Broadway
MINUTES
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The corporation of the Town of Tillsonburg
Cultural Advisory Committee
February 7th 2018
Time 5:00pm
Annex Meeting Room
200 Broadway Street Tillsonburg ON
Minutes
ATTENDANCE
Heather Benton Chair, Jami Stephenson Secretary, Erin Getty, Patty
Phelps staff liason , Josianne DeCloet
MEMBERS ABSENT/REGRETS
Vern Fleming,Terry Fleming, Max Adam
1.Call to Order
1.Quorum could not be made.
2. Adoption of Agenda
Disclosures of Pecuniary Interest and the General Nature Thereof :
3 Adoption of Minutes of Previous Meeting
4. Delegations and Presentations- none
5. General Business & Reports - none
6. Correspondence
6.1 Grant Application – Tillsonburg Toast masters
An email of the grant application will be sent out to the
Committee for review and an E-vote will be taken.
7. Other Business
8. Round table discussion of upcoming events
9. Closed Session
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Cultural Advisory Committee Meeting Minutes Wednesday, February 7th ,
2018
10. Next Meeting
The next meeting of the Cultural advisory Committee will be on Wednesday
March 7th, 2018
11. Adjournment
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ATTENDANCE Bob Marsden, Patty Phelps, Marianne Sandham, Mary Lou Sergeant, Dianne MacKeigan, Jami Stephenson
MEMBERS ABSENT/REGRETS
Aleksandra Webber. Chris Rosehart
1. Call to Order
The meeting was called to order at 4:35 pm
2. Adoption of Agenda
Moved By- Mary Lou Sergeant Seconded By- Jami Stephenson
Proposed Resolution #_1
THAT the Agenda for the Museum Advisory Committee meeting of February 22, 2018, be
adopted. Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof- none
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of January 25, 2018
Moved By: Marianne Sandham Seconded By: Mary Lou Sergeant
Proposed Resolution #_2
THAT the Minutes of the Museum Advisory Committee Meeting of January 25 ,2018 be
approved. Carried
5. Delegations and Presentations-none
The Corporation of the Town of Tillsonburg
Museum Advisory Committee
Thursday, February 22, 2018
4:30 pm
Program Room- 2nd floor Annandale NHS
30 Tillson Ave., Tillsonburg
MINUTES
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6. General Business & Reports
6.1. Financial- $113,415.78 in the account
6.2. Tour Guides- guides covered Family Day but families just wanted to search for items in
the I Spy game so no tours were done.
6.3. Curator’s Report- The Curator’s report was circulated and included the following
highlights:
1. The fourth quarter report was distributed.
Moved By Dianne MacKeigan Seconded By Jami Stephenson
Proposed Resolution #3
THAT the fourth quarter report be approved. Carried
2. Numbers for January were down because of the unexpected closure of the museum
for repairs.
3. Exhibit in the Pratt Gallery- “From Soldier to Civilian: Oxford’s Own”- has been well
received.
4. 12 people attended the Feb. 12 presentation of Postcards from the Collection with
$60 collected in the donation box.
5. Lunch and Learn series has begun with Rooms to Rent.
6. 60 people attended the Family Day at the museum with $90 in the collection box.
7. Upcoming events include the chocolate social on March 8.
Moved By: Marianne Sandham Seconded By: Jami Stephenson
Proposed Resolution # 4
THAT the reports be adopted as circulated. Carried
7. Correspondence- none
8. Other Business
1. Summer jobs posting closed but no interviews have taken place yet.
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2. Budget has been passed with approval for production of some souvenirs for our
anniversary year.
9. Closed Session
10. Next meeting- March 22, 2018
11. Adjournment
Moved by Jami Stephenson
Proposed Resolution #5
THAT the museum advisory committee meeting be adjourned at 5:05 pm
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4178
A BY-LAW TO AUTHORIZE A SEWAGE SYSTEM MANAGEMENT AGREEMENT
BETWEEN THE COUNTY OF OXFORD AND THE CORPORATION OF THE TOWN OF
TILLSONBURG
WHEREAS Section 6.2(1) of the Building Code Act, 1992 c.23, authorizes the
upper-tier municipality and the lower-tier municipality to enter into an agreement for
the enforcement by the upper-tier municipality of the provisions of the building code
related to sewage systems in the municipality;
WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and
expedient to enter into a Sewage System Management Agreement with The County of
Oxford.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the Sewage System Management Agreement attached hereto as Schedule
“A” forms part of this By-law as if written therein;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached
agreement marked as Schedule “A” on behalf of the Corporation of the Town of
Tillsonburg.
