180326 Council AGDTable of Contents
Agenda 4
Council Minutes dated March 12, 2018
180312 Council MIN 14
Watersmart Message
February Winter to Spring Presentation 22
Volunteer Recruitment Appeal for the Multi-Service Centre
Multi-Service Centre Aleshia Wattie Meals of Wheels
Delegation 32
Volunteer Presentation Meals on Wheels 35
Application for Minor Variance - A-02/18 - John Habkirk, 5 Ross
Street
A-02/18 Report 39
Report Attachments 42
A-02/18 Application 45
Application for Minor Variance - A-03/18 - Lori Graves, Chris
Declarke, Landmark Homes, 15 Wren Court
A-03/18 Report 49
Report Attachments 54
A-03/18 Application 57
Application for Minor Variance - A-04/18 - John Bamford (Justin
Ryksen), 20 Crocus Avenue
A-04/18 Report 62
Report Attachments 66
Application A-04/18 69
2018 Senior of the Year Nominations - Call for Nominations
2018 Senior of the Year Award- Call for Nominations 73
FIN 18-08, 2017 Fourth Quarter Financial Results
FIN18-08 2017 Fourth Quarter Financial Results 75
2017 Q4 Consolidated Results 76
FIN 18-09, 2017 Fourth Quarter Finance Department
FIN18-09 2017 Fourth Quarter Finance Department
Results 77
Finance - Q4 2017 operating results 79
Finance - Q4 2017 capital results 83
DCS 18-14, 2017 Fourth Quarter Building, Planning & By-Law
Services
DCS 18-14; Building/Planning/By-Law Services 2017
Annual Report 86
Q4 Financial Summary 91
DCS 18-15, 2017 Fourth Quarter Economic Development and
Marketing
Report DSC 18-15 93
Q4 Financial Summary - Operating 97
Q4 Financial Summary - Capital 99
1
OPS 18-07, 2017 Fourth Quarter Operations Services
OPS 18-07 2017 Fourth Quarter Operations Services 100
OPS 18-07 Attachment 1 - Operating & Capital
Summaries 103
RCP 18-12, 2017 Fourth Quarter Recreation, Culture and Parks
RCP 18-12 - Recreation Culture and Parks 2017 Q4
Results 124
RCP - 2017 Q4 operating results 128
RCP - 2017 Q4 capital results 135
FRS 18-02, 2017 Fourth Quarter Fire Department
FRS 18-02 Fourth Quarter Report 2017 142
Fire - operating results 2017 146
Fire - capital results 2017 148
CAO 18-04, Community Transportation Update
CAO 18-04 Community Transportation Update 150
DCS 18-13, Outstanding New Home Construction Deposits
DCS 18-13 - Outstanding New Home Construction
Deposits 152
FIN 18-05, 2017 Development Charges Annual Statement
FIN18-05 2017 Development Charge Annual Statement 156
2017 Reserve Fund Statement 157
FIN 18-06, Surplus Debt Proceeds
FIN18-06 - Surplus debt proceeds 158
FIN 18-07, Contributions to Reserves
FIN18-07 Contributions to Reserves 159
FIN 18-10, Ground Lease Acknowledgement Agreement
FIN18-10 Ground Lease Acknowledgement Agreement 160
By-Law 4185 Ground Lease Acknowledgement
Agreement 161
By-Law 4185 Assignment 162
By-Law 4185 Agreement 168
FRS 18-03, Single Source Dispatch Console
FRS 18-03 Single Source Dispatch Console 177
Committee Minutes
171211 Airport Advisory MIN 179
180213 Development MIN 182
180222 Museum MIN 186
180301 HBC MIN 190
180305 Mem Park MIN 192
180313 AAC MIN 194
180320 Special Awards MIN 197
180321 Cultural Advisory Committee MIN 200
By-Law 4173, Tillsonburg Procedural By-Law
By-Law 4173, Tillsonburg Procedural By-Law 202
By-Law 4173 Appendix A 244
2
By-Law 4185, to authorize a Ground Lease Acknowledgement
Agreement between the Corporation of the Town of Tillsonburg,
CIBC Mortgages Inc., and SBLP Tillsonburg Town Centre Inc.
By-Law 4185 Ground Lease Acknowledgement
Agreement 245
By-Law 4185 Assignment 246
By-Law 4185 Agreement 252
By-Law 4184, To Confirm the Proceedings of the Council
Meeting of March 26, 2018
By-Law 4184 Confirm Proceedings- March 26-2018
Meeting 261
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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 26, 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 12, 2018
180312 Council MIN
Proposed Resolution #2
Moved By: Seconded By:
THAT the Minutes of the Council Meeting of March 12, 2018, be approved.
6. Delegations and Presentations
6.1. Volunteer Appreciation Award
Presented to: Jami Stephenson
6.2. Watersmart Message
Presented by: Grace Boak, Shelby Vollmershausen, AJ Wiggins and Matt Delaere
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, March 26, 2018
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
AGENDA
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Council Meeting – Agenda - 2 -
February Winter to Spring Presentation
Proposed Resolution #3
Moved By: Seconded By:
THAT Council receives the Watersmart Message as information.
6.3. Volunteer Recruitment Appeal for the Multi-Service Centre
Presented by: Aleshia Wattie
Multi-Service Centre Aleshia Wattie Meals of Wheels Delegation
Volunteer Presentation Meals on Wheels
Proposed Resolution #4
Moved By: Seconded By:
THAT Council receives the Volunteer Recruitment Appeal for the Multi-Service Centre
presentation, as information.
7. Committee Reports & Presentations
8. Public Meetings
Proposed Resolution #5
Moved By: Seconded By:
THAT Council move into the Committee of Adjustment to hear applications for Minor
Variance.
8.1. Application for Minor Variance - A-02/18 - John Habkirk, 5 Ross Street
A-02/18 Report
Report Attachments
A-02/18 Application
Proposed Resolution #6
Moved By: Seconded By:
THAT Tillsonburg Committee of Adjustment approve Application File A-02/18, submitted
by John Habkirk, for lands described as Lot 585, Plan 500, Town of Tillsonburg, as it
relates to:
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Council Meeting – Agenda - 3 -
1. Relief from Section 6.2, – Zone Provisions (R1) Rear Yard Minimum Depth, to
reduce the required rear yard depth from 12 m (39.3 ft) to 10.3 m (33.7 ft) to facilitate
the construction of an attached garage, subject to the condition that a building permit
for the proposed attached garage shall be issued within one year of the date of the
Committee's decision.
8.2. Application for Minor Variance - A-03/18 - Lori Graves, Chris Declarke, Landmark
Homes, 15 Wren Court
A-03/18 Report
Report Attachments
A-03/18 Application
Proposed Resolution #7
Moved By: Seconded By:
THAT Tillsonburg Committee of Adjustment approve Application File A-03/18, submitted
by Lori Graves, Chris Declark, Landmark Homes, for lands described as Lot 132, Plan
M-16, Town of Tillsonburg, as it relates to:
1. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to
reduce the required lot frontage from 36 m (118.1 ft) to 28 m (91.9 ft);
2. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to
increase the maximum lot area per dwelling unit from 320 m2 (3,444.6 ft2) to 382
m2 (4,111.9 ft2); and
3. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to
reduce the required interior side yard width from 3 m (9.8 ft) to 2.99 m (9.4 ft).
8.3. Application for Minor Variance - A-04/18 - John Bamford (Justin Ryksen), 20 Crocus
Avenue
A-04/18 Report
Report Attachments
Application A-04/18
Proposed Resolution #8
Moved By: Seconded By:
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Council Meeting – Agenda - 4 -
THAT Tillsonburg Committee of Adjustment approve Application File A-04/18, submitted
by John Bamford (Justin Ryksen), for lands described as Lot 19, Plan 41M-145 Town of
Tillsonburg, as it relates to:
1. Relief from Section 5.37.1 – Permitted Projection Into Require Yard, to increase
the permitted projection into the required rear yard for a covered deck from 1.5 m
(4.9 ft) to 3.0 m (9.8 ft);
2. Relief from Section 6.2 – Zone Provisions (R1) Lot Coverage Maximum, to
increase the maximum lot coverage allowance from 33% to 38% of lot area; and
3. Relief from Section 6.2 – Zone Provisions (R1) Rear Yard Minimum Depth, to
reduce the required rear yard from 12 m (39.3 ft) to 11.77 m (38.7 ft),
subject to the condition that a building permit for the proposed dwelling shall be issued
within one year of the date of the Committee's decision.
Proposed Resolution #9
Moved By: Seconded By:
THAT Council move out of the Committee of Adjustment and move back into regular Council
session.
9. Planning Applications
10. Information Items
10.1. 2018 Senior of the Year Nominations - Call for Nominations
2018 Senior of the Year Award- Call for Nominations
Proposed Resolution #10
Moved By: Seconded By:
THAT Council receives the correspondence 2018 Senior of the Year Award - Call
for Nominations as information;
AND THAT Council directs the Special Awards Committee to proceed with the
nomination process and bring back a recommendation to Council for
consideration.
11. Mayor
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Council Meeting – Agenda - 5 -
12. Quarterly Reports
12.1. FIN 18-08, 2017 Fourth Quarter Financial Results
FIN18-08 2017 Fourth Quarter Financial Results
2017 Q4 Consolidated Results
Proposed Resolution #11
Moved By: Seconded By:
THAT Council receives Report FIN 18-08, 2017 Fourth Quarter Financial Results,
as information.
12.2. FIN 18-09, 2017 Fourth Quarter Finance Department
FIN18-09 2017 Fourth Quarter Finance Department Results
Finance - Q4 2017 operating results
Finance - Q4 2017 capital results
Proposed Resolution #12
Moved By: Seconded By:
THAT Council receives Report FIN 18-09, 2017 Fourth Quarter Finance
Department, as information.
12.3. DCS 18-14, 2017 Fourth Quarter Building, Planning & By-Law Services
DCS 18-14; Building/Planning/By-Law Services 2017 Annual Report
Q4 Financial Summary
Proposed Resolution #13
Moved By: Seconded By:
THAT Council receives Report DCS 18-14, 2017 Fourth Quarter Building,
Planning & By-Law Services, as information.
12.4. DCS 18-15, 2017 Fourth Quarter Economic Development and Marketing
Report DSC 18-15
Q4 Financial Summary - Operating
Q4 Financial Summary - Capital
Proposed Resolution #14
Moved By: Seconded By:
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Council Meeting – Agenda - 6 -
THAT Council receives Report DCS 18-15, 2017 Fourth Quarter Economic
Development and Marketing, as information.
12.5. OPS 18-07, 2017 Fourth Quarter Operations Services
OPS 18-07 2017 Fourth Quarter Operations Services
OPS 18-07 Attachment 1 - Operating & Capital Summaries
Proposed Resolution #15
Moved By: Seconded By:
THAT Council receives Report OPS 18-07, 2017 Fourth Quarter Operations
Services, as information.
12.6. RCP 18-12, 2017 Fourth Quarter Recreation, Culture and Parks
RCP 18-12 - Recreation Culture and Parks 2017 Q4 Results
RCP - 2017 Q4 operating results
RCP - 2017 Q4 capital results
Proposed Resolution #16
Moved By: Seconded By:
THAT Council receives Report RCP 18-12, 2017 Fourth Quarter Recreation,
Culture and Parks, as information.
12.7. FRS 18-02, 2017 Fourth Quarter Fire Department
FRS 18-02 Fourth Quarter Report 2017
Fire - operating results 2017
Fire - capital results 2017
Proposed Resolution #17
Moved By: Seconded By:
THAT Council receives Report FRS 18-02, 2017 Fourth Quarter Fire Department,
as information.
13. Reports from Departments
13.1. Chief Administrative Officer
13.1.1. CAO 18-04, Community Transportation Update
CAO 18-04 Community Transportation Update
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Council Meeting – Agenda - 7 -
Proposed Resolution #18
Moved By: Seconded By:
THAT Council receives Report CAO 18-04, Community Transportation Update,
for information.
13.2. Clerk’s Office
13.3. Development and Communication Services
13.3.1. DCS 18-13, Outstanding New Home Construction Deposits
DCS 18-13 - Outstanding New Home Construction Deposits
Proposed Resolution #19
Moved By: Seconded By:
THAT Council receives Report DCS 18-13, Outstanding New Home Construction
Deposits, as information;
AND THAT Council approves the transfer of deposit funds from the Construction
Deposit account to the Development remediation account effective December 31,
2017.
13.4. Finance
13.4.1. FIN 18-05, 2017 Development Charges Annual Statement
FIN18-05 2017 Development Charge Annual Statement
2017 Reserve Fund Statement
Proposed Resolution #20
Moved By: Seconded By:
THAT Report FIN 18-05, 2017 Development Charges Annual Statement be
received;
AND THAT the Director of Finance ensures that the annual statement is made
available to the public;
AND THAT the Director of Finance be directed to provide the annual statement
to the Minister of Municipal Affairs and Housing on request.
13.4.2. FIN 18-06, Surplus Debt Proceeds
FIN18-06 - Surplus debt proceeds
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Council Meeting – Agenda - 8 -
Proposed Resolution #21
Moved By: Seconded By:
THAT Report FIN 18-06, Surplus Debt Proceeds be received; AND
THAT the surplus debt proceeds from the Gas Detection and Air Monitoring
project of $4,168 be allocated to the Carroll Trail project.
13.4.3. FIN 18-07, Contributions to Reserves
FIN18-07 Contributions to Reserves
Proposed Resolution #22
Moved By: Seconded By:
THAT Council receives Report FIN 18-07, Contributions to Reserves;
AND THAT $573,129 is contributed to reserves in 2017.
13.4.4. FIN 18-10, Ground Lease Acknowledgement Agreement
FIN18-10 Ground Lease Acknowledgement Agreement
By-Law 4185 Ground Lease Acknowledgement Agreement
By-Law 4185 Assignment
By-Law 4185 Agreement
Proposed Resolution #23
Moved By: Seconded By:
THAT Report FIN 18-10, Ground Lease Acknowledgement Agreement be
received as information.
AND THAT By-Law 4185 be brought forward for Council consideration.
13.5. Fire and Emergency Services
13.5.1. FRS 18-03, Single Source Dispatch Console
FRS 18-03 Single Source Dispatch Console
Proposed Resolution#24
Moved By: Seconded By:
THAT Council receives Report FRS 18-03, Single Source Dispatch Console;
AND THAT Council authorizes staff to forego the purchasing policy for this
particular capital item;
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Council Meeting – Agenda - 9 -
AND THAT the Single Source for the Dispatch Console is granted to Spectrum
Communications Limited.
13.6. Operations
13.7. Recreation, Culture & Park Services
14. Unfinished Business
15. Staff Information Reports
16. Committee Minutes & Reports
16.1. Committee Minutes
171211 Airport Advisory MIN
180213 Development MIN
180222 Museum MIN
180301 HBC MIN
180305 Mem Park MIN
180313 AAC MIN
180320 Special Awards MIN
180321 Cultural Advisory Committee MIN
Proposed Resolution #25
Moved By: Seconded By:
THAT Council receives the Airport Advisory Committee Minutes dated December
11, 2017; the Development Committee Minutes dated February 13, 2018; the
Museum Advisory Committee Minutes dated February 22, 2018; the Heritage,
Beautification & Cemetery Advisory Committee Minutes dated March 1, 2018; the
Memorial Park Revitalization Committee Minutes dated March 5, 2018; the
Accessibility Advisory Committee Minutes dated March 13, 2018; the Special
Awards Committee Minutes dated March 20, 2018; and the Cultural Advisory
Committee Minutes dated March 21, 2018, as information.
17. Notice of Motions
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Council Meeting – Agenda - 10 -
18. Resolutions
19. Resolutions Resulting from Closed Session
20. By-Laws
By-Laws from the Meeting of Monday, March 26, 2018
20.1. Proposed Resolution #26
Moved By: Seconded By:
THAT By-Law 4173, Tillsonburg Procedural By-Law
Appendix A; and
By-Law 4185, to authorize a Ground Lease Acknowledgement Agreement
between the Corporation of the Town of Tillsonburg, CIBC Mortgages Inc., and
SBLP Tillsonburg Town Centre Inc.
Assignment
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 #27
Moved By: Seconded By:
THAT By-Law 4184, To Confirm the Proceedings of the Council Meeting of March
26, 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 #28
Moved By: Seconded By:
THAT the Council Meeting of Monday, March 26, 2018 be adjourned at _____ p.m.
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ATTENDANCE
Mayor Stephen Molnar
Deputy Mayor Dave Beres
Councillor Max Adam
Councillor Penny Esseltine Councillor Jim Hayes
Councillor Chris Rosehart
Councillor Brian Stephenson
Staff: David Calder, CAO
Kevin DeLeebeeck, Director of Operations
Dave Rushton, Director of Finance/Treasurer
Lana White, Executive Assistant/Deputy Clerk
Laura Pickersgill, Legislative Services Coordinator
Regrets:
Donna Wilson, Town Clerk
Rick Cox, Director of Recreation, Culture & Parks
1. Call to Order
The meeting was called to order at 6:00 pm.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Monday, March 12, 2018,
be adopted.
Carried
The Corporation of the Town of Tillsonburg
COUNCIL MEETING
Monday, March 12, 2018
6:00 PM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
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Council Meeting – Minutes - 2 -
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. Adoption of Council Minutes of Previous Meeting
5.1. Minutes of the Meeting of March 1, 2018
180301 Council MIN
Resolution #2
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Minutes of the Council Meeting of March 1, 2018, be approved.
Carried
6. Delegations and Presentations
6.1. Volunteer Recognition Award
Presentation to: Sharleen Marcotte-Winkworth
7. Committee Reports & Presentations
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
Cephas Panschow, provided an overview of the 2017 SOMA Asia Mission
and responded to questions from Council.
Report DCS 18-10
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Council Meeting – Minutes - 3 -
DCS 18-10 Summary Presentation
Resolution #3
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report DCS 18-10, SOMA Asia Mission Summary
for information purposes.
Carried
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
Resolution #4
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT Council receives Report OPS 18-04, Renewal of Sewage System
Management Agreement;
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.
Carried
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
Resolution #5
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
THAT Council receives Report OPS 18-05, Results for Tender RFT 2018-
006 Asphalt Paving Program;
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Council Meeting – Minutes - 4 -
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.
Carried
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
Resolution #6
Moved By: Deputy Mayor Beres Seconded By: Councillor Adam
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.
Carried
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
Resolution #7
Moved By: Councillor Adam Seconded By: Councillor Stephenson
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
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Council Meeting – Minutes - 5 -
extension to the Trans-Canada Trail incorporated into the approved 2018
budget and work plan;
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.
Carried
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
Resolution #8
Moved By: Councillor Adam Seconded By: Deputy Mayor Beres
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.
Carried
14. Unfinished Business
15. Staff Information Reports
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Council Meeting – Minutes - 6 -
16. Committee Minutes & Reports
16.1. Committee Minutes
180201 HBC MIN
180207 Cultural MIN
180222 Museum MIN
Resolution #9
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
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.
Carried
16.2. Long Point Region Conservation Authority Minutes dated February 7,
2018
180207 LPRCA MIN
Resolution #10
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT Council receives the Long Point Region Conservation Authority
Minutes dated February 7, 2018, as information.
Carried
17. Notice of Motions
17.1. Notice of Motion for which Previous Notice was Given
CAO Calder indicated that a brief summary report will be brought to
Council for review on March 26, 2018.
Resolution #10B
Moved by: Councillor Adam Seconded by: Councillor Esseltine
THAT a staff report be prepared for the Council Meeting of Monday, April
23, 2018, regarding governance options for the CT Pilot Project Steering
Committee;
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Council Meeting – Minutes - 7 -
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.
Carried
18. Resolutions
19. Resolutions Resulting from Closed Session
20. By-Laws
By-Laws from the Meeting of Monday, March 12, 2018
20.1. Resolution #11
Moved by: Councillor Stephenson Seconded by: Councillor Esseltine
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 Canada 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.
Carried
20.2. Resolution #12
Moved by: Councillor Stephenson Seconded by: Councillor Esseltine
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.
Carried
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Council Meeting – Minutes - 8 -
21. Items of Public Interest
A reminder was given to change batteries and test all of the warning devices in your
home including the smoke detectors and carbon monoxide detectors.
There is free public skating from 9:00am-10:30am at the Community Centre for
March Break sponsored by the Lions Club.
22. Adjournment
Resolution #13
Moved by: Councillor Rosehart Seconded by: Councillor Hayes
THAT the Council Meeting of Monday, March 12, 2018 be adjourned at 7:13 pm.
Carried
21
Rookie Lifeguards – Shelby, Grace & AJ
22
23
Areas of Concern in Tillsonburg
Lake Lisgar
24
Areas of Concern in Tillsonburg
Kinsmen
Participark
25
Areas of Concern in Tillsonburg
The Carroll Trail and The Bridges at Tillsonburg
26
How to stay safe!
27
If You Fall In
28
If You Fall In
29
If You Fall In
30
Learn to Swim Today!
31
1Laura PickersgillFrom:noreply@esolutionsgroup.caSent:Wednesday, March 21, 2018 2:41 PMTo:Clerks OfficeSubject:New Submission Completed for Delegation Request FormHello, Please note the following response to Delegation Request Form has been submitted at Wednesday March 21st 2018 2:40 PM with reference number 2018-03-21-003. First Name Aleshia Last Name Wattie Street Address 200 Broadway, Suite 206 Town/City Tillsonburg Postal Code N4G 5A7 Phone Number 519-842-9000 E-mail awattie@multiservicecentre.com Website multiservicecentre.com 32
2 Do you or any members of your party require accessibility accommodations? No Council Meeting Date March 26, 2018 Subject of Delegation Volunteer Recruitment Appeal for the Multi-Service Centre Name(s) of Delegates and Position(s) Aleshia Wattie- Volunteer Corrdinator Name of Group or Person(s) being represented (if applicable) Meals on Wheels/ Transportation Program I acknowledge Delegations are limited to fifteen (15) minutes each. I accept Brief Summary of Issue or Purpose of Delegation I would like to come and talk about the volunteer programs that are run through the Multi-Service Centre, as well as our need for volunteers. Will there be a Power Point presentation? Yes Have you been in contact with a Staff member regarding the Delegation topic? Yes If yes, please list the Staff member(s) you have been working with. Stephen Molnar I acknowledge that all presentation material must be submitted to the Clerk's Office by 4:30 p.m. the Wednesday before the Council meeting date. I accept 33
3 [This is an automated email notification -- please do not respond] 34
Meals on Wheels:
Providing hot meals to seniors and medically sensitive patients
in our community, many of whom can no longer drive
or prepare nutritious meals for themselves
MSC volunteers deliver over 10,000 meals every year to the homes of
seniors in Tillsonburg and surrounding area and the demand is rising
35
WHAT WE NEED:
A minimum of 10 new volunteers so that we can accommodate
a third meal route in the town of Tillsonburg.
THE BENEFIT TO OUR SENIOR’S:
•Quicker delivery window – less wait time
•Meals are delivered while still hot from the oven
36
HOW IT WORKS:
•Meals are delivered Monday to Friday
each week
•Meals are prepared by the Tillsonburg Hospital
and ready for delivery at 11:15 a.m.
•The meal delivery process is straight forward,
and all the information you would need
about the client/ their address, etc.
would be provided
•If we can accomplish three routes,
meal delivery time would be an hour or less
37
WHAT WE ARE ASKING FOR FROM YOU:
1.We would like to partner with City Council to provide a third Meals on
Wheels route in Tillsonburg.
2.We are asking for a one day a week commitment from City Council
members to help us provide these necessary services in our community.
3.We would like the members of City Council to reach out to their personal
and professional circles to encourage volunteering for our Meals on Wheels
program.
38
Community Planning P. O. Box 1614, 21 Reeve Street
Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca
Our File: A-02/18
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: March 26, 2018 REPORT NUMBER: 2018-69
OWNER: John Habkirk
5 Ross Street, Tillsonburg ON, N4G 3N7
REQUESTED VARIANCES:
1. Relief from Section 6.2, – Zone Provisions (R1) Rear Yard Minimum Depth, to reduce the required rear yard depth from 12 m (39.3 ft) to 10.3 m (33.7 ft) to facilitate the
construction of an attached garage. LOCATION:
The subject property is described as Lot 585, Plan 500 in the Town of Tillsonburg. The subject lands are located on the west side of Ross Street, north of Gowrie Street East and are
municipally known as 5 Ross Street.
BACKGROUND INFORMATION:
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential
Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential
TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1)
SURROUNDING USES: Low density residential development to the north, west and south, with lands zoned ‘Major Institutional Zone (IN2)’ (Lake Lisgar and Lake
Lisgar Water Park) to the east.
39
File Number: A-02/18 Report Number 2018-69 Page 2
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above-noted provision of the Town Zoning By-law to
facilitate the construction of an attached, single storey two car garage. The proposed garage will be located on the north side of the subject lands and will be accessed via the existing lane behind the subject lands, which currently provides access for the property.
The subject lands are approximately 711 m2 (7,652.9 ft2) in area, with approximately 23 m (75.5 ft) of frontage along Ross Street, and contain an existing single detached dwelling.
Plate 1, Location Map with Existing Zoning, shows the location of the subject property and the
zoning in the immediate vicinity.
Plate 2, 2015 Aerial Photo, provides an aerial view of the subject lands.
Plate 3, Applicant’s Site Sketch, shows the location and setbacks of the proposed garage.
(b) Agency Comments:
The application was circulated to a number of public agencies.
The Town of Tillsonburg Chief Building Official has commented that a site plan and grading plan will be required as part of the building permit application, if approved
The County of Oxford Public Works Department has indicated that they have no concerns with the proposal.
(c) Public Consultation:
Public Notice was mailed to surrounding property owners on February 27, 2018. To date no comments of concern have been received from the public.
(d) Intent and Purpose of the Official Plan:
The subject lands are designated Low Density Residential according to the County of Oxford
Official Plan. Within the Low Density Residential designation, permitted land uses primarily consist of low density housing forms including single detached dwellings, duplexes and street
fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling with a garage conforms to the Low Density Residential policies of the Official Plan.
(e) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’, which permits a single detached dwelling and establishes setback requirements to lot lines, including a minimum rear yard depth of 12 m (39.3 ft).
The intent of the rear yard depth provision is to ensure that single detached dwellings maintain
adequate setback to provide a buffer between neighbouring properties, and to maintain
40
File Number: A-02/18 Report Number 2018-69 Page 3
sufficient space for recreation and amenity areas. Rear yard space is also required to be maintained for drainage purposes.
In this case, it is not anticipated that the reduced rear yard depth will have a negative impact on amenity area and buffering between properties, particularly given the presence of the alley at
the rear portion of the subject lands. Further a lot grading plan will be reviewed as part of the building permit process to ensure the proposal will have no adverse drainage impacts.
(f) Desirable Development/Use: It is the opinion of this Office that the applicant’s request can be considered minor and desirable
for the development of the subject property. As the proposed relief is not anticipated to impact the ability of the property to provide adequate parking and amenity space, or negatively impact
drainage, the requested relief can be considered minor. Sufficient separation will also be
provided from property lines to allow for normal building maintenance and access.
In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with
the general intent and purpose of the County Official Plan and Town Zoning By-law and should be given favourable consideration.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-02/18,
submitted by John Habkirk, for lands described as Lot 585, Plan 500, Town of Tillsonburg, as it relates to:
1. Relief from Section 6.2, – Zone Provisions (R1) Rear Yard Minimum Depth, to reduce the required rear yard depth from 12 m (39.3 ft) to 10.3 m (33.7 ft) to facilitate the
construction of an attached garage.
Subject to the following condition:
i. A building permit for the proposed attached garage shall be issued within one year of the date of the Committee's decision.
As the proposed variance is:
(i) a minor variance from the provisions of the Town of Tillsonburg Zoning By-law No. 3295;
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law
No. 3295; and
(iv) in-keeping with the general intent and purpose of the Official Plan.
Authored by: Heather St. Clair, Development Planner
Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner
41
March 7, 2018
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
800
Notes
NAD_1983_UTM_Zone_17N
40 Meters
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
42
March 7, 2018
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
260
Notes
NAD_1983_UTM_Zone_17N
13 Meters
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
43
PROPOSED
ATTACHED
GARAGE
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46
47
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Community Planning P. O. Box 1614, 21 Reeve Street
Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca
Our File: A-03/18
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: March 26, 2018 REPORT NUMBER: 2018-71
OWNER: Lori Graves, Chris Declark, Landmark Homes
86 Broadway Street, Tillsonburg ON, N4G 3P6
APPLICANT: S.R. Architecture Inc.
659 Deer Valley Road, Ancaster ON L9G 4C9
REQUESTED VARIANCES:
1. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to reduce
the required lot frontage from 36 m (118.1 ft) to 28 m (91.9 ft); 2. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to increase
the maximum lot area per dwelling unit from 320 m2 (3,444.6 ft2) to 382 m2 (4,111.9 ft2),
and; 3. Relief from Table 9.2 – Medium Density Residential Zone Provision (RM), to reduce the required interior side yard width from 3 m (9.8 ft) to 2.99 m (9.4 ft).
LOCATION:
The subject property is describe as Lot 132, Plan M-16 in the Town of Tillsonburg. The subject
lands are located on the southeast side of Wren Court, lying between Broadway Street and Woodcock Drive, and are municipally known as 15 Wren Court in the Town of Tillsonburg.
BACKGROUND INFORMATION:
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential
Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Medium Density Residential
Schedule ‘T-5’ Wellhead Protection Area Plan 100 Metre Buffer
49
File Number: A-03/18 Report Number 2018-71 Page 2
TOWN OF TILLSONBURG ZONING BY-LAW: Medium Density Residential Zone (RM)
SURROUNDING USES: Medium density residential lands to the west, low density residential
lands to the north east and south.
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above-noted provision of the Town Zoning By-law to facilitate the construction of a 6 unit street fronting townhouse building with attached garages. It
is proposed that each unit will be approximately 209 m2 (2,249.7 ft2) in size and will be accessed
by a single driveway entrance on Wren Court.
The subject property is approximately 2,294.98 m2 (.57 ac) in size, with approximately 28 m
(91.8 ft) of frontage on Wren Court. Surrounding land uses include existing medium density residential development to the northwest as well as vacant lands, designated for medium
density residential development to the immediate east and west. These lands, held in common
ownership with the subject lands, are proposed for development in the near future.
Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject property and the zoning in the immediate vicinity.
Plate 2, Close-up of Subject Lands (2015 Air Photo), provides an aerial view of the vacant
subject lands.
Plate 3, Applicant’s Site Sketch, shows layout and site plan for the proposed street fronting townhouse.
(b) Agency Comments:
The application was circulated to a number of public agencies. The following comments were received.
Tillsonburg Hydro Inc. has commented that they will require the submission of an “Electrical Planning Requirements” form, together will all applicable drawings.
The Town Chief Building Official and the County of Oxford Public Works Department have indicated that they had no comments or concerns with the proposal.
(c) Public Consultation:
Public Notice was mailed to surrounding property owners on February 28, 2018. To date no comments of concern have been received from the public.
(d) Intent and Purpose of the Official Plan:
50
File Number: A-03/18 Report Number 2018-71 Page 3
The subject lands are designated Medium Density Residential, according to the Town of Tillsonburg Residential Density Plan, in the County Official Plan.
Medium Density Residential areas are those lands that are primarily developed or planned for low to medium profile, multiple unit development that exceeds densities established for Low
Density Residential areas. Residential uses within Medium Density Residential areas include townhouses, medium density cluster development, converted dwellings and low-rise apartment buildings. In these areas it is intended that there will be a mixing and integration of different
forms of housing to achieve an overall medium density of housing. Lands designated as Medium Density Residential are permitted to have a maximum net
residential density of 62 units per hectare (25 units per acre) and a minimum net residential density of 31 units per hectare (13 units per acre). Net residential density is defined as the
number of housing units per hectare, exclusive of lands required for open space,
environmentally sensitive areas and lands required for transportation and servicing infrastructure, including stormwater management.
The proposed development involves the construction of 6 street fronting townhouse units, which is in keeping with the policy direction of the Official Plan. The subject lands are 2,294.98 m2
(0.57 ac) in size with 406 m2 (0.1 ac) proposed for driveway and parking areas (transportation
infrastructure). This results in a total net residential density of 31 units per hectare (13 units per ac), which is in keeping with the density targets for lands designated Medium Density
Residential.
(e) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘Medium Density Residential Zone (RM)’ in the Town Zoning By-
law, which permits a range of low profile, medium density development such as apartment dwellings, multiple unit dwellings, single detached dwellings, semi-detached dwellings, duplex dwellings and/or street fronting townhouses. The ‘RM’ zone identifies specific development
standards for each type of development and provides that street fronting townhouses, which are defined to mean a dwelling consisting of three or more dwelling units that are aligned
horizontally and divided vertically in whole or in part by common walls, which has a minimum
area above grade of 10 m2 (107.6 ft2), and each of which has an independent entrance directly from the outside and fronts onto a public street, require the following;
• minimum lot area of 150 m2 (1,614.6 ft2) per unit, or 240 m2 (2,583.4 ft2) for an end unit;
• maximum lot area of 320 m2 (3,445 ft2) per unit;
• minimum lot frontage 5 m (16.4 ft) per unit, or 8 m (26.6 ft) for an end unit;
• minimum lot depth 30 m (98.4 ft);
• minimum front yard depth 6 m (19.7 ft);
• minimum rear yard depth of 7.5 m (24.6 ft);
• minimum interior side yard width of 3 m (9.8 ft);
• maximum lot coverage of 40% of lot area.
The applicant is proposing to construct a 6 unit, street fronting townhouse building that will have
access onto Wren Court via a single driveway entrance. It is proposed that each unit will be
approximately 209 m2 (2,249.7 ft2) in size with an individual entrance and attached garage.
51
File Number: A-03/18 Report Number 2018-71 Page 4
The subject lands are approximately 2,294.98 m2 (.57 ac) in area, with approximately 28 m (97.8 ft) of frontage along Wren Court. The proposed 6 dwelling units would result in a density
of approximately 382.5 m2 (4,118.3 ft2) per dwelling unit, which exceeds the maximum lot area
of 320 m2 (3,445 ft2) per unit permitted in the Zoning By-law. The Zoning By-law also provides that the minimum lot frontage for street fronting townhouses shall be 5 m (16.4 ft) per unit, or 8
m (26.6 ft) for an end unit which, in the case of the proposed 6 unit development, would result in a minimum lot frontage requirement of 36 m (118.1 ft). The applicant has also requested a reduction to the minimum interior side yard requirement from 3 m (9.8 ft) to 2.9 m (9.5 ft).
The purpose of these provisions is to ensure that sufficient space exists on the subject lands to provide access, amenity space and sufficient space for appropriate grading and drainage
opportunities. It is the intent of the maximum lot area provision to ensure that appropriate density targets are achieved to ensure that land and infrastructure is utilized efficiently. It is the
intent of the minimum interior side yard width to ensure that sufficient space is maintained
between structures on separate properties and to provide sufficient access to rear yards for maintenance purposes
Planning staff are satisfied that the proposed variances are appropriate in this instance. Staff are satisfied there is sufficient space on the subject lands to account for grading, drainage,
parking and amenity space and that the proposed interior side yard reduction will not result in
any negative impacts. It is noted that grading and drainage will be reviewed in further detail through the site plan process.
Staff are further satisfied that the proposed increase to the maximum lot area per unit provision is acceptable in this instance given the existing configuration of the lot, being narrower at the
point where it abuts the street, which limits the number of street fronting units that can be constructed.
(f) Desirable Development/Use:
It is the opinion of this Office that the applicant’s request can be considered minor and desirable for the development of the subject property.
As the proposed relief is not anticipated to impact the ability of the property to provide adequate parking and amenity space, or negatively impact drainage, the requested relief can be
considered minor. Sufficient separation will also be provided from property lines to allow for
normal building maintenance and access. The applicant’s request can also be considered desirable as it will facilitate the construction of a multiple unit dwelling that is consistent with the
existing development in the area. In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with
the general intent and purpose of the County Official Plan and Town Zoning By-law and can be
given favourable consideration.
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-03/18,
submitted by Lori Graves, Chris Declark, Landmark Homes, for lands described as Lot 132, Plan M-16, Town of Tillsonburg, as it relates to:
52
File Number: A-03/18 Report Number 2018-71 Page 5
1. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to reduce
the required lot frontage from 36 m (118.1 ft) to 28 m (91.9 ft);
2. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to
increase the maximum lot area per dwelling unit from 320 m2 (3,444.6 ft2) to 382 m2 (4,111.9 ft2), and;
3. Relief from Table 9.2 – Medium Density Residential Zone Provisions (RM), to reduce the required interior side yard width from 3 m (9.8 ft) to 2.99 m (9.4 ft).
As the proposed variances are:
(i) minor variances from the provisions of the Town of Tillsonburg Zoning By-law No. 3295;
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and
(iv) in-keeping with the general intent and purpose of the Official Plan.
Authored by: Heather St. Clair, Development Planner
Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner
53
March 9, 2018
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
1770
Notes
NAD_1983_UTM_Zone_17N
89 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
54
March 9, 2018
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
440
Notes
NAD_1983_UTM_Zone_17N
22 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
55
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DocuSign Envelope ID: AAED8202-4BC7-4920-B7AF-531E3A967A8C
March 1, 2018 | 07:21 PST
DocuSign Envelope ID: 30A34A62-8672-41C8-8D9C-524D47FD37BF
March 1, 2018 | 07:27 PST
60
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Community Planning P. O. Box 1614, 21 Reeve Street
Woodstock Ontario N4S 7Y3
Phone: 519-539-9800 • Fax: 519-421-4712 Web site: www.oxfordcounty.ca
Our File: A-04/18
APPLICATION FOR MINOR VARIANCE
TO: Town of Tillsonburg Committee of Adjustment MEETING: March 26, 0218 REPORT NUMBER: 2018-87
OWNER: John Bamford
P.O. Box 182, Tillsonburg ON
APPLICANT: Justin Ryksen 325285 Norwich Road, RR#3 Norwich ON N0J 1P0
REQUESTED VARIANCES:
1. Relief from Section 5.37.1 – Permitted Projection Into Required Yards, to increase the
permitted projection into the required rear yard for a covered deck from 1.5 m (4.9 ft) to 3.0 m (9.8 ft);
2. Relief from Section 6.2 – Zone Provisions (R1) Lot Coverage Maximum, to increase
the maximum lot coverage allowance from 33% to 38% of lot area, and; 3. Relief from Section 6.2 – Zone Provisions (R1) Rear Yard Minimum Depth, to reduce
the required rear yard from 12 m (39.3 ft) to 11.77 m (38.7 ft).
LOCATION:
The subject property is described as Lot 19, Plan 41M-145 in the Town of Tillsonburg. The property is located on the north side of Crocus Avenue, between Morning Glory Drive and
Primrose Drive, and is municipally known as 20 Crocus Avenue.
BACKGROUND INFORMATION:
COUNTY OF OXFORD OFFICIAL PLAN:
Schedule ‘T-1’ Town of Tillsonburg Land Use Plan Residential
Schedule ‘T-2’ Town of Tillsonburg Residential Density Plan Low Density Residential
TOWN OF TILLSONBURG ZONING BY-LAW: Low Density Residential Type 1 Zone (R1)
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File Number: A-04/18 Report Number 2018-87 Page 2
SURROUNDING USES: Low density residential uses to the south, west and east, consisting of
single detached dwellings. Agricultural lands in the Township of
South-West Oxford are present to the north.
COMMENTS:
(a) Purpose of the Application:
The applicant is requesting relief from the above noted provisions of the Town Zoning By-law to facilitate the construction of a single detached dwelling with an attached covered deck.
The subject property is approximately 545.75 m2 (5,874.4 ft2) in area and is currently vacant.
The subject property was created through a plan of subdivision, known as Southridge
Subdivision.
Plate 1, Location Map (with Existing Zoning and Parcel Lines), shows the location of the subject
property and the zoning in the immediate vicinity.
Plate 2, 2015 Aerial Photo, provides an aerial view of the vacant subject lands.
Plate 3, Applicant’s Sketch, shows the dimensions and setbacks of the proposed single
detached dwelling.
(b) Agency Comments:
The application was circulated to a number of public agencies. The following comments were
received. The Town of Tillsonburg Engineering Services Department, Town Building Services Department
and the County of Oxford Public Works Department have indicated that they had no comments or concerns with the proposal.
(c) Public Consultation:
Public Notice was mailed to surrounding property owners on March 8, 2018. To date no
comments or concerns have been received from the public.
(d) Intent and Purpose of the Official Plan:
The subject lands are designated Low Density Residential according to the County Official Plan.
Within the Low Density Residential designation, permitted land uses primarily consist of low
density housing forms including single detached dwellings, duplexes and street fronting town houses as well as accessory uses thereto. The use of the lands for a single detached dwelling
conforms to the Low Density Residential policies of the Official Plan. (e) Intent and Purpose of the Zoning By-law:
The subject property is zoned ‘Low Density Residential Type 1 Zone (R1)’, which permits a
single detached dwelling. The ‘R1’ zone also permits a maximum total lot coverage of 33%
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File Number: A-04/18 Report Number 2018-87 Page 3
(including accessory buildings/structures), and a minimum rear yard depth of 12 m (39.3 ft). Notwithstanding this rear yard depth requirement, Table 5.37.1 permits covered decks to
encroach into a required yard to a maximum of 1.5 m (4.92 ft).
In this instance, the applicant is proposing a total lot coverage of 38% and has requested an
increase to the permitted projections into the rear yard for a covered deck of 3.0 m (9.8 ft). The applicant has also requested a reduction to the required rear yard depth from 12 m (39.3 ft) to 11.77 m (38.7 ft).
The purpose of the lot coverage provision is to limit the extent of buildings/structures on a lot to ensure sufficient area is maintained for parking and private amenity space as well as ensuring
the general lot grading for the overall subdivision and the individual lot are not negatively impacted. The lot coverage provision also ensures that the general scale of development is
consistent and appropriate for the size of the lot.
The intent of the rear yard depth provision is to ensure that single detached dwellings maintain
adequate setback to provide a buffer between neighbouring properties, as well as maintaining
sufficient space for recreation and amenity areas, and proper area for drainage.
In this case, it is not anticipated that the increase in lot coverage will have a negative impact on lot grading or drainage. A preliminary lot grading plan will be reviewed as part of the building permit process to ensure the proposal will have no negative impacts on neighbouring properties.
With respect to the request to permit the encroachment of a covered deck into the required rear yard and the minor reduction to the required rear yard depth, staff are satisfied that sufficient
space will be maintained to accommodate recreational space and the proposed deck can be included in the applicant’s amenity area consideration.
(f) Desirable Development/Use:
It is the opinion of this Office that the applicant’s request can be considered minor and desirable for the development of the subject property.
As the proposed relief is not anticipated to impact the ability of the property to provide adequate parking and amenity space, or negatively impact drainage, the requested relief can be
considered minor. Sufficient separation will also be provided from property lines to allow for
normal building maintenance and access. The applicant’s request can also be considered desirable as it will facilitate the construction of a single detached dwelling that is consistent with
the existing development in the area, including a number of single detached dwellings that were granted similar relief by Committee over the past two years.
In light of the foregoing, it is the opinion of this Office that the requested relief is in keeping with
the general intent and purpose of the County Official Plan and Town Zoning By-law and can be given favourable consideration.
64
File Number: A-04/18 Report Number 2018-87 Page 4
RECOMMENDATION:
That the Town of Tillsonburg Committee of Adjustment approve Application File A-04/18,
submitted by John Bamford (Justin Ryksen), for lands described as Lot 19, Plan 41M-145 Town of Tillsonburg, as it relates to:
1. Relief from Section 5.37.1 – Permitted Projection Into Require Yard, to increase the
permitted projection into the required rear yard for a covered deck from 1.5 m (4.9 ft) to
3.0 m (9.8 ft); 2. Relief from Section 6.2 – Zone Provisions (R1) Lot Coverage Maximum, to increase
the maximum lot coverage allowance from 33% to 38% of lot area, and;
3. Relief from Section 6.2 – Zone Provisions (R1) Rear Yard Minimum Depth, to reduce the required rear yard from 12 m (39.3 ft) to 11.77 m (38.7 ft).
Subject to the following condition:
i. A building permit for the proposed dwelling shall be issued within one year of the
date of the Committee's decision.
As the proposed variances are:
(i) minor variances from the provisions of the Town of Tillsonburg Zoning By-law No. 3295;
(ii) desirable for the appropriate development or use of the land;
(iii) in-keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295; and
(iv) in-keeping with the general intent and purpose of the Official Plan.
Authored by: Heather St. Clair, Development Planner
Approved for submission by: Eric Gilbert, MCIP, RPP, Senior Planner
65
March 16, 2018
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
1020
Notes
NAD_1983_UTM_Zone_17N
51 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
66
March 16, 2018
This map is a user generated static output from an Internet mapping site and
is for reference only. Data layers that appear on this map may or may not be
accurate, current, or otherwise reliable. This is not a plan of survey
Legend
260
Notes
NAD_1983_UTM_Zone_17N
13 Meters
Parcel Lines
Property Boundary
Assessment Boundary
Unit
Road
Municipal Boundary
Environmental
Protection/Flood Overlay
Flood Fringe
Floodway
Environmental Protection (EP1)
Environmental Protection (EP2)
Zoning
Floodlines/Regulation Limit
100 Year Flood Line
30 Metre Setback
Conservation Authority
Regulation Limit
Regulatory Flood And Fill Lines
Zoning (Displays 1:16000 to
1:500)
67
68
A04-18
john@bamfordhomes.com
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Report Title 2017 Fourth Quarter Financial Results
Report No. FIN 18-08
Author JANELLE COSTANTINO
Meeting Type Council Meeting
Council Date MARCH 26, 2018
Attachments 2017 Q4 Consolidated Results
Page 1 / 1 FIN18-08 2017 Fourth Quarter Financial R
RECOMMENDATION
THAT Council receives Report FIN 18-08, 2017 Fourth Quarter Financial Results, as information.
EXECUTIVE SUMMARY
To provide Council with the January 1, 2017 to December 31, 2017 Town wide actual financial
results.
SUMMARY OF OPERATIONAL RESULTS
The attached spreadsheet summarizes by department the variances between 2017 actual
results for the year ending December 31, 2017 and the 2017 YTD budget.
The overall Town wide consolidated 2017 surplus is $264,232.
Questions or comments relative to the departmental 2017 Q4 revenues and expenditures should
be referred to the other members of the Senior Leadership Team for commentary.
75
2017 l 2017 l Actual l
Budget l Actuals l Variance l
100 Council 308,000 323,754 15,754
110 Finance 1,707,700 1,629,938 (77,762)
120 CSC 64,500 53,744 (10,756)
130 Fleet (234,700) (287,738) (53,038)
145 Hyd (266,200) (281,982) (15,782)
150 Fire 1,273,500 1,223,258 (50,242)
160 Police 2,849,500 2,863,380 13,880
180 Protection 232,300 186,853 (45,447)
190 Building 7,100 7,100
200 Op Admin 232,800 225,606 (7,194)
210 Engineering 341,300 292,128 (49,172)
220 Roads 1,840,300 1,784,187 (56,113)
225 Winter Mtce 523,400 492,567 (30,833)
230 Parking 4 4
235 Streetlights 334,500 354,170 19,670
240 Airport 94,900 106,409 11,509
260 Storm Sewers 272,500 267,742 (4,758)
280 Solid Waste & Recycling 283,700 273,177 (10,523)
300 Cem 210,300 174,615 (35,685)
450 Parks 624,200 721,640 97,440
455 Community Events 37,000 66,025 29,025
460 Rec - Programs 297,800 341,137 43,337
465 Rec - Bldg Mtce 2,408,300 2,293,392 (114,908)
467 EFC (32,400) (46,893) (14,493)
475 Museum 317,700 311,702 (5,998)
500 DCS 91,400 80,316 (11,084)
505 EcDev 372,700 379,235 6,535
600 Municipal - Taxes (14,192,100) (14,099,698) 92,402
Total Town (264,232) (264,232)
76
Report Title 2017 Fourth Quarter Finance Department
Report No. FIN 18-09
Author JANELLE COSTANTINO
Meeting Type Council Meeting
Council Date MARCH 26, 2017
Attachments Finance Q4 2017 Operating Results
Finance Q4 2017 Capital Results
Page 1 / 2 FIN18-09 2017 Fourth Quarter Finance Dep Results
RECOMMENDATION
THAT Council receives Report FIN 18-09, 2017 Fourth Quarter Finance Department, as information.
EXECUTIVE SUMMARY To provide Council with the actual January 1, 2017 to December 31, 2017 Finance Department financial
results.
SUMMARY OF OPERATIONAL RESULTS
2017 Business Objectives
Objective Target Date Status
Monthly reporting to Management Q2 In progress; anticipated to begin Q2 2018
Debt Policy Q2 Completed
Reserve Policy Q2 Completed
Replace computers Q2 Completed
Website shopping cart Q2 Completed
Purchase Order Software Q2 Completed
Customer Service Delivery Model Q2 Anticipated completion in Q2 2018
Replace Server Q3 Deferred to 2018
Telephone System Replacement Q3 In progress at County; anticipated completion in 2018
Tax e-bill software Q3 Software installed; marketing to commence
Cash Forecasting Model Development Q4 To be completed in conjunction with Monthly reporting to management
Investigate The One Investment Program Q4 Completed
Contribution to Reserves – Future IT Q4 Completed
GP Point of Sale/CLASS replacement Q4 In progress – Go live date of April 3, 2018
Develop plan/implement departmental overhead costs for IT Q4 Completed
Contribution to Reserves - Records management storage Q4 Completed
Local Government Week Q4 Completed
Increase customer transactions on website Ongoing In progress
FINANCIAL IMPACT/FUNDING SOURCE
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Page 2 / 2 2017 Fourth Quarter Finance Department Results
The 2017 fourth quarter Finance Department deficit is $19,638. This is broken down as follows:
Deficit (Surplus)
100 - Council 15,754
110 - Finance (77,762)
120 - CSC (10,756)
600 - Municipal Taxes 92,402
Deficit 19,638
Details on major variances can be found in the attached Q4 results spreadsheet.