This By-Law shall come into force and take effect immediately after the final passing
hereof.
READ A FIRST AND SECOND TIME THIS 12th day of March, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 12th day of March, 2018.
___________________________ MAYOR – Stephen Molnar ______________________________
TOWN CLERK – Donna Wilson
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SEWAGE SYSTEM MANAGEMENT AGREEMENT
BETWEEN
COUNTY OF OXFORD
AND
THE CORPORATION OF THE TOWN OF TILLSONBURG
February 13, 2018
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2....
SEWAGE SYSTEM MANAGEMENT AGREEMENT
This Agreement dated as of the day of
BETWEEN:
COUNTY OF OXFORD (hereinafter called “Public Health”), or any subsequent
assigns including the County of Oxford
OF THE FIRST PART
-AND-
THE CORPORATION OF THE TOWN OF TILLSONBURG
(hereinafter called the “Municipality”)
OF THE SECOND PART
WHEREAS this Sewage System Management Agreement (hereinafter called the
“Agreement”) is being entered into pursuant to Section 6.2 (1) of the Building
Code Act, 1992, as amended (hereinafter called the “Act”), for the purpose of
delegating to Public Health certain responsibilities under the Act and the Building Code, as they are from time to time amended, as set out herein with respect to
sewage systems (with a capacity of less than 10,000 litres per day);
NOW THEREFORE IN CONSIDERATION of the mutual covenants herein
contained, the parties hereto hereby agree as follows:
ARTICLE ONE
GENERAL
Section 1.01 Application: This Agreement shall be applicable to all lands where no municipal
sewers are readily available in the Municipality (hereinafter called the “Lands”).
Section 1.02 Duties: The Department of Public Health & Emergency Services for County of Oxford herein known as Public Health shall faithfully carry out its duties hereunder in
accordance with the Act and the Building Code in force from time to time, this Agreement, and
any other legislation contemplated hereunder.
Section 1.03 Public Health has the expertise to provide to the Municipality the services identified in this Agreement.
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Section 1.04 The parties acknowledge that the Chief Building Official and Inspectors of the
Municipalities appointed under Sections 3 and 4 of the Act shall not exercise their powers under
the Act in respect to sewage systems while this Agreement is in effect.
Section 1.05 This Agreement may, by mutual agreement, be amended in writing from time to
time, to reflect changes in the programs of the parties to the Agreement, and/or as a result of
changes in legislation or provincial policies, and/or as a result of subsequent discussions between
the parties.
Section 1.06 Schedules A to D form part of this Agreement.
ARTICLE TWO
DEFINITIONS
Section 2.01 In this Agreement,
(i) “Director” means the Director of the Department of Public Health & Emergency Services for County of Oxford.
(ii) “Sewage System” means any works for the collection, transmission, treatment and
disposal of sewage or any part of such works to which the Act applies with a
capacity of less than 10,000 litres which is not owned and operated by the Crown, a municipality, or an organization acceptable to the Director responsible for
issuing a Certificate of Approval under the Water Resources Act.
(iii) “Inspector” means an inspector appointed under the Building Code Act, 1992, as
amended; and Section 5.01 of this Agreement.
ARTICLE THREE
SERVICES OF PUBLIC HEALTH
Section 3.01 Services: Public Health shall provide the following services in relation to the Lands:
(i) Must carry out an inspection of land which is planned to be divided by severance
where no municipal sewage services are proposed to ensure that each lot will be suitable for the installation of a Sewage System.
(ii) Inspection of properties prior to the issuance of a permit for the construction, installation, establishment, enlargement, extension or alteration of a Sewage System.
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(iii) Following the issuance of a permit, inspection, and reinspection when necessary,
of Sewage System installations to ascertain compliance with the permit and other
requirements under the Act or Building Code.
(iv) Maintenance inspections pursuant to a mandatory maintenance inspection
program to ascertain compliance with the standards prescribed under the Act.