78
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (37,500) 37,500 100% 1
Other Revenue (3,500) (5,215) (1,715)49%
Contribution from Reserves (50,000) (30,796) 19,204 38% 2
Total Revenues (91,000) (36,011) 54,989 60% 0
Expenditures
Labour 153,800 158,421 4,621 3%
Purchases 210,800 166,948 (43,852)21% 2
Contribution to Reserves 10,000 10,000 0%
Interfunctional Adjustments 24,400 24,396 (4)0%
Total Expenditures 399,000 359,765 (39,235)10% 0
Total Net Levy 308,000 323,754 15,754 5%
Notes
1 Provincial Gas Tax grant proceeds not issued in 2017
2 T:GO contribution under $27,500. Resolved to contribute $22,500 instead of budgeted $50,000
79
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (276,800) (275,573) 1,227 0%
User Charges (39,000) (44,595) (5,595)14% 1
Other Revenue (20,700) (46,053) (25,353)122% 2
Specified Revenue (7,248) (7,248)100% 3
Contribution from Reserves (254,138) (254,138)100% 4
Total Revenues (336,500) (627,607) (291,107)87% 0
Expenditures
Labour 1,249,100 1,219,620 (29,480)2%
Purchases 451,800 455,479 3,679 1%
Contracted Services 460,100 421,814 (38,286)8% 5
Contribution to Reserves 100,400 368,182 267,782 267% 3, 4
Interfunctional Adjustments (407,700) (407,248) 452 0%
Debt Principal & Interest 115,500 115,920 420 0%
Total Expenditures 1,969,200 2,173,767 204,567 10% 0
Total Net Levy 1,632,700 1,546,160 (86,540)5% 0
Notes
1 Tax certificate revenue surplus of $3,500; Death registration revenue surplus of $2,000
2 Interest revenue - bank and overdue Corporate AR
3 DC Charge revenue
4 2016 Surplus; LAS Natural gas rebate
5 Compensation consultant overbudget by $15,000; IT contract savings $67,000
80
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (266,000) (270,100) (4,100)2%
Total Revenues (266,000) (270,100) (4,100)2%
Expenditures
Labour 442,100 453,502 11,402 3%
Purchases 101,200 88,839 (12,361)12% 1
Contracted Services 18,000 21,877 3,877 22%
Interfunctional Adjustments (238,800) (248,796) (9,996)4%
Debt Principal & Interest 3,000 2,961 (39)1%
Total Expenditures 325,500 318,383 (7,117)2%
Total Net Levy 59,500 48,283 (11,217)19% 0
Notes
1 Equipment rental under $3,000; Supplies under $6,000; Training under $4,600
81
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Levy, PILS (14,192,100) (14,099,698) 92,402 1%
Total Revenues (14,192,100) (14,099,698) 92,402 1%
Expenditures
Total Expenditures
Total Net Levy (14,192,100) (14,099,698) 92,402 1%
82
YTD Budget Actuals Variance Project Status Project Listing110 Finance004 Replace IT Capital5715 IT Charge(55,000) (54,996) 4 5950 Contrib to Res55,000 55,000 Total 004 Replace IT Capital 4 4 Complete011 Corporate Office workstations 5425 Sp Proj Exp 254 254 Total 011 Corporate Office workstations 254 254 Complete012 Telephone System 3900 Contr from Res(125,000) (14,335) 110,665 5425 Sp Proj Exp125,000 14,335 (110,665)Total 012 Telephone System In Progress013 Records Management Storage 5425 Sp Proj Exp 531 531 5950 Contrib to Res10,000 10,000 Total 013 Records Management Storage10,000 10,531 531 Complete014 CLASS Replacement Software 3900 Contr from Res(100,000) 100,000 5505 Subcon Exp100,000 (100,000)Total 014 CLASS Replacement Software In Progress015 Purchase Order Software 5425 Sp Proj Exp65,000 67,136 2,136 Total 015 Purchase Order Software65,000 67,136 2,136 Complete016 Website Shopping Cart 3900 Contr from Res(8,500) (8,500) 5425 Sp Proj Exp8,500 8,650 150 Total 016 Website Shopping Cart 150 150 Complete83
YTD Budget Actuals Variance Project Status 020 Computer Replacement 3900 Contr from Res(55,000) (55,000) 5425 Sp Proj Exp55,000 60,703 5,703 Total 020 Computer Replacement 5,703 5,703 Complete026 Replacement Server 3900 Contr from Res(10,000) (5,348) 4,652 5425 Sp Proj Exp10,000 5,348 (4,652)Total 026 Replacement Server CompleteTotal 110 Finance75,000 83,778 8,778 84
YTD Budget Actuals Variance Project Status 120 CSC 043 Facade Brick Repairs 3900 Contr from Res(24,700) 24,700 5505 Subcon Exp24,700 (24,700)Total 043 Facade Brick Repairs Postponed044 Relocate Water Stack 3900 Contr from Res(8,000) 8,000 5505 Subcon Exp8,000 (8,000)Total 044 Relocate Water Stack Postponed045 E-Send Tax Bills 5505 Subcon Exp5,000 5,461 461 Total 045 E-Send Tax Bills5,000 5,461 461 CompleteTotal 120 CSC5,000 5,461 461 85
Report Title 2017 Fourth Quarter Building, Planning & By-Law
Services
Report No. DCS 18-14
Author Geno Vanhaelewyn, Chief Building Official
Meeting Type Council Meeting
Council Date March 26, 2017
Attachments Q4 Financial Summary
RECOMMENDATION
THAT Council receives Report DCS 18-14, Building, Planning & By-Law Services, as information.
EXECUTIVE SUMMARY
This report contains information on the annual activity volumes, trends over time, financials and
updates on major initiatives. The statistics provided are inclusive from January 1, 2017 to December 31, 2017.
BUILDING SERVICES
Building Services experienced a record setting total number of permits issued (431) in review of statistics back to 1988. An increase in activity in terms of value of construction was recorded compared
to 2015 due to a large increase in the residential single detached dwelling sector. All sectors with the exception of institutional experienced increased activity. These statistics are noted in the tables below.
2017 – Annual Building Permit Activity Overview (Jan 1/17 – Dec 31/17)
Total Permits Issued 431
Inspections Completed 2,092
Total Construction Value $24,726,446
Total Permit Revenue $ 346,781
2017 Permit Class Comparison
Single
Dwellings
Other
Residential Institutional Commercial Industrial
Permits Issued 80 236 11 86 18
Estimated
Value 17,381,846 3,394,667 256,900 1,700,068 1,992,965
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Value of Construction Comparisons
CLASS 2017 2016 2015 2014 2013 2012 2011
Single Dwellings 17,381,846
22,986,868
11,290,464 11,690,744 10,162,224 8,910,390 7,122,237
Other Residential 3,394,667 2,931,504 3,278,262
3,746,308 2,470,956 1,476,617 6,713,598
Institutional 256,900
76,114 3,978,968 17,579,092 917,675 235,550 117,867
Commercial 1,700,068 5,463,272 729,400
3,246,669 2,430,382 7,855,600 1,248,735
Industrial 1,992,965 4,361,500 292,600 2,669,685 3,412,100 504,300 2,764,640
Total Value of Construction 24,726,446
35,819,258
19,569,694 38,932,498 19,442,337 18,982,457 17,967,077
Total Number of
Permits Issued 431 426 317 369 315 301 319
2017 - Residential Construction Comparison
YEAR
TOTAL RESIDENTIAL PERMITS ISSUED
SINGLE (DETACHED) DWELLINGS
APARTMENT UNITS CONDOMINIUM UNITS
TOTAL RESIDENTIAL CONSTRUCTION VALUE
OVERALL CONSTRUCTION VALUES 2017 316 80 5 4 21,276,513 24,726,446
2016 300 117 0 0 25,918,372 35,819,258
2015 218 61 23 0 14,568,726 19,569,694
2014 240 64 36 0 16,432,935 38,932,498
2013 200 67 1 0 12,643,180 19,442,337
2012 203 54 0 0 10,387,007 18,982,457
2011 249 42 68 - 13,781,335 17,921,577
2010 236 58 - - 8,463,514 12,455,689
2009 175 42 30 - 20,267,358 26,021,858
2008 228 41 - 10 8,924,882 13,407,055
2007 299 98 13 - 16,471,262 22,770,077
2006 252 73 2 - 11,822,167 19,723,767
2005 205 80 8 44 18,097,035 26,905,724
2004 207 99 - 11 13,922,583 25,162,143
2003 226 91 7 - 11,034,795 28,168,745
2002 188 76 - 8 9,168,462 17,716,228
2001 129 44 - - 5,000,000 8,695,818
2000 124 67 - - 6,500,000 14,585,763
1999 195 112 1 1 11,374,690 17,683,514
1998 206 113 - - 10,851,210 20,680,949
1997 179 123 - 11 11,288,647 18,370,795
1996 142 108 4 - 8,952,204 11,734,730
1995 133 70 4 5 6,735,200 20,433,892
Inspection Activity Comparisons
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Output Measures/Activity Quantity 2014 Quantity 2015 Quantity 2016 Quantity 2017
Building Inspections Completed 1408 1269 1621 2092
Major Construction/Development Projects:
• 230 Lisgar – Lisgar Plaza – renovation
• 2 Clearview – Tillsonburg Mini Storage – 2 storage buildings
• 268 Tillson Ave – Rona/Moffatt & Powell – storage building
• 10 Elm – Tillsonburg Ready-Mix – storage building addition
• 20 Vance Drive – Tillsonburg Custom Foods – addition
• 142 Maple Lane – multi-unit dwelling
• 131/133 Tillson Ave – Gear Train - automotive shop
• 95 Spruce – Inovata Foods - addition
• 27 Brock W – Ontario Parole Office - renovation
• 37 Glendale – Glendale High School – HVAC system upgrades
• 183 Rolph – Tillsonburg Retirement Residence – sprinkler system installation
• Glendale West Subdivision
• Baldwin Place Subdivision
• Andrew’s Crossing Subdivision
Building Financial Impact
Completed work was funded through 2017 budget allotments with Building Services resulting in a
balanced operating budget. Labour expenditures were over budget due to staffing issues and the introduction of a new Building Inspector mid-year. A $18,608 contribution from Building reserve was
used to offset the expenses. A copy of the financial summary has been attached to this report.
PLANNING SERVICES
2017 – Planning Activity
Output Measures/Activity 2014 2015 2016 2017
Minor Variance Applications 11 13 12 11
Zone Change Application 12 8 9 14
Site Plan Formal Consultations 8 13 4 7
Site Plan Approvals 10 6 10 6
Site Plan Applications (in progress) 2 4 5 8
Subdivision Agreements 2 1 4 3
Draft Plan of Subdivision Approval Ext 2 0 2 2
Site Plan Applications (in progress)
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• 360 Quarter Town Line – townhouse development
• 32 Clearview Dr. – new industrial
• 83 Rolph St. - Rolph Street Public School – apartment conversion
• 253 Broadway – commercial/residential
• 13 Sanders St. – apartment building
• 183 Lisgar Ave. – apartment building parking modifications
• 11 Wren Crt. - 6-Plex
• 15 Wren Crt. – 6-Plex
• 17 Wren Crt. – 6-Plex
BY-LAW SERVICES
Records indicate that by-law and property standard activities and occurrences have increased slightly
from previous years and the total number of parking tickets issued has decreased. These activities are
noted in the tables below.
2017 – By-Law Activity
Output Measures– Quantity 2012
Actual
2013
Actual
2014
Actual
2015
Actual
2016
Actual
2017
Actual
Parking Tickets Issued 753 873 478 547 891 663
Animal Tags Issued Cats 772 874 978 1054 1221 1024
Dogs 1,671 1,963 2082 2188 2101 2272
Enforcement –
Complaints and
Occurrences
Parking, Taxi,
Illegal Dumping,
Noise
107 119 131 145 132 152
Property Stds,
Zoning, Clean
Yard, Sign,
Fence, etc.
204 186 211 257 255 313
Animal Control 436 384 406 371 350 321
By-Law Financial Impact
By-Law Services (Protection) resulted in a net operating surplus of $45,447 as a result of increased
user charges along with $18,398 savings from the Animal Control subcontractor budget. A copy of the financial summary has been attached to this report.
DEPARTMENTAL TASKS
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Annual tasks/projects:
• Building Permit Fee Study - complete
• Implement new Taxi By-Law – complete
• Discharge of Firearms By-Law - complete
• Animal Control RFQ & contract - complete
• 2017 Animal licence renewal program - complete
• 2017 Façade Improvement Program – complete
• Central Area Design Study review – ongoing
• 2017 Open/Inactive Permit Project – closed 268 open permits
2018 FORECAST
It is projected that 2018 building and planning activities will remain active across all sectors particularly
the single detached dwelling and apartment dwelling sectors.
By-Law Services activity is anticipated to increase based on the statistics from previous years.
90
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (71,500) (88,234) (16,734)23% 1
Total Revenues (71,500) (88,234) (16,734)23% 0
Expenditures
Labour 221,300 213,457 (7,843)4%
Purchases 19,000 16,540 (2,460)13%
Contracted Services 35,000 16,602 (18,398)53% 2
Interfunctional Adjustments 28,500 28,488 (12)0%
Total Expenditures 303,800 275,087 (28,713)9% 0
Total Net Levy 232,300 186,853 (45,447)20% 0
Notes
1 By-law enforcement revenue - offset by expenses in Purchases line
2 Subcontractor Exp under $18,400 - Animal Control
91
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (370,900) (391,041) (20,141)5% 1
Total Revenues (370,900) (391,041) (20,141)5%
Expenditures
Labour 295,300 316,932 21,632 7% 2
Purchases 43,800 40,704 (3,096)7%
Contracted Services 6,500 8,105 1,605 25%
Interfunctional Adjustments 32,400 32,400 0%
Total Expenditures 378,000 398,141 20,141 5%
Total Net Levy 7,100 7,100 0%
Notes
1 Contribution from Building reserve to offset expenses - $18,608
2 FT regular over budget $14,000; FT OT over budget $4,400; PT overbudget $3,200;
92
Report Title 2017 Fourth Quarter Economic Development and
Marketing
Report No. Report DCS 18-15
Author Cephas Panschow
Meeting Type Council Meeting
Council Date March 26, 2018
Attachments
Page 1 / 4 Report DSC 18-15
RECOMMENDATION
THAT Council receives Report DCS 18-15, 2017 Fourth Quarter Economic Development and
Marketing, as information.
EXECUTIVE SUMMARY
The purpose of this report is to provide Council with an overview of Fourth quarter activity, financial results and business plan objectives.
BACKGROUND
Economic Development Activity
2016 2017 (Target) 2017 (Actual)
Lead Files Opened 91 110 112
Lead Files Closed 84 120 65
Corporate Visits 22 24 16
Client Visits 27 20 21
New Businesses
Opened
20 14 17
Businesses Closed 7 N/A 6
Website Activity (Main
Business Page)
2273* 3,400 2,145
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For 2017, the number of lead files opened was on target along with the number of client visits to
the community. Lead files closed and corporate visits were down from 2016 due to the
increased workload and event support.
In terms of wins for the community, 2017 experienced a number of significant investments in the
industrial, commercial and residential sectors as detailed below.
New Businesses Balance body mind soul
Blooms Gift & Flower Shop*
Calm the Soul Yoga & Wellness Studios*
Corner Convenience*
Dominion Lending Centres*
Ewyn Studios*
Great Lakes Auto Restoration*
Haven Salon & Spa*
Korner Perk Inc*
Krushed Tomato Pizza Company*
Ministry of Community Safety and Correctional
Services
Seven Gables Tillsonburg (Bed & Breakfast)*
Sirius Consolidated Inc*
The Yoga Hut
Trophy Property Corp
Xcel Fabrication & Design Ltd
Wise Line Metal Sales Inc
Closed Businesses Cain's Auto
Cranberry Convenience
Ravin Coach Lines
Snap Fitness
The Pita Shack
Siemens Gamesa
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Some of the key investments/purchases made in Tillsonburg over the past year include:
• 360 Quarter Town Line – 64 unit townhouse development
• 8 Hardy Ave –16 Unit Affordable Housing Project
• Vienna Road – Future institutional development
• Quarter Town Line – Two Residential Subdivisions
• Potter’s Road – Residential Subdivision
• The following table summarizes the status of the 2017 Business Plan objectives:
Item Budget
Value
Target Date Status
Branding Implementation
(Phase 2)
$12,000 Q2 Completed
Branding Implementation
(Vehicles)
$17,000 Q4 Substantially completed. A few fleet
vehicles are still to be updated
pending availability.
Downtown Revitalization $2,000 Q2 Not initiated due to special events and
other items added to work plan
Community Improvement
Plan
$10,000 Q1-Q4 Completed. New marketing material
completed and distributed. $10,000
budget carried over into 2018.
Chamber Sponsorship
(Awards)
$3,800 Q2 Completed in Q2
Chamber Sponsorship
(Grant for Gala)
$4,000 Q2 Completed in Q2
Mission to Asia $12,000 Q4 Completed. Report to Council at
March 12, 2018 meeting
Youth Robotics
Challenge
$1,000 Q4 Completed
Residential Marketing Campaign $45,000 Q1-Q4 Only a partial program implemented in 2017 due to timing related to major
partners new subdivision
developments
Downtown Parking Lot
Study
$35,000
R
Q2 Project underway with final report
anticipated by April 2018
Hwy 3/Clearview Dr Intersection
Improvements
$550,000 R & DC Q4 Delayed due to potential endangered species. Second submission for 90%
approval stage has been completed
and working towards 100% approval
from Ministry of Transportation. Anticipate release of tender Spring 2018.
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CONSULTATION/COMMUNICATION
Not applicable. The Development Committee is provided with a summary of this report at their
regular meetings.
FINANCIAL IMPACT/FUNDING SOURCE
The Economic Development & Marketing Department variances for the fourth quarter of 2017 are as follows:
Department Variance Explanation
Economic Development
$6,535 Branding implementation
under budget $5,600; Meeting
expense over budget $3,700; Advertising over budget $4,000; Training over budget
$3,700. Unused CIP rebates -
$10,000
Development &
Communications (Discover
Tillsonburg)
($11,084) Discover Tillsonburg revenues
under budget $29,000 offset
by Advertising Campaign
under budget by $45,000.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
Not applicable.
96
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (120,000) (90,642) 29,358 24% 1
Total Revenues (120,000) (90,642) 29,358 24% 0
Expenditures
Purchases 81,400 41,023 (40,377)50% 2
Debt Principal & Interest 130,000 129,935 (65)0%
Total Expenditures 211,400 170,958 (40,442)19% 0
Total Net Levy 91,400 80,316 (11,084)12% 0
Notes
1 Discover Tillsonburg revenue under budget $29,000
2 Advertising campaign under budget $45,000
97
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (17,800) (17,855) (55)0%
User Charges (101,500) (83,380) 18,120 18% 1
Other Revenue (1,000) (1,000)100%
Contribution from Reserves (18,500) (18,500) 0%
Total Revenues (137,800) (120,735) 17,065 12% 0
Expenditures
Labour 271,100 265,415 (5,685)2%
Purchases 116,100 124,510 8,410 7% 2
Contracted Services 15,000 5,774 (9,226)62% 3
Contribution to Reserves 83,500 76,066 (7,434)9% 1, 3
Interfunctional Adjustments (12,600) (9,157) 3,443 27%
Debt Principal & Interest 37,400 37,362 (38)0%
Total Expenditures 510,500 499,970 (10,530)2%
Total Net Levy 372,700 379,235 6,535 2%
Notes
1 Revenue from Packet Works for sales relating to rural broadband contract
2
3 Unused CIP rebates - $10,000
Branding under budget $5,600; meeting expense over budget $3,700; Advertising over budget $4,000; Training over budget
$3,700
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YTD Budget Actuals Variance Project Status Project Listing500 DCS806 Land Sales3300 Misc Rev (295,225) (295,225)5400 Misc Exp 9,537 9,537 5950 Contrib to Res 285,688 285,688 Total 806 Land Sales CompleteTotal 500 DCS 505 EcDev 810 Downtown Parking Study 3900 Contr from Res(35,000) 35,000 5505 Subcon Exp35,000 (35,000)Total 810 Downtown Parking Study In Progress811 Design-Build Indust Park 3900 Contr from Res(75,400) 75,400 5425 Sp Proj Exp75,400 (75,400)Total 811 Design-Build Indust Park In Progress813 Hwy 3 Bus Park- Hwy 3 Widening 3900 Contr from Res(531,500) 531,500 3905 Contr from DC Res(18,500) 18,500 5425 Sp Proj Exp550,000 (550,000)Total 813 Hwy 3 Bus Park- Hwy 3 Widening In ProgressTotal 505 EcDev 99
Report Title 2017 Fourth Quarter Operations Services
Report No. OPS 18-07
Author Kevin De Leebeeck, P.Eng. Director of Operations
Meeting Type Council Meeting
Council Date March 26, 2018
Attachments • Operating & Capital Summaries
Page 1 / 3
RECOMMENDATION:
THAT Council receives Report OPS 18-07, 2017 Fourth Quarter Operations Services, as
information.
SUMMARY
To provide Council with the January 1, 2017 to December 31, 2017 Operations Services
financial results.
Table 1: 2017 Operations Business Plan
Objective Target Project Status
Continue H&S policy and procedure update/revisions for
the Department Q1 – Q4 Completed
Review of Public Works and Engineering policies,
procedures and records management Q1 – Q4 In Progress
(Cont’d in 2018 BP)
Review and renegotiations of Solid Waste and Recycling
Agreement with Oxford County Q3/Q4 Delayed to 2018 BP
Complete Winter Maintenance Review and associated
Winter Operations Plan Q3 In Progress
(Cont’d in 2018 BP)
Update Engineering Design Criteria to current industry
standards & practices Q3 Delayed to 2018 BP
Revise Subdivision & Site Plan Guidelines for improved
communication with development community Q4 Cancelled *
Asset Management
Q1 – Q4
Develop AMP policy and procedures Cancelled *
Bridge & Culvert Management Strategy Completed
Expand Streetlight Inventory Attribute Data Completed
LED Streetlight Conversion Business Case Q3/Q4 In Progress
(Cont’d in 2018 BP)
Broadway Mid-Block (Town Centre Mall) Audible and
Accessibility Upgrades Q2 Completed
Broadway & Glendale Pedestrian Crossing Cont’d Q3 In Progress
(CFWD to 2018)
Broadway & Oxford Intersection Audible & Accessibility
Upgrades Q2/Q3 Completed
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OSIM Biennial Bridge & Culvert Inspections
(O.Reg. 104/97) Q3 Completed
Quarter Town Line Corridor Management Q2/Q3 Completed
Transfer Station Improvements Cont’d Q3 Completed
Airport Self-Serve Fuelling Conversion Q2 Completed
Airport Main Runway Crack Sealing Q3 Completed
Paget & Rolling Meadows Drain Rehabilitation Q3/Q4 Completed
North Street Sidewalk – Phase C (Oxford County Rd 20) Q3/Q4 Completed
Potters Road Sidewalk (Oxford County Rd 37) Q3/Q4 Completed
Newell Road Reconstruction Q3/Q4 Completed
Riverview Reconstruction – Stage 2 of 2 Q2/Q3 Completed
(surface asphalt 2018)
Broadway Connecting Link Rehabilitation – Town limit to
North St. Q3/Q4 Funding Request
Unsuccessful
Asphalt Resurfacing Program Q3/Q4 Completed
Light Duty Vehicle Replacements
Facilities Unit # 29 – 2003 Pickup Truck Q2 Completed
Roads Unit # 25 – 2007 Pickup Truck Q3 Completed
Medium Duty Vehicle Replacements
Fleet Unit #42 – 1990 Service Truck Q4 Completed
Water Unit #44 – 2008 Service Truck Q4 Completed
Hydro Unit #41 – 2003 Utility Truck Q4 Not Started
(CFWD to 2018)
Heavy Duty Vehicle Replacements
Roads Unit #64 – Snowplow Truck Q4 Completed
Hydro Unit #74 – Cable Truck Q4 Not Started
(CFWD to 2018)
Off Road Equipment Replacements
Roads Unit #83 – 2008 Sidewalk Machine Q3 Completed
Roads Unit #85 – 2009 Street Sweeper Q4 Completed
Parks Unit #89 Upgrade – 2000 55hp Tractor Q2 Completed
* Indicates objectives that have been withdrawn from the Business Plan due to prolonged
resource vacancies
Key indicators measure growth in terms of infrastructure i.e. Roads, Sewers, Watermain,
Sidewalk, etc. and the associated maintenance level of service. The Towns ability to mitigate
the associated incremental costs to maintain the additional infrastructures demonstrates the
efficiencies of continuous internal improvement.
101
Page 3 / 3
Key Indicators 2017 2016 2015 2014 2013 2012
Roads (Lane km) 233.6 229.4 226.8 226.1 225.5 224.5
Sidewalks (km) 96.6 94.2 91.6 89.5 89.1 88.1
GOALS FOR NEXT QUARTER
• Complete road reconstruction design drawings and issue tenders
• Implement traffic management capital initiatives
• Continue records management and LED streetlight conversion
• Begin scoping RFP’s for Vienna Rd. slope stability and Aerial Truck
• Continue winter maintenance operations of roadways, sidewalks and parking lots.
FINANCIAL IMPACT/FUNDING SOURCE
The consolidated 2017 Q4 Operations Services overall variance is summarized in Table 2.
Table 2: Fourth Quarter Budget vs. Actual Variance Summary
Department (Surplus) / Deficit
Operations Administration (7,194)
Engineering Services (49,172)
Public Works (72,030)
Airport Operations 11,509
Waste Management (10,523)
Fleet Services (53,038)
Enterprise Services (15,782)
Total Variance (196,230)
102
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (1,277,400) (1,280,087) (2,687)0%
Specified Revenue (75,898) (75,898)100% 1
Total Revenues (1,277,400) (1,355,985) (78,585)6% 0
Expenditures
Labour 300,400 259,186 (41,214)14% 2
Purchases 517,900 539,306 21,406 4%
Contracted Services 5,500 8,050 2,550 46%
Contribution to Reserves 75,898 75,898 100% 1
Debt Principal & Interest 218,900 179,027 (39,873)18% 3
Total Expenditures 1,042,700 1,061,467 18,767 2%
Total Net Levy (234,700) (294,518) (59,818)25% 0
Notes
1 DC Revenue
2 FT labour under $32,800 - Vacant Fleet Mechanic, OT under $8,400
3 Timing of Plow Truck and Pumper debentures
103
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (40,600) (107,523) (66,923)165% 1
Other Revenue (150,000) (150,045) (45)0%
Total Revenues (190,600) (257,568) (66,968)35% 0
Expenditures
Labour 34,400 14,808 (19,592)57% 2
Purchases 17,800 16,274 (1,526)9%
Contracted Services 5,000 77,296 72,296 1446% 1
Interfunctional Adjustments 7,200 7,208 8 0%
Total Expenditures 64,400 115,586 51,186 79% 0
Total Net Levy (126,200) (141,982) (15,782)13% 0
Notes
1 Bell & Rogers contracts - offset by contracted services
2 Full time labour under budget $21,000 - More time being allocated to Streetlights and other THI activities
104
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Total Revenues
Expenditures
Labour 228,900 225,280 (3,620)2%
Purchases 10,200 6,626 (3,574)35%
Interfunctional Adjustments (6,300) (6,300) 0%
Total Expenditures 232,800 225,606 (7,194)3%
Total Net Levy 232,800 225,606 (7,194)3%
105
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (42,000) (41,399) 601 1%
Total Revenues (42,000) (41,399) 601 1%
Expenditures
Labour 456,200 393,957 (62,243)14% 1
Purchases 26,300 35,004 8,704 33% 2
Interfunctional Adjustments (151,100) (147,334) 3,766 2%
Total Expenditures 331,400 281,627 (49,773)15% 0
Total Net Levy 289,400 240,228 (49,172)17% 0
Notes
1 FT labour under $65,000 - Vacancies throughout the year
2 Recruitment expenses
106
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (73,700) (77,039) (3,339)5%
User Charges (22,953) (22,953)100% 1
Specified Revenue (184,318) (184,318)100% 2
Total Revenues (73,700) (284,310) (210,610)286% 0
Expenditures
Labour 641,400 579,993 (61,407)10% 3
Purchases 252,600 253,203 603 0%
Contracted Services 217,000 216,035 (965)0%
Contribution to Reserves 202,378 202,378 100% 1, 2
Interfunctional Adjustments 246,400 246,396 (4)0%
Debt Principal & Interest 312,000 307,256 (4,744)2%
Total Expenditures 1,669,400 1,805,261 135,861 8% 0
Total Net Levy 1,595,700 1,520,951 (74,749)5%
Notes
1 Sidewalk contribution from Developer (Victoria Woods Subdivision) - $18,000
2 DC Revenue
3 FT Labour under budget $64,000 - Vacancies througout the year
107
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Total Revenues
Expenditures
Labour 200,000 185,852 (14,148)7% 1
Purchases 124,500 107,603 (16,897)14% 2
Contracted Services 3,000 3,320 320 11%
Interfunctional Adjustments 195,900 195,792 (108)0%
Total Expenditures 523,400 492,567 (30,833)6% 0
Total Net Levy 523,400 492,567 (30,833)6% 0
Notes
1 FT Labour under $18,200 ($12,500 from early winter HEO dismissal), OT over $4,100
2 Supplies under $16,000 - Salt
108
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Levy, PILS (141,500) (138,298) 3,202 2%
Specified Revenue (40) (40)100%
Total Revenues (141,500) (138,338) 3,162 2%
Expenditures
Labour 25,000 18,180 (6,820)27% 1
Purchases 500 28,060 27,560 5512% 2
Contracted Services 25,000 34,686 9,686 39% 3
Contribution to Reserves 44,900 11,245 (33,655)75% 4
Interfunctional Adjustments 31,700 31,704 4 0%
Debt Principal & Interest 14,400 14,467 67 0%
Total Expenditures 141,500 138,342 (3,158)2%
Total Net Levy 4 4
Notes
1 FT Labour under budget $5,300 - less winter maintenance needed in Q1
2 Insurance claim
3 Parking Lot sink hole repair $5,800, Snow removal over $4,100
4 Smaller contribution to reserve due to unexpected expenses
109
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (220) (220)100%
Total Revenues (220) (220)
Expenditures
Labour 28,600 40,271 11,671 41% 1
Purchases 283,700 291,885 8,185 3%
Contracted Services 3,000 3,035 35 1%
Interfunctional Adjustments 19,200 19,200 0%
Total Expenditures 334,500 354,391 19,891 6% 0
Total Net Levy 334,500 354,171 19,671 6% 0
Notes
1 Increased FT labour allocation from Hydro Services $11,700
110
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (5,000) (5,000) 0%
User Charges (501,900) (433,486) 68,414 14% 1
Other Revenue (330) (330)100%
Total Revenues (506,900) (438,816) 68,084 13% 0
Expenditures
Labour 182,500 175,142 (7,358)4%
Purchases 296,900 239,247 (57,653)19% 2
Contracted Services 44,800 53,304 8,504 19% 3
Contribution to Reserves 6,000 6,000 0%
Interfunctional Adjustments 10,100 10,092 (8)0%
Debt Principal & Interest 38,900 38,840 (60)0%
Total Expenditures 579,200 522,625 (56,575)10% 0
Total Net Levy 72,300 83,809 11,509 16% 0
Notes
1 Fuel sales revenue under $58,200; land tax recovery under $12,700
2 Fuel purchases under budget $56,300
3 Legal expenses over budget $4,800
111
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Specified Revenue (8,200) (8,200)100% 1
Total Revenues (8,200) (8,200)
Expenditures
Labour 49,300 38,583 (10,717)22% 2
Purchases 3,700 310 (3,390)92%
Contracted Services 48,000 57,330 9,330 19% 3
Contribution to Reserves 8,200 8,200 100% 1
Interfunctional Adjustments 24,000 24,000 0%
Total Expenditures 125,000 128,423 3,423 3%
Total Net Levy 125,000 120,223 (4,777)4%
Notes
1 DC Revenue
2 FT Labour under budget $10,700 - allocation within Roads department
3 Subcon expense over budget $9,300
112
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (110,200) (119,956) (9,756)9% 1
User Charges (110,500) (129,956) (19,456)18% 2
Total Revenues (220,700) (249,912) (29,212)13% 0
Expenditures
Labour 70,500 63,598 (6,902)10% 3
Purchases 97,000 117,533 20,533 21% 2
Contracted Services 112,500 117,566 5,066 5% 1
Interfunctional Adjustments 115,400 115,392 (8)0%
Total Expenditures 395,400 414,089 18,689 5%
Total Net Levy 174,700 164,177 (10,523)6% 0
Notes
1 Brush, Grass & Leaves over $8,600
2 More bag tags purchased & sold
3 Net labour under budget $6,900
113
YTD Budget Actuals Variance Project Status Project Listing130 Fleet051 Replace #70 Fire pumper truck3820 Debt Proceeds(497,500) (497,500) 5425 Sp Proj Exp497,500 498,279 779 Total 051 Replace #70 Fire pumper truck 779 779 2016 CFWD Complete052 Replace #062 plow truck 3820 Debt Proceeds(260,000) (260,000) 5425 Sp Proj Exp260,000 260,404 404 Total 052 Replace #062 plow truck 404 404 2016 CFWD Complete053 Replace #023 Service truck 3900 Contr from Res(120,000) (120,000) 5425 Sp Proj Exp120,000 123,323 3,323 Total 053 Replace #023 Service truck 3,323 3,323 2016 CFWD Complete058 Pickup Truck Rep #029 3300 Misc Rev(500) 500 5505 Subcon Exp500 (500)Total 058 Pickup Truck Rep #029 Complete059 Pickup Truck Rep #025 3900 Contr from Res(35,000) (35,000) 5425 Sp Proj Exp35,000 37,274 2,274 Total 059 Pickup Truck Rep #025 2,274 2,274 Complete060 Snowplow Truck Rep #064 3820 Debt Proceeds(275,000) 275,000 5505 Subcon Exp275,000 (275,000)Total 060 Snowplow Truck Rep #064 Ordered - Delivery pending114
YTD Budget Actuals Variance Project Status Project Listing061 Sidewalk Machine Rep#083 3820 Debt Proceeds(150,000) (158,440) (8,440)5505 Subcon Exp150,000 158,440 8,440 Total 061 Sidewalk Machine Rep#083 Complete062 Service Truck Rep#044 3825 Debt - User pay(160,000) 160,000 5505 Subcon Exp160,000 (160,000)Total 062 Service Truck Rep#044 Ordered - Delivery pending063 Service Truck Rep#042 3300 Misc Rev(500) 500 5505 Subcon Exp500 (500)Total 063 Service Truck Rep#042 Pending delivery of Truck #044064 Street Sweeper Rep#085 3900 Contr from Res(280,000) 280,000 5505 Subcon Exp280,000 (280,000)Total 064 Street Sweeper Rep#085 Ordered - Delivery pending078 Disposal of Fleet Assets 3810 Sale of Assets (69,180) (69,180)5425 Sp Proj Exp 3,034 3,034 5950 Contrib to Res 66,146 66,146 Total 078 Disposal of Fleet Assets Complete086 Hydro Cable Truck Rep#074 3825 Debt - User pay(300,000) 300,000 5505 Subcon Exp300,000 (300,000)Total 086 Hydro Cable Truck Rep#074 Postponed to 2018115
YTD Budget Actuals Variance Project Status Project Listing087 Hydro Service Truck Rep#041 3825 Debt - User pay(65,000) 65,000 5505 Subcon Exp65,000 (65,000)Total 087 Hydro Service Truck Rep#041 Postponed to 2018089 55hp Tractor-ServExpansion#089 3820 Debt Proceeds(50,000) (41,560) 8,440 3905 Contr from DC Res(25,000) (17,706) 7,294 5425 Sp Proj Exp75,000 59,266 (15,734)Total 089 55hp Tractor-ServExpansion#089 CompleteTotal 130 Fleet 6,780 6,780 116
YTD Budget Actuals Variance Project Status Project Listing210 Engineering 210 OSIM Bridge Inspection 3900 Contr from Res(9,700) (2,615) 7,085 5425 Sp Proj Exp40,000 32,915 (7,085)Total 210 OSIM Bridge Inspection30,300 30,300 Complete212 Broadway & Glendale Ped X 3820 Debt Proceeds(40,000) 40,000 3900 Contr from Res(28,400) 28,400 5425 Sp Proj Exp90,000 (90,000)5950 Contrib to Res 21,600 21,600 Total 212 Broadway & Glendale Ped X21,600 21,600 In Progress213 Mid-Block Ped Crossing 3200 Grants&S-Fed(25,000) (25,430) (430)5425 Sp Proj Exp25,000 25,430 430 Total 213 Mid-Block Ped Crossing Complete214 Broadway&Oxford Audible Acess 3200 Grants&S-Fed(45,000) (44,173) 827 3210 Grants&s-Oth(20,000) (18,490) 1,510 5505 Subcon Exp65,000 62,663 (2,337)Total 214 Broadway&Oxford Audible Acess Complete215 QuarterTownLine Corridor Mnmt 3905 Contr from DC Res(50,000) (26,753) 23,247 5505 Subcon Exp50,000 26,753 (23,247)Total 215 QuarterTownLine Corridor Mnmt CompleteTotal 210 Engineering51,900 51,900 117
YTD Budget Actuals Variance Project Status Project Listing220 Roads 226 Rdge Blvrd Stage 2 5505 Subcon Exp 4,921 4,921 Total 226 Rdge Blvrd Stage 2 4,921 4,921 2016 CFWD Complete229 Annual Resurfacing 3200 Grants&S-Fed(32,600) (32,600) 3205 Grants&S-Prov(50,400) (50,400) 5505 Subcon Exp282,600 294,435 11,835 Total 229 Annual Resurfacing199,600 211,435 11,835 Complete231 Connecting Link Resurfacing 3205 Grants&S-Prov(835,800) 835,800 3900 Contr from Res(92,900) 92,900 5505 Subcon Exp928,700 (928,700)Total 231 Connecting Link Resurfacing Postponed to 2018232 Trottier stage 4 3200 Grants&S-Fed(217,000) (210,119) 6,881 5505 Subcon Exp217,000 210,119 (6,881)Total 232 Trottier stage 4 2016 CFWD Complete233 Riverview Stage 1 3200 Grants&S-Fed(142,700) (142,700) 3820 Debt Proceeds(57,300) (57,300) 3900 Contr from Res(8,800) (8,659) 141 5505 Subcon Exp208,800 208,659 (141)Total 233 Riverview Stage 1 2016 CFWD Complete118
YTD Budget Actuals Variance Project Status Project Listing240 North St -sidewalks 3905 Contr from DC Res(65,000) (51,723) 13,277 5505 Subcon Exp65,000 51,723 (13,277)Total 240 North St -sidewalks Complete245 Riverview Stage 2 3200 Grants&S-Fed(387,400) 387,400 5505 Subcon Exp387,400 (387,400)Total 245 Riverview Stage 2 In Progress - surface asphalt in 2018246 Newell Rd Reconstruction 3200 Grants&S-Fed(218,900) (235,810) (16,910)3205 Grants&S-Prov(218,900) (236,458) (17,558)3905 Contr from DC Res(349,700) (235,161) 114,539 5505 Subcon Exp787,500 707,429 (80,071)Total 246 Newell Rd Reconstruction Complete247 Potters Rd sidewalk 5505 Subcon Exp45,000 46,880 1,880 Total 247 Potters Rd sidewalk45,000 46,880 1,880 Complete258 Concession St E 3205 Grants&S-Prov(374,400) 374,400 5505 Subcon Exp374,400 (374,400)Total 258 Concession St E 55% of Grant funds advanced in 2017Total 220 Roads244,600 263,236 18,636 119
YTD Budget Actuals Variance Project Status Project Listing230 Parking 235 Streetlights 964 Brookside 3300 Misc Rev (23,978) (23,978)5200 Materials/Inventory 20,588 20,588 5505 Subcon Exp 3,390 3,390 Total 964 Brookside Complete970 Sandy Court 3300 Misc Rev (18,200) (18,200)5200 Materials/Inventory 13,633 13,633 5505 Subcon Exp 4,566 4,566 Total 970 Sandy Court (1) (1) Complete977 Andrews Crossing 3300 Misc Rev (9,082) (9,082)5505 Subcon Exp 9,082 9,082 Total 977 Andrews Crossing CompleteTotal 235 Streetlights (1) (1)120
YTD Budget Actuals Variance Project Status Project Listing240 Airport 324 Self-Serve Fueling Conversion 3900 Contr from Res(50,000) (50,000) 5505 Subcon Exp50,000 50,000 Total 324 Self-Serve Fueling Conversion Complete325 MainRunway Crack Sealing 3900 Contr from Res(7,400) (7,268) 132 5505 Subcon Exp30,000 29,868 (132)Total 325 MainRunway Crack Sealing22,600 22,600 CompleteTotal 240 Airport22,600 22,600 121
YTD Budget Actuals Variance Project Status Project Listing260 Storm Sewers 232 Trottier stage 4 3200 Grants&S-Fed(57,500) (55,819) 1,681 5505 Subcon Exp57,500 55,819 (1,681)Total 232 Trottier stage 4 2016 CFWD Complete233 Riverview Stage 1 3820 Debt Proceeds(40,000) (40,000) 3900 Contr from Res(70,000) (69,992) 8 5505 Subcon Exp110,000 109,992 (8)Total 233 Riverview Stage 1 2016 CFWD Complete245 Riverview Stage 2 5505 Subcon Exp147,500 119,347 (28,153)5950 Contrib to Res 28,152 28,152 Total 245 Riverview Stage 2147,500 147,499 (1) Complete246 Newell Rd Reconstruction 3200 Grants&S-Fed(130,800) (53,747) 77,053 3205 Grants&S-Prov(130,800) (53,747) 77,053 3905 Contr from DC Res (53,746) (53,746)5505 Subcon Exp261,600 161,240 (100,360)Total 246 Newell Rd Reconstruction Complete258 Concession St E 3205 Grants&S-Prov(66,100) 66,100 5505 Subcon Exp66,100 (66,100)Total 258 Concession St E 55% of Grant funds advanced in 2017353 Paget & Rolling Meadows Drain 3205 Grants&S-Prov(230,000) 230,000 5505 Subcon Exp230,000 20 (229,980)Total 353 Paget & Rolling Meadows Drain 20 20 Complete Total 260 Storm Sewers147,500 147,519 19 122
YTD Budget Actuals Variance Project Status Project Listing280 Solid Waste & Recycling 443 Transfer Station Improvements 3900 Contr from Res(21,000) 21,000 5425 Sp Proj Exp130,000 (130,000)5950 Contrib to Res 109,000 109,000 Total 443 Transfer Station Improvements109,000 109,000 Substantially completedTotal 280 Solid Waste & Recycling109,000 109,000 123
Report Title 2017 Fourth Quarter Recreation, Culture and Parks
Report No. RCP 18-12
Author Rick Cox
Meeting Type Council Meeting
Council Date March 26, 2018
Attachments • RCP 2017 Q4 Operational and Capital Financial
Summaries
Page 1 / 4 RCP 18-12 - Recreation Culture and Parks
RECOMMENDATION
THAT Council receives Report RCP 18-12, 2017 Fourth Quarter Recreation, Culture and Parks, as information.
EXECUTIVE SUMMARY
This report provides Council with the January 1, 2017 to December 31, 2017 Department year to
date operational and financial results for Recreation, Culture & Parks.
BACKGROUND
2017 Business Objectives
Division Item Target Date Status Programs & Services Host the 3rd Run The Runway event to generate funds in support
of the F.A.R.E. subsidy program. Q2 Complete
Implementation (training) of new Recreation Management
Software to replace current CLASS software in 2018. Q1-Q4 In Progress
Grow participation and revenue with an expanded calendar of
adult and youth recreation programs. Q1-Q4 In Progress
Implement Liquid Gym/Water Bike Program. Q1-Q4 Complete
Implement capital levy surcharge on pool fees to fund pool deck
replacement and future improvements. Q2 Complete
Implement capital levy surcharge on waterpark admissions to fund
capital repairs and improvements. Q2 Complete
Implement marketing strategy for facility rentals at the TCC. Q2 In Progress
Apply for grant funding to host 3 Physical Literacy Workshops and
Physical Literacy Summit. Q1-Q4 Complete
Open retail storefront for Town merchandise & select sporting
goods Q1 Complete Culture & Heritage Canada 150 Events – Dr. Hevenor Art Exhibition, Dominion Days,
Confederation Challenge, String Fling, Canada Day. etc. Q1-Q4 Complete
Oxford Remembers – Oxford’s Own. Project to commemorate
100th Anniversary of W.W. I Q2-Q4 Complete
124
Page 2 / 4 RCP 18-12 - Recreation Culture and Parks
Division Item Target Date Status
Wilde Week – to celebrate 135th Anniversary of Oscar Wilde’s visit
to Oxford County and his influence on the decoration of Annandale
NHS
Q2 Complete
Additional Exhibits & Events as listed in 2017 Calendar including
special Exhibit and programs commemorating the 80th
Anniversary of the Great Flood
Q1-Q4 Complete Parks & Facilities Review of contracted cleaning services model Q3 Deferred to
2018
Complete repairs of Carroll Trail Q1-Q2 Complete
Continue implementation of Cemetery Master Plan (columbaria
area, road network extensions, scattering garden). Q3 Complete
Annual playground equipment replacement program Q1-Q2 Deferred to
2018
Continue implementation of the Memorial Park Revitalization Plan Q1-Q4 On Schedule
Roof rehabilitation, repairs and replacements at TCC Q3 Complete
TCC Fire alarm system panel and exterior door replacements Q2 Deferred to
2018
Continue implementation of the Asset Management Action Plan Q1-Q4 On Schedule
LLWP maintenance (slide tower, basin, spray elements) Q1-Q4 On Schedule
Indoor pool deck replacement and asbestos removal Q3 Asbestos complete;
Deck deferred to
2018
TCC Lions Auditorium kitchen upgrades phase 1 Q2 Approval
received in Q4
Rink area LED light conversion Q3 Complete
TCC Energy Retrofit pre-tender technical design (I.B. Storey) Q2-Q3 Complete
Physical security report on all facilities Q1 Deferred to
2018
Joy Mausoleum Repairs Q2 Complete
Cemetery Rear Yard Fencing Q2 Deferred to
2018
Replacement of Museum program room floor tile Q2 Complete
Repair of Annandale House eaves & fascia Q2 Deferred to
2018
Customer Service Centre Façade brick repair/restoration Q2 Cancelled
Relocation of the water stack in the server room at the Customer
Service Centre Q1 In progress
Dog Park 2017 Build Complete
Enhanced Beautification Q2-Q3 Complete
125
Page 3 / 4 RCP 18-12 - Recreation Culture and Parks
Key Indicators
FINANCIAL IMPACT/FUNDING SOURCE
The RCP Department’s 2017 Q4 operational and capital financial variance summary is as
follows:
Key Indicators 2017 2016 % change Comment
Museum: attendance - headcount 13,159 12,194 8%
Programs: Advanced/Leadership - headcount 99 184 -46% Indoor pool closure prevented summer leadership program
Programs: Aquatic registrations - headcount 4,083 4,052 1%
Programs: Public Swim attendance - headcount 11,877 12,299 -3%Indoor pool closure impacted attendance
Programs: Memberships sold 2,092 1,735 21%
Programs: Health Club attendance - headcount 24,707 28,345 -13%Indoor pool closure, NHL event impacted attendance
Programs: Water Fitness attendance - headcount 10,339 10,214 1%
Programs: Land Fitness attendance - headcount 2,389 2,002 19%Yoga attendance increased
Programs: Public Skating attendance - headcount 3,797 3,591 6%Free program
Programs: Roller Skating attendance - headcount 503 350 44%Popular program
Programs: Squash Courts - headcount 1,101 1,452 -24%Decline in squash memberships
Programs: Waterpark attendance - headcount 16,098 25,932 -38%Bad weather, water clarity early closures
Programs: Youth registrations - headcount 4,003 4,166 -4%Change from dance to gymnastics is building numbers again
Programs: Advertising revenue (guide,boards,fences)52,115$ 46,127 13%increased Recreation Guide advertising vs no ball fence ads
Programs: Rink bookings (ice) -hours 5,831 4,625 26%significant increase in casual and mini rink users
Programs: Rink bookings (floor) - hours 600 165 263%ball hockey, dog show, NHL event
Programs: Tournaments (ice/pool/field)17 15 13%
Programs: Room rentals (non-admin)933 757 23%Many more meetings, fewer large rentals
Programs: Aquatic user fees collected 14,008.60$ - N/A New fee for 2017
Programs: Rental insurance program 5,138.78$ - N/A New program for 2017
Cemetery: Niche & Plot sales (count)76 69 10%Above average sales activity reflected in revenue
Cemetery: Interments (count)136 122 11%Above average interment activity reflected in revenue
Data for Q1-Q4
Division 2017 Budget 2017 Actual Variance
(surplus)/deficit
Cemetery 143,300 107,527 (35,773)
Parks 544,200 573,338 29,138
Community Programs 37,000 66,025 29,025
Recreation Programs 297,800 341,137 43,337
Facilities 2,213,300 2,097,248 (116,052)
EFC (32,400) (46,893) (14,493)
Museum 307,700 301,702 (5,998)
Operational Totals 3,510,900 3,440,084 (70,816)
Cemetery 67,000 67,088 88
Parks 80,000 148,302 68,302
Community Programs 0 0 0
Recreation Programs 0 0 0
Facilities 195,000 196,144 1,144
EFC 0 0 0
Museum 10,000 10,000 0
Capital Totals 352,000 421,534 69,534
Consolidated RCP Total 3,862,900 3,861,618 (1,282)
126
Page 4 / 4 RCP 18-12 - Recreation Culture and Parks
The RCP Department realized a consolidated surplus of $1,282 at the end of 2017. This reflects a net operational surplus of $70,816 and a net capital deficit of $69,534.
The largest contributor to the operational surplus in the Cemetery Division was significantly
above average sales and services revenue ($27,477). This level of sales is unlikely to be repeated in 2018 and so 2018 budget targets remain in line with historic average sales.
The largest contributor to the operational deficit in the Parks Division was $33,000 over budget
in subcontracted tree services to address safety concerns and storm damage. This cost has
consistently been a pressure point and the 2018 budget allocation for this purpose has been
increased by $28,500. On the capital side, the main contributors to the deficit of $68,302 in
parks projects were $33,252 for the Carroll Trail repairs and $34,199 for the Memorial Park Master Plan Implementation.
The largest contributors to the deficit in the Community Programs Division were the net loss of
$14,700 from the Canada 150 Tree program and $13,419 in labour costs for supporting the
various events. As 2017 was the first year the Town captured these labour costs in one location, no labour budget allocation was carried in this Division. For 2018, the approved budget has a
labour allocation for this purpose of $6,600.
The largest contributor to the deficit in the Recreation Programs Division was less than budget
user charges from all sources totalling $127,613. The poor season at Lake Lisgar Waterpark and
the indoor pool closure was reflected in admissions that were $25,000 lower than budget and concession sales that were $16,000 lower than budget. Revenue from adult program fees and memberships was under budget by $46,000 due to strong competition from a new provider and
member dissatisfaction at facility closures. Youth program revenue was under budget by
$32,000 because of both a decline in participation for after-school recreation programs and a
reduction in the number of swimming lesson offerings due to insufficient availability. In-season rent revenue shows as below budget by $38,000, offset by $39,000 over budget in summer rent revenue.
The Facilities Division achieved a significant surplus of $116,052. The two main contributing
factors are $69,714 in labour savings, mostly from vacancies and $60,000 under budget in utility
costs. In particular, hydro consumption levels have been reduced over previous levels since installation of the LED lighting systems at the end of July.
The overall $5,998 surplus at the Museum results from less-than-budget spending on building
maintenance and other program costs to mitigate less-than-budget revenue from events.