(v) Land inspections to determine the acceptability of applications for Minor Variances or lot line adjustments, as they relate to existing and proposed Sewage Systems, and review of official plans, zoning by-laws, and amendments to ensure
compliance with provisions of the Act and Building Code relating to Sewage
Systems.
(vi) Issue permits under the Act and Building Code relating to Sewage Systems (a “Permit”).
(vii) Receive and process applications and requests related to activities listed in
paragraphs (i) through (v) of this Section. (viii) Provide reports and comments on Minor Variances and Severances directly to the
appropriate planning authority.
(ix) Review planning documents including, but not limited to, subdivision proposals, draft official plans, and proposed amendments, to ensure compliance with provisions of the Act and Building Code relating to Sewage Systems.
(x) Attend meetings of the Municipal Council and its committees to discuss matters
relating to any provisions of the Act or Building Code relating to Sewage Systems.
(xi) Maintain adequate records of all documents and other materials used in
performing the duties required under this Agreement.
(xii) Upon reasonable notice by the Municipality, provide reasonable access to the Municipality of all records kept under Part 8 of the Building Code.
(xiii) Consult with various groups regarding compliance with provisions of the Act and
Building Code relating to Sewage Systems. (xiv) Facilitate responses to inquiries relative to Sewage System records made by any
person under the Freedom of Information and Protection of Privacy Act and
related Regulations, as amended from time to time, or through any other legal
channel, in consultation with the Legislative Services Coordinator for the County of Oxford.
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(xv) Investigate complaints and malfunctioning Sewage Systems, undertake
compliance counseling and preparation of reports for abatement action as it
relates to existing and proposed Sewage Systems.
(xvi) Issue orders under the Act relating to Sewage Systems.
(xvii) Prepare documentation necessary for prosecution activities relating to Sewage
Systems under the Act and the Building Code. Administer proceedings relating to
Sewage Systems pursuant to the Provincial Offences Act, R.S.O. 1990, c .P.33.
(xviii) Public Health shall provide all forms necessary for the administration of this
Agreement.
(xix) Any other matters related to the administration or enforcement of the Act or Building Code relating to Sewage Systems.
(xx) Public Health, for the purposes of the administration and enforcement of the Act
and the Regulations and for carrying out the powers and duties under the Act,
shall collect statistical and other information and keep such records in accordance with the provisions of the County of Oxford’s Records Retention By-law. The
Municipality may require information from Public Health concerning the
administration of the Act and Regulations as they pertain to Sewage Systems and
statistical and other information relevant to the quality of the environment. Public
Health will provide such information from time to time in a form stipulated by the Municipality to enable the Municipality to combine this data with data from other
parts of the province.
ARTICLE FOUR
FEES
Section 4.01 Collection of Fees: Public Health shall collect and retain all fees, as set out in
Schedule A, payable by any person for work performed by Public Health hereunder as compensation for its services provided hereunder and all persons required to pay any such fee
shall pay the fee to Public Health.
Section 4.02 Amendment of Fee Schedule: Public Health shall have the sole discretion, acting
reasonably, to amend the fees as set out in Schedule A from time to time and shall give notice to the Municipality of any such change.
Section 4.03 The Municipality shall provide assistance, subject to availability of resources, with
respect to prosecutions, appeals, and other matters that come before municipal tribunals or
tribunals under the Act and Regulations.
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ARTICLE FIVE
INSPECTORS
Section 5.01 Qualifications: An Inspector must be qualified in accordance with the requirements
of Section 15.11 of Act and only people meeting one of the following qualifications shall be
employed by Public Health as an Inspector for the purposes of this Agreement:
(a) Certificate in Public Health Inspection (b) Certified Engineering Technologist or equivalent.
Section 5.02 Appointment: The Director shall be responsible for the appointment of all
Inspectors and shall issue a certificate of appointment bearing his or her signature, or a facsimile of it, to each Inspector appointed by Public Health.
ARTICLE SIX
LIABILITIES AND INSURANCE
Section 6.01 Liability of County of Oxford: County of Oxford shall indemnify and save harmless
the Municipality from and against all claims, demands, losses, costs, damages, actions, suits or
proceedings by whomsoever made, brought or prosecuted in any manner based upon, arising out of, related to, occasioned by, or attributable to the activities of Public Health in executing any
work under this Agreement.
Section 6.02 Insurance: For the term of this Agreement, County of Oxford will, at its expense,
maintain liability insurance contracts of a nature, in the amounts, and containing the terms and conditions, if any, it considers necessary.