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
This report 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
127
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (129,900) (157,377) (27,477)21% 1
Other Revenue (6,500) (4,637) 1,863 29%
Total Revenues (136,400) (162,014) (25,614)19% 0
Expenditures
Labour 134,000 121,003 (12,997)10% 2
Purchases 42,400 51,388 8,988 21% 3
Contracted Services 20,000 17,460 (2,540)13%
Interfunctional Adjustments 83,300 79,690 (3,610)4%
Total Expenditures 279,700 269,541 (10,159)4%
Total Net Levy 143,300 107,527 (35,773)25% 0
Notes
1 Services revenue over $11,000; Plot sales over $8,000; Foundation revenue over $6,800
2 FT Labour under budget $10,000
3 Maintenance & supplies over budget $9,000 - offset by increase in revenue
128
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (34,000) (34,597) (597)2%
Other Revenue (2,600) (3,568) (968)37%
Total Revenues (36,600) (38,165) (1,565)4%
Expenditures
Labour 163,600 167,550 3,950 2%
Purchases 112,300 80,662 (31,638)28% 1
Contracted Services 124,300 182,872 58,572 47% 2
Contribution to Reserves 11,000 16,173 5,173 47% 3
Interfunctional Adjustments 89,400 88,941 (459)1%
Debt Principal & Interest 80,200 75,305 (4,895)6%
Total Expenditures 580,800 611,503 30,703 5%
Total Net Levy 544,200 573,338 29,138 5%
Notes
1
2 Trees subcontracted services over budget $33,000; sportsfield maintenance over budget $24,500
3 Debt payment for new trail
Supplies under budget $8,900; Equipment S&R under budget $9,200; HL&W under budget $3,500; Special projects under
budget $3,000 - tablets & tree services not purchased; Equipment rental under budget $2,700
129
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (3,000) (10,250) (7,250)242% 1
User Charges (17,295) (17,295)100% 2
Other Revenue (7,772) (7,772)100% 3
Contribution from Reserves (10,000) (10,000)100% 4
Total Revenues (3,000) (45,317) (42,317)1411% 1
Expenditures
Labour 13,419 13,419 100% 5
Purchases 40,000 97,923 57,923 145% 6
Total Expenditures 40,000 111,342 71,342 178% 0
Total Net Levy 37,000 66,025 29,025 78% 0
Notes
1 Cultural Advisory Committee council grant
2 Canada 150 Tree program revenue $6,300; Splash & Boots Revenue $11,110
3 Fireworks donation
4 NHL Centennial event
5 Labour for various events
6 Turtlefest - $3,500; NHL - $10,000; Canada 150 - $3,000; Fireworks - $11,000; Harvestfest - $4,500; Canada 150 tree
program $21,000
130
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (42,700) (48,881) (6,181)14% 1
User Charges (1,366,200) (1,238,587) 127,613 9% 2
Other Revenue (32,000) (36,286) (4,286)13%
Total Revenues (1,440,900) (1,323,754) 117,146 8% 0
Expenditures
Labour 1,404,500 1,335,677 (68,823)5% 3
Purchases 262,200 258,870 (3,330)1%
Interfunctional Adjustments 57,400 55,669 (1,731)3%
Debt Principal & Interest 14,600 14,675 75 1%
Total Expenditures 1,738,700 1,664,891 (73,809)4%
Total Net Levy 297,800 341,137 43,337 15% 0
Notes
1 Summer experience program grant $3,000; Seniors special grant - $3,200 - offset by expenses
2
3 FT Labour under budget $17,200; PT Labour under $56,700
Admissions under budget $25,000; Memberships under budget $29,000; Youth program fees under budget $32,000; Adult
program fees under budget $17,000; Concession sales under budget $16,000
Arena Rent revenue under budget $38,000 offset by Arena Summer program rent revenue (over budget $39,000)
131
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (6,300) (7,300) (1,000)16%
Specified Revenue (51,181) (51,181)100% 1
Total Revenues (6,300) (58,481) (52,181)828% 1
Expenditures
Labour 796,100 726,386 (69,714)9% 2
Purchases 791,600 731,145 (60,455)8% 3
Contracted Services 201,600 216,438 14,838 7% 4
Contribution to Reserves 51,181 51,181 100% 1
Interfunctional Adjustments 42,000 42,000 0%
Debt Principal & Interest 388,300 388,579 279 0%
Total Expenditures 2,219,600 2,155,729 (63,871)3%
Total Net Levy 2,213,300 2,097,248 (116,052)5%
Notes
1 DC Revenue - $37,000; User pay debt - $14,000
2 FT labour under $61,000 - vacant positions; PT labour under $19,000; Overtime over budget $9,000
3 HL&W under budget $60,000
4 Maintenance work over budget $17,000
132
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (82,500) (99,961) (17,461)21% 1
Total Revenues (82,500) (99,961) (17,461)21% 0
Expenditures
Purchases 15,300 17,213 1,913 13%
Contracted Services 1,070 1,070 100%
Debt Principal & Interest 34,800 34,785 (15)0%
Total Expenditures 50,100 53,068 2,968 6%
Total Net Levy (32,400) (46,893) (14,493)45% 0
Notes
1 Increase in base rent
133
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (23,900) (20,799) 3,101 13%
User Charges (47,200) (27,943) 19,257 41% 1
Other Revenue (30,000) (16,530) 13,470 45% 2
Total Revenues (101,100) (65,272) 35,828 35% 0
Expenditures
Labour 269,400 265,584 (3,816)1%
Purchases 109,800 73,890 (35,910)33% 1, 2
Contracted Services 12,000 10,760 (1,240)10%
Interfunctional Adjustments 17,600 16,740 (860)5%
Total Expenditures 408,800 366,974 (41,826)10% 0
Total Net Levy 307,700 301,702 (5,998)2%
Notes
1 Program revenue under budget $15,000
2 Special revenue under budget $13,000
134
YTD Budget Actuals Variance Project Status Project Listing300 Cem501 Columbarium3300 Misc Rev(7,100) (8,000) (900)5425 Sp Proj Exp7,100 8,000 900 Total 501 Columbarium Complete503 Joy Mausoleum Repairs 5425 Sp Proj Exp20,000 20,088 88 Total 503 Joy Mausoleum Repairs20,000 20,088 88 Complete504 Implementation of Master Plan 3900 Contr from Res(21,100) 21,100 5505 Subcon Exp53,100 (53,100)5950 Contrib to Res 32,000 32,000 Total 504 Implementation of Master Plan32,000 32,000 In Progress506 Rear Yard Fencing 5505 Subcon Exp15,000 (15,000)5950 Contrib to Res 15,000 15,000 Total 506 Rear Yard Fencing15,000 15,000 In ProgressTotal 300 Cem67,000 67,088 88 135
YTD Budget Actuals Variance Project Status 450 Parks 622 Update of trails masterplan 3900 Contr from Res(2,000) (2,000) 3905 Contr from DC Res(18,000) (18,000) 5505 Subcon Exp20,000 20,000 Total 622 Update of trails masterplan Complete623 Parks Building 3300 Misc Rev(140,000) (137,751) 2,249 5425 Sp Proj Exp59,900 33,560 (26,340)5950 Contrib to Res80,100 104,191 24,091 Total 623 Parks Building Complete635 Coronation Park Pavilion 5505 Subcon Exp 851 851 Total 635 Coronation Park Pavilion 851 851 Complete636 Playground Expansion 3905 Contr from DC Res 5425 Sp Proj Exp30,000 (30,000)5950 Contrib to Res 30,000 30,000 Total 636 Playground Expansion30,000 30,000 In Progress637 Dog Park 3300 Misc Rev(3,500) (2,900) 600 3900 Contr from Res (2,900) (2,900)3905 Contr from DC Res (33,558) (33,558)5425 Sp Proj Exp 37,287 37,287 5950 Contrib to Res3,500 2,071 (1,429)Total 637 Dog Park Complete136
YTD Budget Actuals Variance Project Status 643 Implementation of Mem Park 3200 Grants&S-Fed(88,000) (128,000) (40,000)3705 Donation Rev(50,000) (50,000) 3900 Contr from Res(88,900) (88,900) 3905 Contr from DC Res (56,700) (56,700)5425 Sp Proj Exp276,900 407,799 130,899 Total 643 Implementation of Mem Park50,000 84,199 34,199 Complete644 Carroll Trail repairs 3200 Grants&S-Fed(125,000) (125,000) 3820 Debt Proceeds(75,000) (79,168) (4,168)3900 Contr from Res (67,299) (67,299)5505 Subcon Exp200,000 304,719 104,719 Total 644 Carroll Trail repairs 33,252 33,252 Complete645 Pump Track 3900 Contr from Res (977) (977)5505 Subcon Exp 977 977 Total 645 Pump Track Total 450 Parks80,000 148,302 68,302 137
YTD Budget Actuals Variance Project Status 460 Rec - Programs 411 TCC Conceptual Plans 3900 Contr from Res(25,000) 25,000 5505 Subcon Exp25,000 (25,000)Total 411 TCC Conceptual Plans Postponed655 Aquacycles 3900 Contr from Res (1,289) (1,289)5505 Subcon Exp 1,289 1,289 Total 655 Aquacycles CompleteTotal 460 Rec - Programs 138
YTD Budget Actuals Variance Project Status 465 Rec - Bldg Mtce 671 Physical Security Consultant 5505 Subcon Exp15,000 (15,000)5950 Contrib to Res 15,000 15,000 Total 671 Physical Security Consultant15,000 15,000 In Progress679 Outdoor Pool Maintenance 3820 Debt Proceeds(25,000) 25,000 3900 Contr from Res(25,000) 25,000 5425 Sp Proj Exp50,000 (50,000)Total 679 Outdoor Pool Maintenance In Progress681 Roof Repairs 3820 Debt Proceeds(167,500) (167,500) 3900 Contr from Res (16,854) (16,854)5505 Subcon Exp167,500 184,354 16,854 Total 681 Roof Repairs Complete685 Facility Asset Management 3205 Grants&S-Prov(50,000) (49,309) 691 5425 Sp Proj Exp50,000 49,309 (691)Total 685 Facility Asset Management Complete691 TCC Fire Panel Replacement 5505 Subcon Exp20,000 (20,000)5950 Contrib to Res 20,000 20,000 Total 691 TCC Fire Panel Replacement20,000 20,000 In Progress693 Auditorium Kitchen Renos 5505 Subcon Exp150,000 (150,000)5950 Contrib to Res 150,000 150,000 Total 693 Auditorium Kitchen Renos150,000 150,000 In Progress139
YTD Budget Actuals Variance Project Status 694 TCC Exterior Door Replacement 3820 Debt Proceeds(30,000) 30,000 5505 Subcon Exp30,000 (30,000)Total 694 TCC Exterior Door Replacement In Progress695 Asbestos Removal at WaterMeter 5425 Sp Proj Exp10,000 967 (9,033)5950 Contrib to Res 9,033 9,033 Total 695 Asbestos Removal at WaterMeter10,000 10,000 Complete696 Indoor Pool Deck Replacement 3825 Debt - User pay(100,000) 100,000 5505 Subcon Exp100,000 (100,000)Total 696 Indoor Pool Deck Replacement Postponed697 Rink LED Conversion 3210 Grants&s-Oth(20,000) (21,871) (1,871)3820 Debt Proceeds(90,000) (90,000) 5425 Sp Proj Exp110,000 109,330 (670)5950 Contrib to Res 2,541 2,541 Total 697 Rink LED Conversion Complete698 Design Energy Conservation 3820 Debt Proceeds(43,000) (43,000) 3900 Contr from Res(22,000) (22,000) 5425 Sp Proj Exp65,000 66,144 1,144 Total 698 Design Energy Conservation 1,144 1,144 CompleteTotal 465 Rec - Bldg Mtce195,000 196,144 1,144 140
YTD Budget Actuals Variance Project Status 475 Museum 764 Repair/Paint Eaves and Fascia 3300 Misc Rev(35,000) 35,000 5505 Subcon Exp35,000 (35,000)Total 764 Repair/Paint Eaves and Fascia In Progress765 Rep Prgm Room Floor Tiles 3900 Contr from Res(5,000) 5,000 5425 Sp Proj Exp15,000 8,032 (6,968)5950 Contrib to Res 1,968 1,968 Total 765 Rep Prgm Room Floor Tiles10,000 10,000 Complete766 HVAC Replacment 3300 Misc Rev (5,520) (5,520)3900 Contr from Res(30,000) (20,799) 9,201 5425 Sp Proj Exp30,000 26,319 (3,681)Total 766 HVAC Replacment CompleteTotal 475 Museum10,000 10,000 141
Report Title 2017 Fourth Quarter Fire Department
Report No. FRS 18-02
Author Jeff Smith
Meeting Type Council Meeting
Council Date March 26, 2018
Attachments • Financial Plan Summary
Page 1 / 4 FRS 18-02 Fourth Quarter Report 2017
RECOMMENDATION
THAT Council receives Report FRS 18-02, 2017 Fourth Quarter Fire Department, as information.
EXECUTIVE SUMMARY
To provide Council with the January 31, 2017 to December 31, 2017 Fire & Rescue Services
performance results.
SUMMARY OF OPERATIONAL RESULTS
2017 Business Objectives
Objective Target Date Status
Bunker Gear Decontamination Q3 Complete
Gas Detection & Air Monitoring Q3 Complete
Low Angle Rescue Q2 Complete
Fire Comm Infrastructure Reserve Q4 Complete
Traffic Signal Priority Control System Q3 Incomplete
Auto Extrication Equipment Q3 Complete
SCBA Reserve Contribution Q4 Complete
Live Fire Training Simulator O4 Complete
Fire Ground Equipment Q2 Complete
Strategic Planning Committee Ongoing Committee Work
Progressing
Succession Management Ongoing
Development training in progress. Reservist
Program depleted – hiring in Q1 2018.
Needs Assessment for Ladder 4 Q4 Complete
Fire Comm Customer Development Ongoing
CEMP Update Q3 Incomplete
Fire Underwriters Survey Q1 Complete
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Key Indicators
23 Firefighters on average attended training exercises with an average participation rate of 79%.
The year to date average is 22 Firefighters attending an average of 80% of training exercises.
The Average firefighter, year to date, has attended 73% of “Platoon” calls and 57% of “All Calls”. Fire Suppression Division emergency calls to end of Q4 are 3% higher than the same period
last year and 2% higher than the three year call volume average for the same period.
2017 Alarm Data (Year to Date)
OFM Response Type Total Incidents Total Staff Hours
Property Fires/Explosions 17 207
Overpressure Rupture/Explosion (No Fire) 8 106
Pre Fire Conditions/ No Fire 39 325
False Fire Calls 65 352
Carbon Monoxide False Calls 35 240
Public Hazard 25 225
Rescue 42 198
Medical/Resuscitator Call 19 77
Other Response 20 237
YTD 270 1967
2017 Dollar Loss / Loss Prevention
Number of Property Fire
Incidents
Estimated Property Value at
Risk
Estimated Structure Fire
Loss
Estimated Content Fire
Loss
Property Fire
Loss Prevented
Q1 1 $3,165,000 $0 $0 $3,165,000
Q2 6 $6,905,000 $6,000 $1,200 $6,897,800
Q3 2 $992,000 $1,000 $5,000 $986,000
Q4 1 $181,000 $0 $0 $181,000 Year to Date Total Fire Loss (structure & contents): $13,200
Fire Prevention Inspections
4th Quarter 2017
Year to Date
Assigned 4 26
In Progress 2 4
Follow Up 1 2
Legal Action 0 0
Rescinded 0 0
Closed 5 30
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Apparatus Utilization
Apparatus 2017
4th Quarter
2017
Year to Date
2016
4th Quarter
2016
Year End
Car 1 11 49 9 75
Car 2 17 80 25 97
Pumper 1 50 235 12 225
Pumper 2 12 106 37 189
Rescue 3 24 123 30 109
Ladder 4 34 155 28 164
Public Education
Types 2017 4th Quarter 2017 Year to Date 2016 4th Quarter 2016 Year End
Station Tours 1 5 0 7
Presentations 10 24 7 20
Newspaper/Media 0 2 2 4
Charity Event 0 4 0 4
Fire Communication Report
Town of Tillsonburg Calls
2017 4th Quarter On Call Called Out 2017 YTD On Call Called Out YTD
Customer Service 363 N/A 1261 N/A
OPP 31 N/A 120 N/A
WORKS 28 13 112 47
HYDRO 105 25 536 93
WATER 42 18 133 46
KENNEL 8 3 29 16
Tillsonburg Fire
2017 4th Quarter 2017 YTD
Administration Lines 135 546
Emergency Calls 93 614
Non Emergent Calls 126 973
Side Door 146 523
Fire Incidents 53 270
Fire Comm
2017 4th Quarter 2017 YTD
Emergency Calls 1314 5530
Non Emergent Calls 1912 8761
Fire Incidents 642 2483
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FINANCIAL IMPACT/FUNDING SOURCE
Fire & Rescue Service ended the year $50,242 under budget. Development Charge revenue is
$45,240 over budget. Purchases are $44,212 under budget. Labour was $23,600 over budget.
Police Services is $13,880 over budget. Grants were $34,952 over budget. Labour was $12,146 over budget. Reserve Contribution of $41,300 was not used as actual revenue was
higher than budgeted.
145
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
User Charges (332,600) (337,024) (4,424)1%
Specified Revenue (45,240) (45,240)100% 1
Total Revenues (332,600) (382,264) (49,664)15% 0
Expenditures
Labour 975,900 999,500 23,600 2%
Purchases 229,900 185,688 (44,212)19% 2
Contracted Services 82,100 61,410 (20,690)25% 3
Contribution to Reserves 45,240 45,240 100% 1
Interfunctional Adjustments 186,300 186,252 (48)0%
Debt Principal & Interest 17,900 13,335 (4,565)26%
Total Expenditures 1,492,100 1,491,425 (675)
Total Net Levy 1,159,500 1,109,161 (50,339)4%
Notes
1 DC Revenue
2 Suppression supplies under budget $20,000; Training under budget $16,000; PPE under budget $6,700
3 Subcontract expense under budget $17,000; Service agreements under budget $3,500
146
2017 2017 Actual % Note
YTD Budget YTD Actuals Variance Variance Reference
Revenues
Grants (45,800) (80,752) (34,952)76% 1
User Charges (320,400) (324,581) (4,181)1%
Specified Revenue (5) (5)100%
Contribution from Reserves (41,300) 41,300 100% 2
Total Revenues (407,500) (405,338) 2,162 1%
Expenditures
Labour 103,100 115,246 12,146 12% 3
Purchases 75,500 75,691 191 0%
Contracted Services 3,069,800 3,067,210 (2,590)0%
Contribution to Reserves 1,967 1,967 100%
Interfunctional Adjustments 8,600 8,604 4 0%
Total Expenditures 3,257,000 3,268,718 11,718 36%
Total Net Levy 2,849,500 2,863,380 13,880 49%
Notes
1 1,000 Officers grant
2 Unused PSU reserve - revenue was higher than budget, therefore did not need to pull this reserve
3 Backfilling position
147
YTD Budget Actuals Variance Project Status Project Listing150 Fire143 Fire Comm Infrastructure 5950 Contrib to Res20,000 20,000 Total 143 Fire Comm Infrastructure20,000 20,000 Complete144 Traffic Signal Priority System 3905 Contr from DC Res(32,000) 32,000 5425 Sp Proj Exp32,000 (32,000)Total 144 Traffic Signal Priority System In Progress147 Auto Extrication Eqpt 5425 Sp Proj Exp6,000 6,097 97 Total 147 Auto Extrication Eqpt6,000 6,097 97 Complete148 Fireground Equipment 5425 Sp Proj Exp26,000 23,104 (2,896)5950 Contrib to Res 2,896 2,896 Total 148 Fireground Equipment26,000 26,000 Complete149 Breathing Apparatus 5950 Contrib to Res25,000 25,000 Total 149 Breathing Apparatus25,000 25,000 Complete151 Live Fire Training Simulator 3900 Contr from Res(14,000) (8,013) 5,987 5425 Sp Proj Exp28,000 22,013 (5,987)Total 151 Live Fire Training Simulator14,000 14,000 Complete152 Bunker Gear Decontamination 5425 Sp Proj Exp14,000 9,942 (4,058)5950 Contrib to Res 4,058 4,058 Total 152 Bunker Gear Decontamination14,000 14,000 Complete148
YTD Budget Actuals Variance Project Status 153 Gas Detection and Air Monitori 3820 Debt Proceeds(26,000) (21,832) 4,168 5425 Sp Proj Exp26,000 21,832 (4,168)Total 153 Gas Detection and Air Monitori Complete154 Low Angle Rescue 5425 Sp Proj Exp9,000 4,539 (4,461)5950 Contrib to Res 4,461 4,461 Total 154 Low Angle Rescue9,000 9,000 CompleteTotal 150 Fire114,000 114,097 97 149
Report Title Community Transportation Update
Report No. CAO18-03
Author David Calder
Meeting Type Council Meeting
Council Date March 26, 2017
Attachments
Page 1 / 2 CAO 18-04 Community Transportation Updat
RECOMMENDATION
THAT Council receive report CAO 18-04 Community Transportation Update for information.
EXECUTIVE SUMMARY
At its meeting of March 12, 2018, the CAO advised Council that a brief update regarding
Community Transportation would be provided as the current Community Transportation Pilot
program and associated funding comes to an end March 31, 2018. The update was to provide
information regarding community transportation post March 31, 2018.
BACKGROUND
The Community Transportation Pilot Grant Program Steering Committee over the last few
months has been discussing how to move forward with Community Transportation after the
Community Transportation Pilot Program funding comes to an end March 31, 2018. The
Steering Committee has reported to Council and has requested that a Request for Proposal
(RFP) be drafted and released in order to seek a transit provider for the Town of Tillsonburg in
order to continue providing public transportation. Staff and the Community Transportation
Coordinator have been working on a draft of the RFP. Council has requested that the form and
content of an RFP come back to Council prior to any RFP being released. In the meantime, it is
recognized that the RFP and any subsequent proposals will not be completed prior to March 31,
2018. As a result, the Steering Committee has discussed a contingency plan for short term
continuation of the current Community Transportation program.
The Committee has discussed with the funding partners the need to continue the program
beyond March 31, 2018 while the RFP process takes place and a subsequent award to a
qualified vendor. There is an understanding under the current arrangements between the
partners that T:GO would continue to operate for a couple of additional months beyond the
March 31, 2018 to allow for the RFP process. This could take the provision of the current service
to the end of May. In addition, staff has been following up with the Province to see when
dedicated transit gas tax funding will be received by the Town of Tillsonburg. The Town is
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Page 2 / 2 CAO
anticipating seeing initial funds very soon. The first payment of the annual $54,000 will be
approximately $40,000 The funds will also assist in extending the service for the period between
the end of the pilot and through the RFP process.
FINANCIAL IMPACT
Funding for the pilot program as extended does run out on March 31, 2018. As a result, the
government grant funding under the pilot program will have been depleted. As transit currently
costs approximately $10,000 a month, the gas tax funds that the town will be receiving in 2018
($54,000) will cover the operating cost of T:GO over the next couple of months. As noted,
continued support in its current form from the community partners is anticipated in the short
term.
COMMUNITY STRATEGIC PLAN IMPACT
As noted in the Community Strategic Plan (CSP), the Community Transportation Program would
meet the CSP’s action items of exploring alternative transportation options and implement and
market a transportation program.
151
Report Title Outstanding New Home Construction Deposits
Report No. DCS 18-13
Author Geno Vanhaelewyn, Chief Building Official
Meeting Type Council Meeting
Council Date MARCH 26, 2018
Attachments
Page 1 / 4 DCS 18-13 - Outstanding New Home Constru
RECOMMENDATION
THAT Council receive report DCS 18-13 - Outstanding New Home Construction Deposits as
information;
AND THAT Council approves the transfer of deposit funds from the Construction Deposit
account to the Development remediation account effective December 31, 2017.
EXECUTIVE SUMMARY
Building Services and the Town auditor identified a need to close out open building permit
deposits. As a result, Building Services consulted with the Town’s solicitor and the Director of
Finance in establishing a course of action which is proposed to be implemented in Q2 of 2018.
BACKGROUND
As prescribed in Design Criteria Bylaw 3153, builders constructing new homes in the Town of
Tillsonburg are required to submit a refundable deposit of $1200.00 at the time of building permit
application. Where multiple building permits by a single builder have been issued, the
refundable deposit for the second and additional lots is $500.00. The deposit is returned once
specific criteria have been met, pursuant to section F7.04 of the bylaw. Notably, a final lot
grading certificate must be received and approved by Town Engineering staff, all construction
deficiencies must be corrected (approved final inspection) and confirmation from the Town
Works Dept. that no damage to curbs and sidewalks have been caused due to construction.
The Design Criteria has a relatively good compliance rate with many builders easily closing off
open permits shortly after occupancy permits are issued and deposits are returned. While many
builders easily comply, there are some builders, considered delinquent, who do not complete the
projects, leaving open building permits and deposits left unreturned. While there are a variety of
factors as to why some builders do not complete projects and these deposits are never returned,
one of the main reasons identified is that the $500.00 deposit that was established is too low.
To correct deficiencies, repair curb or sidewalk damage and/or obtain a final grading certificate
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will often cost a builder more than $500.00 and therefore no motivation to complete and close
out the permit. Secondly, some of the older permits are left open as a result of
builders/developers that have gone bankrupt or are out of business and no longer exist. Third,
in some instances where inspectors have re-inspected old open permits; the items have been
completed and the builders simply forgot to reschedule a final inspection to close the permit.
Other secondary factors related to open permits that are not builder related, such as the
increased use of title insurance since 2002 for real estate transactions was also identified as one
of the reasons open permits are not closed. In the past, solicitors would request a certificate
from Building Services for real estate transactions. The certificate issued by Building Services
would list any open permits and deficiencies related to the property in question and solicitors
acting for the purchaser would typically require that any deficiencies or open permits be resolved
prior to closing the real estate transaction. The use of title insurance has almost eliminated the
formal search request, therefore, leaving open permits undetected in a property sale. Permit
management was also an identified factor and is partially due to the required time to administer
and follow up with open permits. Administrating the return of deposits and closing out “stale”
permits is a burden on Town resources as Town staff time is better spent on facilitating current
permit applications/risks and working towards present economic development goals.
In review of risk management, building permits issued by the Chief Building Official require
permit holders to be in compliance with the Ontario Building Code Act and the regulations made
thereunder. One of these conditions requires the applicant/owner to provide notice to the Chief
Building Official of the required inspections including a final inspection in this case. This
requirement places the responsibility for permit holders to contact Building Services for a final
inspection and to close out open permits. The Chief Building Official also has a responsibility to
manage issued permits and must assess the risk associated with the status of all open permits
on a regular basis. The risk assessment of the permits in question have been identified as low
risk seeing that all of the permits have obtained occupancy approval which confirms that all of
the health and safety issues were completed. The typical deficiencies associated with these
open permits are submission of final grading certificates, exterior caulking, interior caulking, curb
damage, sidewalk damage, etc.
The Design Criteria deposit program started in the year 2000 and to this date the Town has
open permits and hold deposits from that year. In total, there are currently 241 open permits
totaling $148,579.50 in deposits held by the Town from the year 2000 to 2014 inclusive. The
following table identifies the number of open permits and deposit funds held by year.
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YEAR OPEN AMOUNT
2000 12 $10,683.50
2001 7 $4,700.00
2002 20 $12,100.00
2003 14 $9,800.00
2004 27 $13,596.00
2005 18 $9,400.00
2006 17 $11,000.00
2007 28 $15,600.00
2008 17 $13,600.00
2009 8 $6,200.00
2010 14 $8,600.00
2011 11 $7,200.00
2012 17 $8,500.00
2013 13 $7,200.00
2014 18 $10,400.00
Total 241 $148,579.50
The Town’s Finance Department was instructed by the Town auditor to implement provisions to
reduce the outstanding deposit account for financial reasons. As part of this direction and in
order to reduce open permits, staff consulted with other municipalities and the Town’s solicitor in
implementing the following steps to reduce risk to the Town and comply with the auditor
recommendations:
1. Building By-Law 4079 was updated in 2017 to include an additional building deposit up to
$1,000.00 with wording that the deposit is forfeited if the permit has not been closed
within one year from permit issuance with an option to extend the date by providing notice
for review and approval. The implementation of this increase in deposit appears to be
successful thus far in motivating contractors and homeowners to close out their permits
voluntarily. For those that do not close open permits, the funds that are forfeited will
provide funding for staff in the future to follow-up and ensure permits are closed in a
reasonable fashion.
2. Permit holders with outstanding deposits will be sent a final notice with wording that was
provided by the Town solicitor advising that the permit is open and must be closed within
six months of the notice date at which point the deposit will be forfeited. Although the
permit deposit will be forfeited, the permit will still remain open as per the solicitor’s
recommendation. Staff’s schedule is to send these notices to all open permit holders on
or before June 1, 2018.
3. Building Services will develop a policy assessing the risk of typical deficiencies that are
not occupancy related but required to be competed for a final inspection in order to close
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Page 4 / 4 CAO
out the permit. The proposed policy will note specific deficiencies that may be listed as
an outstanding item on a final inspection report but will not require a re-inspection due to
the low risk associated with the noted deficiency. An example of this would be interior
caulking, minor exterior caulking, etc. This policy will allow permits to be closed with
minor noted deficiencies.
4. Operations staff to consider amending the Design Criteria By-Law to include similar
wording as the Building By-Law that will permit the deposit to be forfeited within a
specified time period if not completed.
CONSULTATION/COMMUNICATION
Consultation was completed with other municipalities, Director of Finance, Director of
Operations, Town auditor and the Town solicitor.
FINANCIAL IMPACT/FUNDING SOURCE
The cost associated to execute this task will be funded from 2018 Building Services budget.
Forfeited deposit funds will be used to fund the Development Remediation Reserve that was
established by Council in 2017. This reserve was created to provide a source of funding for the
installation, repair and replacement of outstanding development related municipal infrastructure
deficiencies. Finance recommends that we move all outstanding pre 2015 balances to this
reserve after the six month notice. Annually these deposits will be reviewed and transferred to
the reserve. (2015 will be transferred in 2019, etc.)
COMMUNITY STRATEGIC PLAN (CSP) IMPACT
N/A
155
Report Title 2017 Development Charge Annual Statement
Report No. FIN 18-05
Author JANELLE COSTANTINO
Meeting Type Council Meeting
Council Date MARCH 26, 2018
Attachments 2017 Reserve Fund Statement
Page 1 / 1 2016 Remuneration and Expenses
RECOMMENDATION
THAT FIN 18-05 2017 Development Charges Annual Statement be received;
AND THAT the Director of Finance ensure that the annual statement is made available to the public;
AND THAT the Director of Finance be directed to provide the annual statement to the Minister of Municipal Affairs and Housing on request.
EXECUTIVE SUMMARY
In accordance with Section 43(1) of the Development Charges Act (DCA), 1997, the Treasurer of the
Municipality shall each year give Council an annual statement relating to the development charge by-law
and reserve funds established under By-Law No. 3827. And in accordance with Section 43 (2) and
Section 43(3) of the Development Charges Act, 1997, the Treasurer shall ensure the statement is
available to the public and provide a copy of the statement to the Minister of Municipal Affairs and
Housing on request.
The attached statement provides the 2017 continuity schedule for the development charge reserve fund.
Within the fund, there are two types of Services – Discounted and Non-Discounted.
The DCA requires that development-related net capital costs for Recreation, Fleet and General services
be reduced by 10% when calculating the applicable development charge for these services. The 10%
share of the development-related net capital costs not included in the development charges calculation
must be funded from non-development charges sources.
Non-Discounted services may be fully funded by DC reserves.
FINANCIAL IMPACT/FUNDING SOURCE
The attached document summarizes the activity within the Development Charge reserve accounts.
Total revenue collected in 2017 is $358,122 while $493,347 in fees were used, resulting in $1,602,548
available for use in the future.
156
TOWN OF TILLSONBURGDevelopment Charge Reserve Funds StatementFor the Year Ended December 31, 2017Non-Discounted ServicesOpening Balance Collections Accrued InterestRepayment of Borrowed Funds Incl. InterestTransferred to Capital or Other FundsAmounts RefundedAmounts Loaned to other Service CategoryCreditsAmounts Borrowoed from Fund for Other Municipal PurposesClosing BalanceRoads (691,242) (180,612) (3,706) 367,383 (508,177) ProteconFire (185,950) (44,244) (996) - (231,190) Protecon Police (1,059) - (5) - (1,064) Parking (8,505) - (40) - (8,545) Storm Water (21,683) (8,076) (124) - (29,883) Discounted ServicesRecreation (322,263) (34,604) (2,569) 108,258 (251,178) Fleet (477,722) (71,882) (4,016) 17,706 (535,914) General (29,349) (6,982) (266) - (36,597) (1,737,773) (346,400) (11,722) - 493,347 - - - - (1,602,548)157
Report Title Surplus Debt Proceeds
Report No. FIN 18-06
Author JANELLE COSTANTINO
Meeting Type Council Meeting
Council Date MARCH 26, 2018
Attachments None
Page 1 / 1 Excess Debt Proceeds
RECOMMENDATION
THAT FIN 18-06 Surplus Debt proceeds be received;
AND THAT the surplus debt proceeds from the Gas Detection and Air Monitoring project of $4,168 be
allocated to the Carroll Trail project;
EXECUTIVE SUMMARY
Debt proceeds were issued to the Town based on the 2017 budget. The Fire department’s Gas Detection
and Air Monitoring project was allocated $26,000 in debt proceeds while RCP’s Carroll Trail repairs
project was allocated $75,000.
Total expenses of the Gas Detection project are $21,832 leaving $4,168 of excess debt proceeds.
Total expenses of the Carroll Trail repairs project are $289,455 versus funding sources of $267,299
creating a project deficit of $22,156 to be funded by taxation by decreasing the yearend surplus.
Leaving the funds unallocated is not an option as the Town does not have the authority to borrow funds
in excess of the capital cost, therefore any unallocated funds must be returned to the lender.
As such, staff recommends allocating the excess debt proceeds of $4,168 to the Carroll Trail repairs
project to decrease the taxation component to $17,988.
FINANCIAL IMPACT/FUNDING SOURCE
Allocating the remaining debt proceeds from the fire project to Carroll Trail repairs will increase the 2017
Town surplus from $270,064 to $264,232.
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Report Title Contributions to Reserves
Report No. FIN 18-07
Author JANELLE COSTANTINO
Meeting Type Council Meeting
Council Date MARCH 26, 2018
Attachments None
Page 1 / 1 Contributions to Reserves
RECOMMENDATION
THAT Council receives report FIN 18-07 Contributions to Reserves;
AND THAT $573,129 is contributed to reserves in 2017.
EXECUTIVE SUMMARY Throughout the course of the year capital projects identified in the 2017 Budget were either completed under budget, or are not yet completed and have a taxation component to be reserved to offset total costs. Staff requests the following items be contributed to Reserves.
Description Reason Reserve Fund Amount
#148 - Fire Ground Equipment Surplus Fire Department Equipment 2,896
#152 - Bunker gear decontamination Surplus Fire Department Equipment 4,058
#154 - Low angle rescue Surplus Fire Department Equipment 4,461
#212 - Broadway & Glendale Ped X WIP Engineering 21,600
#245 - Riverview Stage 2 Surplus Linear Infrastructure 28,152
#443 - Transfer Station improvements WIP Waste Management 109,000
#504 - Implementation of Cemetery master plan WIP Cemetery 32,000
#506 - Cemetery Rear yard fencing WIP Cemetery 15,000
#623 - Parks Building Land Sale Recreation Culture & Parks 104,191
#636 - Playground Expansion WIP Recreation Culture & Parks 30,000
#671 - Physical Security Consultant WIP Facility Infrastructure 15,000
#691 - TCC Fire Panel Replacement WIP Facility Infrastructure 20,000
#693 - TCC Auditorium Kitchen Renos WIP Facility Infrastructure 150,000
#695 - Asbestos Removal at water meter Surplus Facility Infrastructure 9,033
#697 - Rink LED conversion Surplus Facility Infrastructure 2,541
#765 - Museum floor tile Surplus Recreation Culture & Parks 1,968
LAS Natural Gas Rebate Surplus Facility Infrastructure 6,367
PSB special project Surplus Police Services Board 1,962
TCC Trail P&I Surplus Recreation Culture & Parks 4,900
Unused CIP costs Surplus Economic Development 10,000
Total 573,129
FINANCIAL IMPACT/FUNDING SOURCE
The 2017 results will include an additional contribution to reserves of $573,129.
159
Report Title Ground Lease Acknowledgement Agreement
Report No. FIN 18-10
Author JANELLE COSTANTINO
Meeting Type Council Meeting
Council Date MARCH 26, 2018
Attachments
By-Law 4185, To Authorize Ground Lease
Acknowledgement Agreement; and
Schedule A - Agreement; and Schedule B - Assignment
Page 1 / 1 Ground Lease Acknowledgement Agreement
RECOMMENDATION
THAT FIN18-10 Ground Lease Acknowledgement Agreement be received as information.
AND THAT By-Law 4185 be brought forward for Council consideration.
EXECUTIVE SUMMARY
SBLP Tillsonburg Town Centre Inc. the current tenant to the July 31, 1979 Ground Lease
agreement with the landlord, the Town of Tillsonburg, is in the process of obtaining a loan from CIBC. CIBC requires that the attached Ground Lease Acknowledgement Agreement be
executed by all parties.
The Town’s lawyer, William Dahms, Miller Thomson LLP, is of the opinion that this
agreement does not represent any new material obligation of the Town and is accordingly, recommending to the Town to sign such agreement.
By-Law 4185 is therefore being brought forth for Council consideration.
FINANCIAL IMPACT/FUNDING SOURCE
N/A
160
THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4185
BEING A BY-LAW to authorize a Ground Lease Acknowledgement Agreement between
the Corporation of the Town of Tillsonburg, CIBC Mortgages Inc., and SBLP Tillsonburg
Town Centre Inc.
WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to
enter into a Ground Lease Acknowledgement Agreement with CIBC Mortgages Inc. and SBLP
Tillsonburg Town Centre Inc.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. THAT Schedule “A” attached hereto forms part of this 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 26th DAY OF MARCH, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF MARCH, 2018.
________________________________
Mayor – Stephen Molnar
________________________________ Town Clerk – Donna Wilson
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Report Title Single Source Dispatch Console
Report No. FRS 18-03
Author Jeff Smith
Meeting Type Council Meeting
Council Date MARCH 26, 2018
Attachments None
Page 1 / 2 Single Source Dispatch Console
RECOMMENDATION
THAT Council receives report FRS 18-03 Single Source Dispatch Console;
AND THAT Council authorizes Staff to forego the purchasing policy for this particular capital item;
AND THAT the Single Source for the Dispatch Console is granted to Spectrum Communications
Limited.
EXECUTIVE SUMMARY
To obtain authorization to deviate from the Town’s purchasing policy in order to obtain a Fire
Dispatch console. BACKGROUND
During the 2018 budget deliberations, Council approved the purchase of a replacement Fire
Dispatch console as the current equipment is no longer supported by the supplier.
Per the Town’s Purchasing Policy, any purchase over $35,000 must be obtained through a Tender
or Request for Proposal. The budget for this item is set at $157,800, therefore requires a competitive
bid process. However, the policy also states: “The Tendering, RFP or purchasing process may not be required where the Goods or Services are
proprietary to one vendor, where there is only one supplier that can meet the Town’s needs within a
reasonable distance or where the cost of changing suppliers for a product or service already in place
is deemed to be exorbitant by the CAO. Upon written staff recommendations, Council shall, in its’ sole discretion determine whether a Bid, RFP or purchasing process may be forgone for these
reasons. Such exemption must be granted by resolution.”
As such, the Town is requesting the purchasing process be foregone for this particular capital item and a Single Source vendor be chosen. Staff are requesting Spectrum Communications Limited be named as the single source vendor for this purchase.
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Page 2 / 2 Golf course land balance clearing transaction
Spectrum Communications currently maintains the radio communications equipment in Fire Comm
and is familiar with our operational requirements. Spectrum Communications also services and
supports over 90% of our customers.
Spectrum Communications Limited does not manufacture the dispatch console but rather will
evaluate our necessities, determine the systems that are appropriate for our needs and obtain
competitive pricing from qualified dispatch console vendors on our behalf. Spectrum Communications Limited will then complete the installation of the new dispatch console system, including customization and commissioning. Spectrum Communications will also provide training to
staff members on the new console system.
FINANCIAL IMPACT/FUNDING SOURCE
The Dispatch Console purchase was approved with the 2018 budget for $157,800, funded from User
pay debt ($93,500), Reserves ($37,800) and Taxation ($26,500).
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ATTENDANCE
Henry Atkinson, Euclid Benoit, Andre Brisson, Valerie Durston, Geoffrey Lee, Rick Lee, John
Prno, Richard Van Maele Staff: Annette Murray Guests: Mel Blundell, Shane Clayton, Jeff Dean, Bill Hamilton, Greg Harvey, Jay Heaman, David Hillner, Mark Kniss, Reid McCall, Haresh Patel, Danny Richer, Robert Steidl, Karl Szordykowski, Tim Taylor, Paul Weber, Cameron
White, Jane Atkinson White,
MEMBERS ABSENT/REGRETS
Mel Getty, Chris Rosehart, Jeremy Stockmans, Dan Locke
Special Presentation
The presentation portion of the meeting was called to order at 11:08 a.m. Euclid Benoit welcomed everyone, and introduced special guests: Jay Heaman, Manager, Strategic
Initiatives, County of Oxford; Bill Hamilton, Conservation and Demand Management, London Hydro (working on conservation efforts with Tillsonburg Hydro); and Haresh Patel, Conservation
Account Manager, Hydro One.
Jay Heaman began the presentations by discussing Oxford County’s leadership role in sustainability, and the County’s willingness to work with the Town and Airport on green energy
projects. He reviewed the use of smart meter data to determine the hourly demand for
electricity at the airport. This is a key next step in moving forward and cannot be duplicated by simply totalling hydro bills. He then introduced Haresh Patel who polled the hangar users about
their personal concerns: Low Hydro Use/High Cost was the predominant issue with interest in
solar panel use and complexity of subsidy program applications also mentioned. Haresh discussed the makeup of a typical hydro bill, and went on to review the various conservation
programs available through Hydro One and SaveonEnergy.com. Jay followed up with a clarification of the existing Hydro One limitation on growth at the airport, calling it more of a “policy restraint” than a “physical restraint” to adding users. Next steps could involve a “status
quo” conventional system, or something more forward thinking like adding solar panels under Net Metering. Each has a user cost element. He advised that a capital subsidy (50%) program
for solar installations is coming this January, but that solar panels can no longer be placed on
Class A or B farmland. This would require placing panels on airport buildings or other lands. Net metering is a credit rather than cash payment. Essentially, the solar panel owner uses
The Corporation of the Town of Tillsonburg
AIRPORT ADVISORY COMMITTEE
Monday, December 11, 2017
11:00 a.m.
Tillsonburg Regional Airport CHAA Classroom
244411 Airport Rd., South-West Oxford
MINUTES
179
Airport Advisory Committee Meeting Minutes, December 11, 2017 - 2 -
energy produced by their panels, and any excess is returned to the grid with a credit generated and deducted from their total hydro bill on an annual basis. Due to the various charges inherent
in the bill, under Net Metering there is no way to reduce the bill to zero, regardless of how much
electricity is provided back to the grid. Numerous questions were asked and answered. Euclid Benoit thanked the presenters, and the presentation portion of the meeting was adjourned at
1:20 p.m.
1. Call to Order
The Airport Advisory Committee meeting was called to order at 1:30 p.m. Euclid Benoit sat as the Chair and John Prno acted as Recording Secretary for the meeting.
2. Adoption of Agenda
Resolution #1
Moved By: Andre Brisson Seconded By: Richard Van Maele
THAT the Agenda as prepared for the Airport Advisory Committee meeting of December 11,
2017, be adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None Declared
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of October 12, 2016
Resolution #2
Moved By: Richard Van Maele Seconded By: Valerie Durston
THAT the Minutes of the Airport Advisory Committee Meeting of October 12, 2016, be
approved.
Carried
5. Delegations and Presentations
As shown above
6. General Business & Reports
6.1. Business Arising
6.1.1. Review of the Committee Terms of Reference was deferred to the next
meeting to allow for a more fulsome review.
6.2. New Business
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Airport Advisory Committee Meeting Minutes, December 11, 2017 - 3 -
6.2.1. Airport Master Plan Move-Up
Annette Murray provided an update on the need to move up the Airport Master
Plan timeline to allow approvals of expected construction projects. With the
Budget timeline, there was no opportunity to bring this to the Committee prior.
As such, Staff moved the Airport Master Plan from the 2019 to 2018 Budget, and
the Hydro work from 2018 to 2019. Given the discussions during the earlier
presentations, the Committee members felt this was an appropriate change.
Selection of a consultant is expected early in the new year following Budget
approval.
7. Correspondence
7.1. None
8. Other Business
8.1. None
9. Closed Session
9.1. None
10. Next Meeting
The next meeting of the Airport Advisory Committee will be at 5:30 p.m., Tuesday, February
27, 2018.
11. Adjournment
Resolution #3
Moved By: Henry Atkinson Seconded By: Richard Van Maele
THAT the Airport Advisory Committee Meeting of December 11, 2017, be adjourned at 1:55
p.m.
Carried
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ATTENDANCE
Andrew Burns, Deb Gilvesy, Mel Getty, Lisa Gilvesy, Jesse Goossens, Councillor Jim Hayes, ,
Mayor Stephen Molnar, Lindsay Morgan, Ashton Nembhard, Steve Spanjers(Left 8:47 AM),
Randy Thornton(Left 8:57 AM), John Veldman
Staff Present: David Calder, Cephas Panschow
MEMBERS ABSENT/REGRETS
Kirby Heckford, Cedric Tomico
1. Call to Order
The meeting was called to order at 7:35 AM.
2. Adoption of Agenda
Moved By: D. Gilvesy Seconded By: S. Spanjers
Resolution # 1
THAT the Agenda for the Development Committee meeting of February 13, 2018 be
adopted.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared
4. Adoption of Minutes of Previous Meeting – January 16, 2018, February 5, 2018
Moved By: A. Burns Seconded By: J. Veldman
Resolution # 2
THAT the Minutes of the Development Committee Meeting of January 16, 2018 and
February 5, 2018 be approved.
Carried
5. Delegations and Presentations
5.1. Tourism Oxford
The Corporation of the Town of Tillsonburg
Development Committee
February 13, 2018
7:30 AM
Boardroom, Customer Service Centre
10 Lisgar Ave, Tillsonburg
MINUTES
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Development Committee Meeting Minutes (February 13, 2018) - 2 -
Committee welcomed Meredith Maywood, Tourism Specialist with the County of Oxford at
8:30 AM. County receives 1.1 million visitors per year of which 49% are visiting family and
friends, 22% visitor, 20% business, and 9% other. Of note is the 229,000 visitors that stay
overnight as that drives more local spending. Their role is to educate, help with market
readiness, partner, and tell stories to promote local assets like cheese trail, local growers,
food and accommodation. Their digital marketing campaigns are starting to grow and a
number of Tillsonburg area companies have participated. Overall, partners are reporting
increased visitors and activity. Tourism Oxford doesn’t plan events, but rather, they
facilitate. Suggestion to ensure that Turtlefest Committee is accessing available resources.
Anyone interested in finding out more information is invited to contact her directly.
6. Information Items
6.1. Community Strategic Plan – Public open house is being planned for Q2.
6.2. Post-Secondary Education – No update. Move to Monthly Project Updates.
6.3. Tillsonburg Hydro Inc – Chair Dan Rasokas presented to the Shareholder at last
night’s Council meeting. Information included accomplishments, long term asset
management plan, and new branding, which was released at the meeting. Provide a
copy of the presentation. It was noted that last night was the first night that the Council
meeting was streamed live to youtube. This should increase availability.
6.4. Town Hall Task Force – Meeting scheduled for Feb 21.
7. General Business & Reports
7.1. Elections
Moved By: S. Molnar Seconded By: J. Hayes
Resolution # 3
THAT Jesse Goosen be nominated for the position of committee Chair.
Carried
Moved By: S. Molnar Seconded By: R. Thornton
Resolution # 4
THAT Deb Gilvesy be nominated for the position of committee Vice-Chair.
Carried
7.2. Monthly Project Update – Building permit received for 253 Broadway. Business Park
drawings undergoing review by Ministry of Transportation. Parking survey results
indicate that there is overall capacity in the municipal parking lots, although specifics
lots are over –capacity. More information to be brought forward. S. Molnar advised that
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Development Committee Meeting Minutes (February 13, 2018) - 3 -
Tillsonburg was among a number of municipalities that received funding from the
Province through their “Main Street Revitalization Initiative” Tillsonburg’s allocation
appears to be $49,487.
7.3. Self-Employment Training Program – This program will be offered in Oxford County by
Community Futures Oxford and is designed to assist people on unemployment with
starting their own business. General comments that this is a good program.
7.4. Vacancy Tax Rebate Program Update
Province had provided opportunity in 2017 for municipalities to eliminate this program.
Oxford County had proposed eliminating it, but due to input from the business
community; including the Tillsonburg District Chamber of Commerce, Development
Committee and private property owners, they instead agreed to cap the participation at
five years. This was approved by County Council at their January 24 meeting.
Interpretation is that any use in the past will be included in the five year period. In
essence, this is a phase out of the program. There will be an opportunity to revisit in
the future. S. Molnar suggested that this is a win for the community and that there is
also an opportunity to create a “Made in Tillsonburg” solution. For example, consider
collecting previously rebated funds into reserve and then rebated after properties
improved. Question as to who will be tracking this? Likely local tax departments.
8. Committee Minutes & Reports
8.1. Tillsonburg District Chamber of Commerce – The Board welcomed Ian Barton,
Michael Kocheff and Tyler Wood as new members at their AGM. Stephanie Nevins
moved to past President and Lindsey Tribble is the new President.
8.2. Downtown Business Improvement Association – No update. Committee asked that
an alternate representative be provided. Add Downtown Street Light project to list of
monthly updates. AGM is scheduled for March 27.
8.3. Tillsonburg District Real Estate Board – January experienced strong sales activity,
which may be due, in part, to mortgage approvals granted prior to the change in
regulations.
8.4. Physician Recruitment – Recruitment ongoing and incentive program is achieving
objectives. May need to be tweaked slightly. Hospital foundation has received an
endowment of $300,000 to support medical education. Moving towards a “hospitalist”
model where a doctor provides in-hospital care instead of relying on the family doctor.
This should help alleviate the length of stay concerns.
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Development Committee Meeting Minutes (February 13, 2018) - 4 -
9. Correspondence – Committee received chair resignation letter from Lisa Gilvesy, who will
stay on as a member, but is unable to maintain chair responsibilities due to workload. Chair
Goosens and S. Molnar thanked her for her years of service and contributions.