ARTICLE SEVEN
TERM AND TERMINATION OF AGREEMENT
Section 7.01 Term: This Agreement shall continue in force for a period of two years
commencing April 9, 2018 and ending April 8, 2020.
Section 7.02 Termination: Either party may terminate this Agreement upon 90 days written
notification.
ARTICLE EIGHT MISCELLANEOUS
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Section 8.01 Preamble: The preamble to this Agreement (the “Preamble”) shall be deemed to
form an integral part of the Agreement and the parties agree that recitals set out in the Preamble
are true.
Section 8.02 Gender: Whenever the singular form is used in this Agreement and, when required
by the context, the same shall include the plural, the plural shall include the singular, and the
masculine gender shall include the feminine and neuter genders.
Section 8.03 Amendments: This Agreement shall not be changed, modified, terminated or
discharged in whole or in part except by instrument in writing signed by the parties hereto, or
their respective successors or permitted assigns, or otherwise as provided herein.
Section 8.04 Assignment: Subject to Section 8.04 a, this Agreement shall not be assignable by either party hereto without the written consent of the other party being first obtained.
Section 8.05 Transfer of all Rights and Obligations to Oxford Elgin St. Thomas Board of Health:
Notwithstanding section 8.04, both parties hereby acknowledge and agree that effective on the
date upon which planned amendments to Regulation 553 (“Areas Comprising Health Units”) under the Health Protection and Promotion Act, R.S.O. 1990, c. H.7, as amended, come into
force, which amendments will bring into effect the merger of the Oxford County Board of Health
and the Elgin St. Thomas Board of Health Board of Health through the establishment of the
Board of Health for the Oxford Elgin St. Thomas Health Unit (“Oxford Elgin St. Thomas Board
of Health”), all rights and obligations of the County of Oxford under this Agreement shall be transferred to the Oxford Elgin St. Thomas Board of Health. The parties further acknowledge
and agree that as of that date all rights and obligations under this Agreement shall be legally
binding upon the Municipality and the Oxford Elgin St. Thomas Board of Health.
Section 8.06 Notices: Any notice, report or other communication required or permitted to be given hereunder shall be in writing unless some other method of giving such notice, report or
other communication is expressly accepted by the party to whom it is given and shall be given by
being delivered or mailed to the following addresses of the parties respectively:
(a) To Public Health:
County of Oxford Public Health & Emergency Services
410 Buller Street
Woodstock, Ontario
N4S 4N2 Attention: Lynn Beath, Director of Public Health & Emergency Services
(b) To the Municipality:
The Corporation of TOWN OF TILLSONBURG Attention: Clerk
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Any notice, report or other written communication, if delivered, shall be deemed to have been
given or made on the date on which it was delivered to any employee of such party or, if mailed
postage prepaid, shall be deemed to have been given or made on the third business day following
the date on which it was mailed (unless at the time of mailing or within forty-eight hours thereof there shall be a strike, interruption or lock-out in the Canadian postal service, in which case
service shall be by way of delivery only). Either party may at any time give notice in writing to
the other party of the change of its address for the purpose of this Section.
Section 8.07 Headings: The section headings hereof have been inserted for the convenience of reference only and shall not be construed to affect the meaning, construction, or effect of this
Agreement.
Section 8.08 Governing Law: The provisions of this Agreement shall be construed and
interpreted in accordance with the laws of the Province of Ontario as at the time in effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the