10. Other Business
10.1. Roundtable
Question as to how strong industrial investment interest is. Fairly strong with available
properties receiving solid interest.
D. Calder reminded members that property discussions can be a conflict of interest and to
ensure that members declare any potential conflicts.
S. Molnar provided overview of Town budget, which was approved last night with a 1.95%
increase.
J. Goossens noted that he has been made a partner in Millards as of January 1, 2018.
11. Closed Session - None
12. Next Meeting
The next meeting of the Development Committee is scheduled for 7:30 AM on Tuesday,
March 13, 2018.
13. Adjournment
Moved By: A. Burns Seconded By:
Proposed Resolution 5
The meeting adjourned at 9:35 AM.
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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
186
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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ATTENDANCE
MEMBERS PRESENT: Charles Baldwin, Ken Butcher, Penny Esseltine, Corey Hill, Robert Marsden,
Christine Nagy, Sue Saelens, Marian Smith, Paul Wareing
MEMBERS ABSENT/REGRETS: Reg Butcher, Paul DeCloet, Laura Pickersgill, Maurice Verhoeve
1. Call to Order
The meeting was called to order at 9:00 a.m.
2. Adoption of Agenda
Moved By: C. Nagy Seconded By: P. Wareing
Proposed Resolution #1_
THAT the Agenda for the Heritage, Beautification & Cemetery Advisory Committee meeting of March 1,
2018 be adopted with additions. Carried.
3. Disclosures of Pecuniary Interest and the General Nature Thereof: None
4. Adoption of Minutes of Previous Meeting
Moved By: P. Esseltine Seconded By: K. Butcher
Proposed Resolution #2
THAT the minutes for the January 11, 2018 meeting be approved. Carried.
5. Delegations and Presentations – None
6. General Business & Reports
6.1 Report from Tillsonburg Horticultural Society (THS) – THS will be participating in the Springfest this
year. Garden Gate will have samples of the commercial flower urns to be displayed at the show.
Moved By: S. Saelens Seconded by: K. Butcher
Proposed Resolution #3
THAT the Heritage, Beautification & Cemetery Advisory Committee accept the report as submitted.
Carried
7. Correspondence - none
8. Other Business
8.1 Heritage Designations for church windows – no response from the churches yet.
8.2 Kiwanis sign at Coronation Park – Corey reported that this issue falls under the Parks & Rec
Committee and will be forwarded to them for a decision.
The Corporation of the Town of Tillsonburg
HERITAGE, BEAUTIFICATION &
CEMETERY ADVISORY COMMITTEE
March 01, 2018 9:00 a.m.
Corporate Annex
200 Broadway
MINUTES
190
8.3 Invasive species – Corey distributed a draft to the tree by-law amendment.
Moved By: C. Baldwin Seconded by: P., Wareing
Proposed Resolution #4
THAT the Heritage, Beautification & Cemetery Advisory Committee recommends this draft be presented
to Council for consideration for an amendment to existing tree by-law. Carried
8.4 Century Home plaques – deferred to next meeting
8.5 Corey provided an update on 2019 committee transition and structures. This committee stays in
place until new committees are formed (approximately Dec. 31). The Town must receive
applications from everyone if they desire to remain on a committee or apply to a new committee.
The new Council will decide on the structure of existing or new committees. A report from this
committee is required listing accomplishments and recommendations.
8.6 Corey reported that all budgets have now been approved. Beautification was approved for the
same base as last year with an additional $20,000 to cover more sites in the downtown; e.g.
Customer Service, Station Arts, etc. A discussion took place about the value of using contracted
companies versus town employees to perform beautification tasks. Contracted work may be
inexpensive but the quality is lacking.
Moved By: C. Nagy Seconded by: S. Saelens
Proposed Resolution #5
THAT the Heritage, Beautification & Cemetery Advisory Committee requests Council to recognize the
need for in-house beautification staff to ensure quality results for the beautification projects. Carried
9. Next Meeting
The next meeting of the Heritage, Beautification & Cemetery Advisory Committee will be on April 5 2018
at 9:00 a.m. in the Annex Meeting Room, 200 Broadway.
10. Adjournment
Moved By: C. Nagy
Proposed Resolution #5
THAT the Meeting of Heritage, Beautification & Cemetery Advisory Committee on March 1, 2018 be
adjourned at 9:23 a.m. Carried.
191
=
ATTENDANCE
Members Present: Mel Getty: Co-Chair, Scott Vitias (Ball), Jane Ann McLean (Outdoor
rink/Ball), Rosemary Dean (Fairboard), Terry Smith (Skate Park/Pumptrack), Pete Luciani (Dog
Park), Rick Cox (Staff), Margaret Puhr: Secretary (Event Organizers)
Guest: Tracy Anderson (Fairboard)
MEMBERS ABSENT/REGRETS
Lions Club, Kinsmen Club, Mike Cerna, Rotary Club, Lake Lisgar Revitalization
1. Call to Order
The meeting was called to order at 5:34pm, by Co-chair Mel Getty.
2. Adoption of Agenda
Moved By: Terry Smith Seconded By: Rosemary Dean
Resolution #1_
THAT the agenda as prepared for the Memorial Park Revitalization Committee meeting of
March 5, 2018, be adopted. Carried.
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
4.1. Minutes of the Meeting of January 29, 2018
Moved By: Jane Ann McLean Seconded By: Terry Smith
Resolution #2_
THAT the Minutes of the Memorial Park Revitalization Committee Meeting of January
29, 2018 be approved. Carried.
The Corporation of the Town of Tillsonburg
Memorial Park Revitalization Committee
March 5, 2018
5:30pm
Marwood Lounge
45 Hardy Ave.
MINUTES
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Memorial Park Revitalization Committee Meeting Minutes, March 5, 2018 - 2 -
5. General Business & Reports
5.1. Skate Park signage – the actual signage installed matches the sign approved by
council; template for the recreational signs – attached-, will be installed at parks and
trails; ‘decorative’ park and naming signage has not been determined yet; Bandshell
accessible ramp memo distributed and attached as FYI; Bridge abutments on Lake
Lisgar – this issue is on the town’s public works plan, as identified by engineering
report, will need work in the 1-5 years, however, the abutments aren’t part of this
committee’s responsibility, the shore and other items are and are included in the Master
Plan.
5.2. Copy of the Master Plan implementation worksheet were distributed (attached),
committee members to review and send their worksheet in to the secretary by March
26, to be included for review at the next meeting.
5.3. Member updates:
1. Fair: new dates June 22-24
2. Dog Park: naming endorsed by council, TA Thomson will donate hydro installation
for the park, Stevens Irrigation will donate water hookups.
3. Skate Park – some maintenance required
4. Outdoor rink – there is a preliminary site plan, not ready for distribution yet.
6. Next Meeting
The next meeting of the Memorial Park Revitalization Committee will be on Monday April 9,
2018 at 5:30pm.
7. Adjournment
Moved By: Rosemary Dean
Resolution #3
THAT the Memorial Park Revitalization Committee Meeting of March 5, 2018 be adjourned
at 6:45pm. Carried.
193
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ATTENDANCE
Peter Staley (Chair), Robert Doerr, Michael Kadey, Margaret McCrimmon, Brian Stephenson, Mike Cerna
Staff: Eric Flora, Manager of Engineering, Laura Pickersgill, Legislative Services
Coordinator
1. Call to Order
The meeting was called to order at 3:22pm.
2. Adoption of Agenda Resolution #1
Moved By: Councillor Stephenson Seconded By: Robert Doerr
THAT the Agenda as prepared for the Accessibility Advisory Committee meeting of March
13, 2018, be adopted as amended.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
Resolution #2
Moved By: Mike Cerna Seconded By: Michael Kadey
THAT the Accessibility Advisory Committee Meeting Minutes of January 23, 2018, be
approved.
Carried
The Corporation of the Town of Tillsonburg
ACCESSIBILITY ADVISORY COMMITTEE
March 13, 2018
3:15 p.m.
Board Room
Customer Service Centre, Tillsonburg
MINUTES
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Accessibility Advisory Committee Meeting – Minutes - 2 -
5. General Business & Reports
-Snow removal concerns on Broadway sidewalks- Laura Pickersgill
Members to contact the Town’s by-law department if there are any further complaints with
lack of snow removal on the sidewalks.
Staff to inform the Operations Department that many of the ramps leading up from the road
to the sidewalk are slushy which makes wheelchair traffic particularly difficult as well as
snow removal on library lane and on Broadway adjacent to the library is required.
-Joint AAC meeting survey- Township of Norwich- Laura Pickersgill
Members were encouraged to participate in the survey circulated providing feedback on the
Joint AAC meeting held in November 2017 at the Norwich Arena. Members discussed the
possibility of hosting the Joint AAC meeting this year in Tillsonburg.
-Update on Downtown Parking & Accessibility study- Eric Flora
Eric Flora provided a summary on the findings included in the draft Consultant report of the
Downtown Parking & Accessibility. The staff report to be provided for review and input once
it’s approved.
-Band shell railing
Members received correspondence from the Parks & Recreation Advisory Committee. The
Parks & Recreation Advisory Committee was seeking support from the committee that there
is no need for a railing to be installed on the ramp being built at the new band shell in
Memorial Park.
Resolution #3
Moved by: Brian Stephenson Seconded by: Robert Doerr
THAT the Accessibility Advisory Committee supports the recommendations of the Parks and
Recreation Advisory Committee, that no railing is required to be installed from an
accessibility perspective on the upcoming band shell ramp.
Carried
6. Next Meeting
The next meeting of the Accessibility Advisory Committee will be held on Tuesday, May 8,
2018 at 3:15 p.m. in the Board Room, Customer Service Centre.
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Accessibility Advisory Committee Meeting – Minutes - 3 -
7. Adjournment
Resolution #4
Moved By: Robert Doerr Seconded By: Margaret McCrimmon
THAT the March 13, 2018 Accessibility Advisory Committee meeting be adjourned at 4:16
p.m.
Carried
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ATTENDANCE Mayor Stephen Molnar Councillor Brian Stephenson
Mary Anne VanGeertruyde Sam Lamb Laura Pickersgill (Staff)
REGRETS
Matt Scholtz, Chair
John Armstrong
1. Call to Order
The meeting was called to order at 2:44pm.
2. Adoption of Agenda
Resolution #1
Moved by: Sam Lamb Seconded by: Mary Anne VanGeertruyde
THAT the Agenda as prepared for the Special Awards Committee meeting of March 20,
2018, be adopted.
Carried
3. Disclosure of Pecuniary Interest
There were no disclosures of pecuniary interest declared.
4. Approval of Previous Minutes
Resolution #2
Moved by: Mary Anne VanGeertruyde Seconded by: Sam Lamb
THAT the Special Awards Committee Minutes dated February 7, 2018 be approved.
Carried
The Corporation of the Town of Tillsonburg
SPECIAL AWARDS COMMITTEE
Tuesday, March 20, 2018
2:30pm
Committee Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
197
Special Awards Committee Minutes - March 20, 2018 - 2 -
5. Pending Business from Previous Meetings
i) Citizen of the Year Discussion
a. Review materials for nomination process
Members discussed how the selection process will run during review of the Citizen of
the Year nominations. Members agreed the best approach is to eliminate nominees
by ballot until a majority vote is reached to declare the winner. There will be a
declaration of conflict of interest prior to proceeding with the selection process to
ensure transparency. Staff will send out a list of nominees with supporting
documents after the nomination deadline has passed. A resolution will be brought
forward at the selection meeting confirming the results of the majority vote.
ii) Favourite Son/Daughter Recognition
Past favourite son Johnny Cowell passed away in January 2018. Members would
like to discuss this recognition as well as the Sports Hall of Fame. Members agreed
there needs to be more promotion of the Favourite Son and Daughter award. Staff
to invite Rick Cox to an upcoming meeting to discuss potential locations in Memorial
Park to place the recognition stones of the past favourite sons and daughters.
6. General Business and Reports
6.1. Volunteer Achievement Awards
Resolution #3
Moved by: Mayor Molnar Seconded by: Mary Anne VanGeertruyde
THAT Regine Ross be selected as the recipient of a Volunteer Achievement Award, to be
presented at the April 23, 2018 Council Meeting;
AND THAT Jayden King be selected as the recipient of a Volunteer Achievement Award, to
be presented at the May 28, 2018 Council Meeting;
AND FURTHER THAT Anne Ploss be selected as the recipient of a Volunteer Achievement
Award, to be presented at the August 13, 2018 Council Meeting.
Carried
7. Other Business
8. Round Table
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Special Awards Committee Minutes - March 20, 2018 - 3 -
9. Next Meeting
Staff to send a survey confirming the next meeting date, so all members can be in
attendance for the selection process for the Citizen of the Year.
10. Adjournment
Resolution #4
Moved by: Sam Lamb Seconded by: Mary Anne VanGeertruyde
THAT the March 20, 2018 Special Awards Committee meeting be adjourned at 3:50 pm.
Carried
199
The corporation of the Town of Tillsonburg
Cultural Advisory Committee
March 21st 2018
Time 5:00pm
Annex Meeting Room
200 Broadway Street Tillsonburg ON
Minutes
ATTENDANCE
Heather Benton Chair, Jami Stephenson Secretary,Vern Fleming, Terry
Fleming, Patty Phelps staff liason , Max Adam
MEMBERS ABSENT/REGRETS
Erin Getty,Josianne DeCloet
1.Call to Order
1.The meeting was called to order at : 5:37pm
2. Adoption of Agenda moved by: Terry Fleming, seconded by Vern
Fleming
Resolution #1
THAT the Agenda as prepared for the Cultural Advisory Committee meeting
of Wednesday March 21st 2018, be adopted.
3. Disclosures of Pecuniary Interest and the General Nature Thereof :
none
4. Adoption of Minutes of Previous Meeting moved by: Max Adam and
seconded by Jami Stephenson
Resolution #2
THAT the minutes of the cultural advisory committee meeting of January
3rd 2018, be approved.
5. Delegations and Presentations- none
6. General Business & Reports - none
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Cultural Advisory Committee Meeting Minutes Wednesday, March 21st ,
2018
7. Correspondence - none
8. Other Business
8.1 Christmasfest Sub-Committee - Committee Representative
candidates
Moved by Terry Fleming and seconded by Max Adam
Resolution #3
THAT the Committee Chair, Town Liason and Councillor set a meeting with
the candidates to determine the viability of the sub committee.
9. Round table discussion of upcoming events
10. Closed Session
11. Next Meeting
The next meeting of the Cultural advisory Committee will be on Wednesday
April 4th, 2018
12. Adjournment moved by Max Adam and seconded by Terry Fleming.
Resolution #4
THAT the Cultural Advisory Committee Meeting of March 21st 2018 be
adjourned at 6:05 pm
201
The Corporation of the
Town of Tillsonburg
Procedural By-Law
By-law 4173
202
TABLE OF CONTENTS
PART 1 – INTERPRETATION ..................................................................................... 5
1.1 Definitions ........................................................................................................... 5
1.2 Number and Gender ........................................................................................... 7
1.3 Headings ............................................................................................................ 7
1.4 Legislation .......................................................................................................... 7
1.5 General Meeting Procedure ................................................................................ 7
1.6 Short Title ........................................................................................................... 7
PART 2 – EFFECT ....................................................................................................... 7
PART 3 – ROLE OF COUNCIL AND MAYOR ............................................................. 8
3.1 Role of Council ................................................................................................... 8
3.2 Role of Mayor ..................................................................................................... 8
3.3 Duty of Members ................................................................................................ 9
PART 4 – COUNCIL MEETINGS ............................................................................... 10
4.1 Meeting Place ................................................................................................... 10
4.2 Inaugural Meeting of Council ............................................................................ 10
4.3 Regular Council Meetings ................................................................................. 10
4.4 Special Council Meetings .................................................................................. 11
4.5 Closed Council Meetings .................................................................................. 11
4.6 Meeting Agendas .............................................................................................. 13
4.7 Meeting Minutes ............................................................................................... 13
PART 5 – GENERAL MEETING PROCEDURES ...................................................... 14
5.1 Open Meetings ................................................................................................. 14
5.2 Quorum ............................................................................................................ 14
5.3 Electronic Participation ..................................................................................... 14
PART 6 – ORDER OF PROCEDURE FOR REGULAR AND SPECIAL COUNCIL
MEETINGS ................................................................................................................. 15
6.1 Order of Business ............................................................................................. 15
203
6.2 Opening Procedure ........................................................................................... 16
6.3 Adoption of Agenda .......................................................................................... 16
6.4 Disclosure of Pecuniary Interest ....................................................................... 16
6.5 Public Meetings ................................................................................................ 17
6.6 Delegations .......................................................... Error! Bookmark not defined.
6.7 Information Items/Correspondence ................................................................... 19
6.8 Staff Reports or Requests for Staff Reports ...................................................... 19
6.9 Consideration of Committee Minutes and Recommendations ........................... 20
6.10 Motions/Notice of Motions ................................................................................. 20
6.11 By-laws ............................................................................................................. 20
6.12 Items of Public Interest ..................................................................................... 21
6.13 Confirm Proceedings By-law ............................................................................. 22
6.14 Adjourn ............................................................................................................. 22
PART 7 – ORDER OF PROCEDURE FOR CLOSED COUNCIL MEETINGS ........... 22
7.1 Meeting Agenda for Closed Council Meetings .................................................. 22
7.2 Opening Procedure for Closed Council Meetings ............................................. 22
7.3 Disclosure of Pecuniary Interest at Closed Council Meetings ........................... 23
7.4 Procedures for Closed Council Meetings .......................................................... 23
PART 8 – RULES OF PROCEDURE FOR COUNCIL MEETINGS ............................ 24
8.1 Duties of the Presiding Officer .......................................................................... 24
8.2 Rules of Decorum ............................................................................................. 24
8.1 Rules Respecting the use of Electronic Devices by the Public .......................... 26
8.2 Rules of Procedure Respecting Motions ........................................................... 26
8.3 Rules of Procedure Respecting Reconsideration .............................................. 29
8.4 Voting on Motions ............................................................................................. 30
8.5 Rules of Debate ................................................................................................ 31
8.6 Point of Order ................................................................................................... 33
8.7 Point of Personal Privilege ................................................................................ 34
8.8 Expulsion for Improper Conduct ....................................................................... 35
8.9 Suspension of the Rules ................................................................................... 35
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PART 9 – NOTICE ..................................................................................................... 36
9.1 Purpose ........................................................................................................... 36
9.2 Notice of Council Meetings ............................................................................... 36
9.3 Notice of Proposed Municipal Action .............................................................. 37
9.4 Notice – General ............................................................................................. 37
PART 10 – PROCESS TO FILL A VACANT SEAT ON COUNCIL ........................... 38
10.1 Process to Fill a Vacant Seat on Council.......................................................... 38
PART 11 – PROCESS TO APPOINT AN ALTERNATE MEMBER ........................... 39
11.1 Upper-Tier Alternate Member ........................................................................... 39
PART 12 – PROCESS TO APPOINT A DEPUTY MAYOR ....................................... 41
13.1 Deputy Mayor Position ................................................................................... 41
PART 13 - GENERAL PROVISIONS ......................................................................... 41
13.1 Conflict with other Acts ................................................................................... 41
13.2 Severability ..................................................................................................... 41
13.3 Amendment .................................................................................................... 41
13.4 Repeal ............................................................................................................ 42
13.5 Force and Effect ............................................................................................... 42
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Procedural By-law No. 4173 Page 5
The Corporation of the Town of Tillsonburg
By-law 4173
Procedural By-law
A By-Law to Provide Rules Governing the Calling, Place and Proceedings of Meetings of Council, Local Boards and Committees and the Conduct of its Members
WHEREAS Section 238 (2) of the Municipal Act, 2001, S.O. 2001. c. 25, as amended (the “Municipal Act”) requires that every municipality pass a
procedure by-law for governing the calling, place and proceedings of meetings;
NOW THEREFORE, the Council of The Corporation of the Town Tillsonburg hereby enacts as follows:
PART 1 – INTERPRETATION
1.1 Definitions
Where a word is used in this By-law with its first letter capitalized, the term is being used as it is defined in this section. Where a word appears in ordinary case, its regularly applied meaning in the English language is
intended.
(1) “Chief Administrative Officer” means the Chief Administrative Officer
of the Town of Tillsonburg, as referred to in Section 229 of the
Municipal Act.
(2) “Town Clerk” means the Municipal Town Clerk of the Town of Tillsonburg as appointed pursuant to Section 228 of the Municipal Act.
(3) “Committee” means any standing, advisory or other committee,
subcommittee or similar entity established by Council.
(4) “Council” means the Municipal Council of the Town of Tillsonburg.
(5) “Electronic Participation” means that a member of council, a local
board or committee of either of them, can participate electronically in a meeting which is open to the public to the extent and in the manner set
out in the by-law. The member shall not be counted in determining whether or not a quorum of members is present at any point in time. Electronic participation by a member of council, local board or
committee of either of them shall not be permitted for closed meetings.
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Procedural By-law No. 4173 Page 6
(6) “Electronic Device” means computers, cellular telephones, smartphones, personal digital assistants, smartwatches, tablets, voice
recorders; cameras; two-way radios or any other similar device;
(7) “Local Board” means any board established by Council but does not include the Police Services Board.
(8) “Mayor” means the Mayor of the Town of Tillsonburg.
(9) “Meeting” means any regular, special or other meetings of council, of a local board or of a committee of either of them, where a quorum is present and members discuss or otherwise deal with any matter in a
way that materially advances the business or decision making of the council, local board or committee.
(10) “Member” means any member of Council, a Local Board or a
Committee of the Town of Tillsonburg.
(11) “Newspaper” means a printed publication in sheet form, intended for general circulation in the Town of Tillsonburg, published regularly
at intervals of no longer than one week, consisting in great part of news of current events of general interest.
(12) “Official” or “Staff” means any employee or officer employed by
the Town of Tillsonburg and any person appointed, elected or an agent of the Town of Tillsonburg including a person presiding over a company's board of directors, a committee, a d
ebate, or an administrative department.
(13) “Presiding Officer” means the Mayor of the Town of Tillsonburg or in the Mayor’s absence the Deputy Mayor or any member appointed to act
as Chair for the meeting.
(14) “Recorded Vote” means the recording by the Town Clerk in the
minutes, the name and vote of every Member on any matter or question.
(15) “Rules” means the rules of procedure and order as set out in this By-law.
(16) “Substantive Motion” means any motion, except a motion to:
(a) recess;
(b) postpone; (c) refer; (d) extend the meeting;
(e) close debate; (f) rise and report; (g) change the order of business;
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Procedural By-law No. 4173 Page 7
(h) adjourn; or
(i) any other procedural rule incidental to the proceedings of the meetings at that time.
(17) “Town” means The Corporation of the Town of Tillsonburg or its geographic boundaries as the situation requires.
1.2 Number and Gender
Wherever this By-law refers to a person or thing with reference to gender or the gender neutral, the intention is to read the By-law with the gender applicable to the circumstances. References to items in the plural include
the singular, as applicable.
1.3 Headings
Headings are inserted for ease of reference only and are not to be used as interpretation aids.
1.4 Legislation
Specific references to law in this By-law are printed in Italic font and are meant to refer to the current laws applicable within the Province of Ontario
as at the time the By-law was enacted, as they are amended from time to
time. In all cases, the reference includes the statute, as amended from time to time, including successor legislation.
1.5 General Meeting Procedure
In any matter of procedure for which provision is not made in this By-law, the procedure to be followed shall be, as near as may be applied to the procedure followed in Robert’s Rules of Order, 11th Edition.
1.6 Short Title
This By-law may be referred to as the “Procedural By-law”.
PART 2 – EFFECT
2.1 Except as otherwise provided in this By-law, the provisions of this By-
law shall be observed in all Meetings of Council and by its Members, and shall constitute the rules for the order and dispatch of business by Council and its Members.
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Procedural By-law No. 4173 Page 8
PART 3 – ROLE OF COUNCIL AND MAYOR
3.1 Role of Council
(1) It is the role of Council to:
(a) represent the public and to consider the well-being and interests of the Town; (b) develop and evaluate the policies and programs of the Town; (c) determine which services the Town shall provide;
(d) ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in
place to implement the decisions of Council;
(e) ensure accountability and transparency of the operations of the Town, including the activities of senior management of the
Town;
(f) maintain the financial integrity of the Town; and
(g) carry out the duties of Council as set out in the Municipal Act, and
any other Act.
3.2 Role of Mayor
(1) It is the role of the Mayor to: (a) act as chief executive officer of the Town;
(b) preside over Council meetings so that its business can be carried out efficiently and effectively; (c) provide leadership to Council; (d) without limiting clause (c), provide information and recommendations to Council with respect to the role of Council described in the Municipal Act, clauses 224 (d) and (d.1);
(e) represent the Town at official functions;
(f) carry out the duties of the Mayor under this By-law, the Municipal Act and any other Act; and
(g) represent the Town at County of Oxford Council meetings. Council may appoint one of its members as an alternate member of the upper-tier council, to act in place of the Mayor who is a member of
the council of the local municipality and its upper-tier municipality, when the Mayor is unable to attend a meeting of the upper-tier council for any reason.
(2) As chief executive officer, the Mayor shall:
(a) uphold and promote the purposes of the Town; (b) promote public involvement in the Town’s activities;
(c) act as representative of the Town both within and outside the Town, and promote the Town locally, nationally and internationally; and
(d) participate in and foster activities that enhance the economic, social and environmental well-being of the Town and its residents.
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Procedural By-law No. 4173 Page 9
(3) The Mayor may assign or delegate any of the duties of the Mayor to the Acting Mayor, if elected or any Councillor from time to time,
according to such terms and conditions as the Mayor may define, and the Councillor shall carry out such duties with care and diligence.