____day of ____________________,2018.
COUNTY OF OXFORD
Peter M. Crockett, P.Eng., Chief Administrative Officer
Lynn Beath, Director of Public Health and Emergency Services
THE CORPORATION OF THE TOWN OF TILLSONBURG
Stephen Molnar, Mayor
Donna Wilson, Clerk
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SCHEDULE “A”
Sewage System Management Agreement Fee Structure
Sewage System Building Permit Categories
A. Daily Sewage Flow not exceeding 10,000 Litres /day (Class 4, 5) $795.00
B. Class 2 System (Leaching Pit) $250.00 C. Class 3 System (Cesspool) $250.00 D. Class 4 - Tank replacement $250.00
E. Leaching bed material alteration or repair $550.00
F. Change of Use Permit $340.00
G. Performance Level Review (file and site inspection) $227.00 + HST H. Site Review Assessment (site inspection) $100.00 + HST Land Control Reviews
I. Subdivision (per lot to maximum $1,500.00) $100.00 J. Severance/Minor Variance/Zoning (per lot) $125.00
Services
K. File Search $170.00 L. Urgent File Search (Mortgage Appraisal less than 2 weeks) K + $50.00
Mandatory Maintenance Inspection Program
M. Phase I - Maintenance $ 175.00 N. Phase II - Maintenance Inspection $ 175.00 Schedule of Fees--2018-2020
Permit Category 2018* 2019 2020** ______
A $795 $810 $825
D $250 $300 $300
*as of April 9th, 2018
** Ends April 8th, 2020
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SCHEDULE “B”
Forms
Form 1 Application for Sewage System Building Permit
i. Plans and Specifications for a Sewage System
ii. Application for a Permit to Construct or Demolish iii. Worksheet A: Daily Sewage Flow Calculation
iv. Worksheet B: Fixture Unit Count
v. Worksheet C: Site Plan Evaluation
vi. Worksheet D: Leaching Bed Calculations
vii. Worksheet E: Cross Sectional Drawings viii. Declaration of Soil Analysis – Native Soil
ix. Leaching Bed Fill Certification
x. Agent Authorization
Form 2 Application for Performance Level Review and Change of Use Permit
Form 3 Site Review Assessment (Site Inspection) Form 4 Notice of Completion
Form 5 Orders (various types)
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SCHEDULE “C”
List of Plans or Working Drawing
to accompany applications for permits
1) The Site Plan
2) Sewage System Drawing
3) Soils Report or Percolation Results Report
4) Leaching Bed Fill Certification
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SCHEDULE “D”
Refunds
Status of Percentage of Fees
Permit Application Eligible for Refund
1) Application filed. 80% No processing or review of plans submitted
2) Application filed. Plans reviewed and permit issued 60%
3) Additional deduction for each field inspection that had been performed 30%
4) Permits valued at less than $100.00 0%
Note: Percentages shown are examples only and are not intended to be representative
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4179
A BY-LAW to enter into an agreement with Her Majesty The Queen In Right Of Ontario
for The Enabling Accessibility Fund (EAF). WHEREAS the Government of Ontario has created the Enabling Accessibility Fund
to eligible capital projects that increase access for people with disabilities to Canadian communities and workplaces, which in turn creates opportunities for
people with disabilities to participate in community activities or access employment
opportunities.
WHEREAS The Town of Tillsonburg is desirous of entering into an Enabling Accessibility
Fund Agreement with Her Majesty The Queen In Right Of Ontario.
THEREFORE the Council of the Town of Tillsonburg enacts as follows:
1. THAT the agreement attached hereto forms part of this by-law;
2. THAT the Mayor and Clerk be hereby authorized to execute the attached lease
agreement on behalf of the Corporation of the Town of Tillsonburg.
READ A FIRST AND SECOND TIME THIS 12th DAY OF MARCH, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 12th DAY OF MARCH, 2018.
_____________________________ Mayor – Stephen Molnar
_____________________________
Deputy Clerk – Lana White
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4180
BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the
12th day of March, 2018.
WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers
of a municipal corporation shall be exercised by its council;
AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that
municipal powers shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of
Tillsonburg at this meeting be confirmed and adopted by by-law;
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE
TOWN OF TILLSONBURG ENACTS AS FOLLOWS:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting
held on March 12th, 2018, with respect to every report, motion, by-law, or other
action passed and taken by the Council, including the exercise of natural person
powers, are hereby adopted, ratified and confirmed as if all such proceedings were
expressly embodied in this or a separate by-law.
2. The Mayor and Clerk are authorized and directed to do all the things necessary to
give effect to the action of the Council of The Corporation of the Town of Tillsonburg
referred to in the preceding section.
3. The Mayor and the Clerk are authorized and directed to execute all documents
necessary in that behalf and to affix thereto the seal of The Corporation of the Town
of Tillsonburg.
4. This By-Law shall come into full force and effect on the day of passing.
READ A FIRST AND SECOND TIME THIS 12TH DAY OF MARCH, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 12TH DAY OF MARCH, 2018.
_____________________________
MAYOR – Stephen Molnar
______________________________
DEPUTY CLERK – Lana White
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