3.3 Duty of Members
(1) It shall be the duty of Members to: (a) attend all Council Meetings;
(b) prepare for meetings, including reviewing meeting agendas and background information prior to the meeting to allow for discussion and determination of action at the meeting. Members are
encouraged to make inquiries of staff regarding the materials supplied in advance of the meeting; (c) speak to only the subject under debate; (d) vote on all motions before Council unless prohibited from voting by law; (e) observe the Rules at all meetings;
(f) speak through the Presiding Officer at all meetings;
(g) support Council and not criticize any decision of the Council except for the purpose of moving that the question be
reconsidered or repealed;
(h) attend all meetings of committees and local boards to which the Member has been appointed by Council;
(i) carry out the duties set out in the Municipal Act and all other applicable Acts; (j) act in accordance with their Declaration of Office; (k) shall not direct or interfere with the performance of any work for the municipality; and (l) adhere to the Council Code of Conduct at all times.
(2) No Member shall divulge to any person any information that pertains to any aspect of any discussion or direction of Council that was given
or provided at a closed Meeting of Council.
(3) Should any Councillor be unable to perform any of their duties for
an extended period of time, the Councillor shall advise the Mayor forthwith, and in the case of the Mayor being unable to perform any of his/her duties for an extended period of time, the Mayor shall advise
Council.
(4) Members shall abide by the Code of Conduct, By-Law 3979, or current
version thereof, at all times.
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Procedural By-law No. 4173 Page 10
PART 4 – COUNCIL MEETINGS
4.1 Meeting Place
(1) Council Meetings shall be held in the Council Chambers adopted and
used by the Council from time to time for such purpose or any other locations identified by Council. Despite the foregoing, the Mayor may authorize a special Council Meeting to be held at a location other than
the Council Chambers currently adopted.
(2) Where the Council Chambers currently adopted are not available for a
meeting due to an unforeseen circumstance or due to renovation or similar impediment, the Mayor shall designate another location that is accessible to the public for purposes of holding Council Meetings.
4.2 Inaugural Meeting of Council
(1) The Inaugural Meeting of Council shall be held commencing at 6:00 p.m. on the first Monday in December of an election year unless such
Monday is not practicable, in which case the Inaugural Meeting shall be held at a time and date set by the Town Clerk in consultation with
the incoming Council but not later than the second Monday in
December.
(2) With respect to the 2018 regular election, the term of office shall begin
on December 1, 2018 and end on November 14, 2022. For subsequent
terms of office, the Inaugural Meeting of Council shall be held on the first Monday following the commencement of the term at 6:00 p.m. unless
such a day is not practicable, in which case the Inaugural Meeting shall
be held at a time and date set by the Town Clerk in consultation with the incoming Council.
(3) At the Inaugural Meeting, Members shall take the Declaration of Office.
4.3 Regular Council Meetings
(1) Regular Council Meetings shall be held on the 2nd and the 4th
Mondays of each month, except in the month of July, August and December or as otherwise set by Council from time to time.
(2) Regular Council Meetings shall commence at 6:00 p.m. except as otherwise set by Council from time to time.
(3) A member of Council shall not be permitted to participate electronically in a meeting
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(4) Where a conflict between the scheduled date or time of a Regular Council Meeting and another event of significance arises, the Town Clerk in consultation with the Mayor may cancel the Council Meeting
or reschedule the meeting to a different date or time of commencement provided that adequate notice of the change is posted pursuant to the notice of meeting provisions.
4.4 Special Council Meetings
(1) Special Council Meetings may be held from time to time and may be initiated by: (a) the Mayor;
(b) a petition or a vote of the majority of the Council Members; or (c) the Town Clerk, in consultation with the Chief Administrative Officer.
(2) The date, time, and location of a Special Council Meeting shall be set by the Town Clerk in consultation with the Mayor or by petition or vote
of the majority of the Members.
(3) No business except the business dealing directly with the items
listed on the meeting agenda shall be transacted at a Special Council Meeting.
4.5 Closed Council Meetings
(1) A Closed Council Meeting is a meeting of Council from which
members of the public shall be excluded, and shall be held in accordance with the provisions of this By-law and the Municipal Act.
(2) A member of Council shall not be permitted to participate electronically in a meeting which is closed to the public.
(3) Closed Council Meetings may be initiated by: (a) the Mayor; (b) petition or vote of the majority of the Members; or
(c) the Town Clerk, in consultation with the Chief Administrative Officer.
(4) The date, time, and location of a Closed Council Meeting shall be set by the Town Clerk in consultation with the Mayor or by petition or vote of the majority of the Members.
(5) Prior to holding a Closed Meeting, Council shall state by way of resolution the fact that a closed meeting will be held and the general
nature of the matter to be considered at the closed meeting.
(6) A Closed Council Meeting may be held if the subject matter being
considered relates to:
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Procedural By-law No. 4173 Page 12
(a) the security of the property of the Town; (b) personal matters about an identifiable individual, including Town employees;
(c) a proposed or pending acquisition or disposition of land by the Town; (d) labour relations or employee negotiations;
(e) litigation or potential litigation, including matters before administrative tribunals, affecting the Town;
(f) advice that is subject to solicitor-client privilege, including
communications necessary for that purpose;
(g) a matter in respect of which Council may hold a closed meeting under another Act;
(h) consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act. This applies if the
council, board, commission or other body is the head of an
institution for the purposes of that Act;
(i) an ongoing investigation respecting the municipality, a local board
or a municipally-controlled corporation by the Ombudsman
appointed under the Ombudsman Act;
(j) information explicitly supplied in confidence to the municipality or
local board by Canada, a province or territory or a Crown
agency of any of them;
(k) a trade secret or scientific, technical, commercial, financial or
labour relations information, supplied in confidence to the
municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or
interfere significantly with the contractual or other negotiations of a
person, group of persons, or organization;
(l) a trade secret or scientific, technical, commercial or financial
information that belongs to the municipality or local board and has
monetary value or potential monetary value; or
(m) a position, plan, procedure, criteria or instruction to be applied to
any negotiations carried on or to be carried on by or on behalf of the
municipality or local board; or
(n) education or training of the Members, and at the meeting no
Member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the Council, local board or committee;
(7) No matter except the matters so identified in the motion authorizing the Closed Council Meeting shall be transacted at that meeting.
(8) No decisions shall be made in closed Council Meetings.
(9) Council may provide staff direction.
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4.6 Meeting Agendas
(1) The Town Clerk shall make available to each Member a meeting agenda for each Council Meeting. An electronic copy of the agenda shall be sent
by the Town Clerk, or designate, to each Member of Council:
(a) in the case of Regular Council Meeting, no less than 4 days before the date appointed for the holding of such meeting; and
(b) in the case of Special and Closed Council Meetings, no less than 48 hours before the hour appointed for the holding of such meeting.
(2) In preparing a meeting agenda, the Town Clerk shall consult with the Mayor and the Chief Administrative Officer, and shall reflect the
direction of the Mayor and the Chief Administrative Officer in finalizing the meeting agenda.
(3) At the direction of the Mayor, the Town Clerk may provide a meeting
agenda for a Special Council Meeting or a Closed Council Meeting at the meeting where time constraints do not allow the meeting agenda to be provided to the Members at least 48 hours before the hour
appointed for the holding of such meeting.
(4) As soon as possible after a meeting agenda has been provided to
Members, with the exception of agendas for Closed Council Meetings, the Town Clerk shall make the meeting agenda available to the public, and shall:
(a) maintain copies of the meeting agenda in the Town Clerk’s office for use by the public; (b) post the meeting agenda on the Town’s website; and
(c) ensure that the meeting agenda is available to any of the local
news media or members of the public who have requested a copy of the same.
4.7 Meeting Minutes
(1) The Town Clerk shall prepare and maintain minutes of all Council Meetings, to include:
(a) the date, time and place of the Council Meeting;
(b) the names of Presiding Officer or Officers and record of attendance of the Members;
(c) the names of the staff members and consultants present at any meeting;
(d) the names of members of the public who spoke or presented at
a statutory public meeting as required by any Act and the
names of members of the public who spoke or appeared as Delegations or in Open Forum, if applicable;
(e) the reading, if requested, correction and adoption of the
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minutes of prior Council Meetings; and
(f) without note or comment, all resolutions, decisions and other proceedings of the Council Meeting, whether the Meeting is closed
to the public or not.
(2) The Town Clerk shall maintain a record of all minutes of Council
Meetings in the Town Clerk’s office and upon approval of the same by Council which, with the exception of minutes of Closed Council Meetings, shall be available for public viewing and shall be posted on
the Town’s website.
PART 5 – GENERAL MEETING PROCEDURES
5.1 Open Meetings
Except as authorized under any Act, all Council Meetings shall be open to the
public.
5.2 Quorum
(1) A majority of the whole number of the Members required to constitute
Council is necessary to form a quorum, except as may otherwise be
authorized pursuant to the provisions of the Municipal Conflict of Interest Act.
(2) If no quorum is present within fifteen (15) minutes after the time appointed for a Council Meeting, the Town Clerk shall record the names
of the Members present and the meeting shall stand adjourned.
5.3 Electronic Participation
(1) A member of council, of a local board or of a committee of either of them,
may not participate electronically in a meeting which is open to the public.
5.4 Presiding at Meeting
(1) Except as otherwise provided in this By-law, the Mayor shall preside at all Council Meetings.
(2) In the case of the absence of the Mayor, or if he is absent through illness, or he refuses to act or his office is vacant, or declares a
conflict of interest (any of the foregoing hereinafter referred to as
"absent"), the Acting Mayor shall act in the place and stead of the Mayor, save that should the Mayor and the Acting Mayor be absent,
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then in alphabetical order by surname, a Member of Council shall assume the position of Presiding Officer.
(3) The Acting Mayor or any Council Member acting in the place and
stead of the Mayor shall have all the rights, powers and privileges of the Presiding Officer.
PART 6 – ORDER OF PROCEDURE FOR REGULAR AND SPECIAL COUNCIL
MEETINGS
6.1 Order of Business
(1) The Town Clerk shall cause to be prepared for Regular and Special Council Meetings a meeting agenda that conforms to the following
order of business:
1. Call to Order 2. Closed session (if necessary) Motion to go into closed
3. Adoption of Agenda
4. Moment of Silence (if necessary) 5. Disclosure of Pecuniary Interest and the General Nature Thereof 6. Adoption of Minutes of Previous Meeting
7. Public Meetings 8. Planning Applications 9. Presentations
10. Delegations 11. Deputation(s) on Committee Reports 12. Information Items
13. Staff Reports 14. New Business 15. Consideration of Committee Minutes
16. Motions/Notice of Motions 17. Resolutions/Resolutions Resulting from Closed Session 18. By-laws
19. Confirm Proceedings By-law
20. Items of Public Interest
21. Adjourn
(2) Council may, at any point within a Council Meeting, adopt a motion to go into closed session to consider matters in accordance with the
provisions of Part 4.5(6) of this By-law.
(3) Council shall dispense with the business of Council in the order by
which it is presented in the meeting agenda, except Council may,
by consent, change the order of business.
(4) For Special Council Meetings, the Town Clerk may dispense with
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any one or more agenda items 2 and 6 through 17 inclusive as set out in Part 6.1(1) of this By-law.
6.2 Opening Procedure
(1) As soon after the appointed time of the Council Meeting as there shall be a quorum present, the Mayor or such other Presiding Officer appointed as set out in Part 5.4 of this By-law shall take the Chair and
call the Members to order.
6.3 Adoption of Agenda
(1) Where an item is not on the agenda but due to its urgent nature
requires Council consideration at the Council Meeting, Council may add the item to the agenda by resolution.
(2) Items added to the agenda by resolution shall be placed under New Business for consideration.
6.4 Disclosure of Pecuniary Interest
(1) Where a Member has a pecuniary interest pertaining to any item listed on a meeting agenda, the Member shall so disclose the
pecuniary interest and the general nature thereof, in writing, and the Town Clerk shall record the declaration in the minutes. A member is prohibited from partaking in the discussion of or vote on any question of
the matter or attempt in any way before, during or after the meeting to influence the voting on any such question. The exception to this rule applies if the matter under consideration at a meeting or a part of a
meeting is to consider whether to suspend the remuneration paid to the member. In this case, the member may take part in the discussion of the matter, including making submissions to council or the local board as
the case may be and may attempt to influence the voting on any question in respect of the matter, whether before, during or after the meeting however a member is not permitted to vote on any question in
respect of the matter.
(2) Members shall disclose any pecuniary interest and the general nature thereof with respect to any item discussed at a Closed Council Meeting
or at a previous Council Meeting at which the Member was absent, and shall provide such declaration in writing to the Town Clerk, and the Town Clerk shall record the declaration in the minutes.
(3) During a Council Meeting, should a matter be raised that is not listed on the meeting agenda for which a Member has a pecuniary
interest, the Member shall so declare such interest and the general
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nature thereof at that time, and the Town Clerk shall record the declaration in the minutes.
(4) A member is required to file a written statement with the Town Clerk
after the member discloses a pecuniary interest. Addendum “A”. The statement shall include the item(s) on the Agenda to which a pecuniary interest applies; the reason(s) for the pecuniary interest; the date &
time; and signature of the member.
(5) The Town Clerk shall maintain a public registry of the pecuniary interests declared and file the written statements received in
accordance with the Town’s record’s management policy. A copy of the
registry shall be made available for public inspection on the Town website and through the Town Clerk’s Office.
6.5 Public Meetings
(1) Where Council is required by law to hold a public meeting, or otherwise has resolved to hold a public meeting, such a meeting may be conducted at a Regular or Special Council Meeting.
(2) The Town Clerk shall ensure that public meetings are incorporated in the meeting agenda as appropriate to address any requirements of law
as may apply.
(3) During a public meeting, any person wishing to address Council may
come forward when prompted by the Presiding Officer, and such person shall address Council according to the same rules as apply to Delegations appearing before Council under this By-law, except
that:
(a) prior notice of one’s desire to speak shall not be required; and
(b) a motion need not be considered by Council following each
presentation.
6.6 Deputations/Delegations
(1) Persons desiring to present information verbally on matters of fact shall make a request in writing to the Town Clerk no later than 4:30
p.m. on the Wednesday preceding the date of the next Regular Council Meeting. A Delegation Request Form is available on the Town’s website for submission to the Town Clerk. The request shall include a
brief with sufficient details to reveal the nature of presentation and decision or action being requested of Council.
(2) Persons wishing to appear as a Deputation and who are not listed on the agenda may submit a written request, including the item on the agenda they wish to speak to, to the Town Clerk no later than 12:00
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p.m. on the day of the Council Meeting. The Town Clerk shall add the name to the Council Deputation Register which shall be circulated to Council prior to the commencement of the meeting.
(3) Persons appearing as a Deputation shall be limited to a maximum of fifteen (15) minutes speaking time which shall include questions
from Council. Council shall not debate requests from Delegations until staff information has been provided at a subsequent meeting.
(4) Any person or deputation wishing to show an electronic presentation for Council at a public meeting shall be required to furnish same to the Town Clerk by no later than 2:00 p.m. on the Friday prior to the Council
meeting.
(5) Council may refuse to hear Delegations when, in the opinion of the
Council, the subject of the presentation is beyond the jurisdiction of the Town of Tillsonburg, the subject matter or content of the presentation is deemed frivolous, vexatious, offensive, threatening in nature or relates
to litigation or potential litigation. No person will be permitted to address Council with respect to labour/management disputes, nor will a brief respecting such disputes be listed on a Council agenda, although a
written submission by any person with respect to labour negotiations or labour management disputes may be distributed to the Members for information purposes.
(6) Persons expressing different points of view on any matter shall be permitted but in order to avoid repetition, Council may decline to hear a
repetition of a point of view already expressed.
(7) No person shall be allowed to appear before Council a second or subsequent time to address the same subject matter unless; the person
is providing new information.
(8) No person or delegation shall be permitted to address Council with
respect to a subject matter that Council, in accordance with subsections 239 (2), (3) and (3.1) of the Municipal Act determines should be considered in a Council meeting that is closed to the public.
(9) During or following a Deputation, Members may ask specific questions
relating to the presentation for the purpose of clarification without
statement or comment. Members shall not engage in debate with delegates.
(10) Following a Deputation, Council shall adopt a motion:
(a) to receive the Deputation as information;
(b) to refer the information received to another item listed on the meeting agenda;
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(c) to refer the information received to a Committee, Local Board or Town staff for a report; or (d) to refer the information received to New Business for consideration.
6.7 Information Items/Correspondence
(1) Items of correspondence or other forms of written communication intended to be presented to Council on the meeting agenda, including
petitions: (a) shall be legibly written or printed; (b) shall not contain any obscene or improper language; and
(c) shall contain the signature of at least one person.
(2) To be eligible to appear on a meeting agenda, items of
correspondence shall be received by the Town Clerk no later than 4:30 p.m. on the Tuesday preceding the date of the next Regular Council
Meeting. Notwithstanding the foregoing, items of correspondence
received after this time may be added to the meeting agenda by addendum where such item of correspondence is germane to a matter
of business that is on the Meeting agenda or is of a time-sensitive
nature.
(3) Upon consideration of any item of correspondence, Council may adopt a motion to: (a) receive the item of correspondence as information;
(b) refer the item of correspondence to another item listed on
the meeting agenda;
(c) refer the item of correspondence to a Committee, Local Board or Town staff for a report; or
(d) may consider a substantive(applicable) motion with respect to the same.
(4) The meeting agenda shall include under the Correspondence for Information items, matters that are principally for the information of
Council and that do not by necessity require action or response from Council. Council may receive information items by one motion, but prior to consideration of such motion, Members may request that
specific items be removed from consideration under such motion and Council shall consider such items individually.
(5) Items of correspondence shall be directed to Council and added to an agenda by Town Staff as requested by individual Councillors.
6.8 Staff Reports or Requests for Staff Reports
Any Member may request Staff to prepare a report pertaining to any issue.
Council by resolution shall direct staff as requested and shall provide
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direction as to when the report is required to be presented.
6.9 Consideration of Committee Minutes and Recommendations
The Town Clerk shall ensure that minutes of all Local Boards and Committees are placed on a Regular Council Meeting agenda as soon as practicable. Council shall receive the minutes by resolution. All
recommendations contained within those minutes requiring Council action will be presented by the Committee Chair or his/her designate under Delegations on Committee Reports and/or by way of a Staff report.
6.10 Motions/Notice of Motions
(1) The Town Clerk shall ensure that proposed motions, for which Notice of Motion has been given, are included in full in the meeting agenda.
(2) Any Member may provide notice of his/her intent to introduce a motion for the consideration of Council at the next Regular Council Meeting by:
(a) filing with the Town Clerk in writing, no later than 4:30 p.m. on the Tuesday preceding the date of a Regular Council Meeting, a motion that the Member intends to put forward for consideration
at the Council Meeting, and such motion shall be included in full on the meeting agenda; or
(b) giving notice to Council during Notice of Motions that the
Member intends at the next Regular Council Meeting to introduce a motion with respect to a matter so declared.
(3) Any motion may be introduced without providing notice of motion if Council dispenses with notice by a two-thirds vote.
6.11 By-laws
(1) Under By-laws, the meeting agenda shall list all proposed by-laws to
be placed before Council for consideration.
(2) No By-laws except a by-law to confirm the proceedings of council
shall be presented to Council unless the subject matter thereof has been previously considered and recommended to Council, unless
such by-law is of an administrative nature and/or authorized by the
Chief Administrative Officer or designate.
(3) All proposed by-laws shall be in typewritten form, numbered, and shall
contain no blanks except as may be required to conform to accepted procedure or to comply with the provisions of any Act.
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(4) The procedure for consideration and enactment of by-laws shall be as follows:
(a) every proposed by-law listed on the agenda shall be considered by Council for enactment by one main motion, unless a by-law
is to be received for first and second reading only, in which case such a by-law will be considered separately. Additionally, any Member may request that a proposed by-law be considered
separately from other by-laws under consideration, and without debate or right of appeal. The Presiding Officer shall remove the proposed by-law from the motion to enable the said by-law to
be considered for enactment separately;
(b) following voting on the main motion, Members may discuss any
by-law removed from the main motion and Council may entertain motions to amend any provision of any proposed by-law, and where a motion is adopted to amend a by-law that was
removed from the main motion, the proposed by- law shall be amended accordingly before being placed before Council for
enactment; and
(c) In accordance with Town policy, a by-law may be given three readings, unless two readings are required to accommodate notice provisions and returned for third and final reading at an upcoming
meeting of council.
6.12 Items of Public Interest
(1) Under Items of Public Interest, Members may verbally introduce
information respecting special events, meetings, notices, or declarations that are considered to be of general interest to the
community.
(2) Any person or organization wishing to have the Mayor or any
Member make an announcement respecting a special event, meeting, notice, declaration or proclamation shall forward such request to the office of the Mayor no later than 4:30 p.m. on the
Tuesday preceding the date of the next Regular Council Meeting, and such request shall: (a) be legibly written or printed; (b) clearly specify the nature of the requested announcement; and
(c) contain the signature of at least one person who is making the request; but the Mayor shall be under no obligation to make any announcement so requested.
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(3) No business or new business shall be considered by Council during Items of Public Interest.
6.13 Confirm Proceedings By-law
Council shall adopt a by-law to confirm the proceedings respecting the actions taken by Council with respect to each report, motion, resolution or other action taken by Council at a Council Meeting, and such by-law may
be enacted by one motion that is not amendable or debatable.
6.14 Adjourn
Council Meetings shall adjourn no later than the hour of 10:30 p.m. If in
session at that time, a two-thirds vote of the Members present shall be required in order for the meeting to continue past the hour of 10:30 p.m.
PART 7 – ORDER OF PROCEDURE FOR CLOSED COUNCIL MEETINGS
7.1 Meeting Agenda for Closed Council Meetings
(1) The Town Clerk shall prepare for the use of the Members at Closed Council Meetings an agenda that conforms to the following order of business:
1. Call to Order 2. Disclosure of Pecuniary Interest and the General Nature Thereof 3. Approval of Closed Minutes of previous meeting (if necessary) 4. Items for Consideration 5. Adjournment (2) Where Council elects to go into a closed session in the midst of a
Regular or Special Council Meeting, the Call to Order is not necessary and the Adjournment will be a motion to return to Regular Session. The motion will include the time at which the Closed session adjourned.
7.2 Opening Procedure for Closed Council Meetings
(1) As soon after the appointed time of the Meeting as there shall be
a quorum present, the Mayor or such other Presiding Officer appointed
as set out in Part 5.4 of this By-law shall take the Chair and: (a) call the Members to Order; and (b) request that Council consider a motion to go into closed session.
(2) The opening procedure shall be conducted in open session.
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(3) Prior to going into closed session, Council shall adopt a resolution stating the fact of holding a closed meeting and setting out the general nature of the matter or matters to be considered at the
closed meeting.
7.3 Disclosure of Pecuniary Interest at Closed Council Meetings
(1) Any Member, prior to any consideration of any matter at a Closed
Council Meeting, shall disclose any pecuniary interest and the general nature thereof with respect to any item on the meeting agenda, and
shall provide such declaration, in writing, to the Town Clerk, and the Town Clerk shall record the declaration in the minutes.
(2) Any Member shall disclose any pecuniary interest and the general nature thereof with respect to any item discussed at a previous Closed Council Meeting at which the Member was absent, and shall provide
such declaration to the Town Clerk, and the Town Clerk shall record the declaration in the minutes.
(3) Any Member declaring a pecuniary interest in any matter under consideration in a Closed Council Meeting shall leave the meeting room during the time Council considers the matter. The exception to
this rule applies if the matter under consideration at a meeting or a part of a meeting is to consider whether to suspend the remuneration paid to the member. In this case, the member may attend the meeting or part
of the meeting during which the matter is under consideration.
7.4 Procedures for Closed Council Meetings
(1) The Rules governing the procedure of Council and the conduct of
Members shall be observed in Closed Meetings, with the necessary modifications.
(2) No matter shall be discussed at a Closed Council Meeting that is not consistent with the motion to go into closed session adopted during the
opening procedure.
(3) If a matter arises in a Closed Meeting that a Member feels is not
appropriate to consider in closed session, the Member shall be
provided the opportunity to explain his/her reasons and to persuade Council to have the matter discussed in an open Council Meeting.
Where, following such endeavour the majority of Council believes the matter is to be considered in closed session, the Member may withdraw
from the meeting room during consideration of the matter, and the Town Clerk shall so note in the minutes.
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PART 8 – RULES OF PROCEDURE FOR COUNCIL MEETINGS
8.1 Duties of the Presiding Officer
(1) It shall be the duty of the Presiding Officer to:
(a) open the meeting by taking the Chair and calling the Members to order;
(b) announce the business before Council in the order in which it is to be acted upon;
(c) allow debate on all matters prior to the motion being placed on the
floor;
(d) receive and submit, in the proper manner, all motions presented by the Members;
(e) put to a vote all questions which are duly moved, or arise in the course of proceedings, and to announce the result; (f) decline to put to a vote all questions that infringe upon the Rules; (g) restrain the Members, within the Rules, when engaged in debate;
(h) enforce on all occasions the observance of order and decorum among the Members;
(i) order any Member persisting in breach of the Rules to vacate the meeting place in accordance with the Rules;
(j) may expel any person present at a meeting who speaks or makes
a noise or behaves in a disorderly or improper manner or otherwise disturbs or interrupts the proceedings of the meeting;authenticate, by signature when necessary, all by-laws and resolutions;
(k) inform Council, when necessary or when referred to for that purpose, of a ruling on a point of order, a point of personal privilege, or of a breach of the assembly’s privileges;
(l) represent and support Council declaring it’s will, and implicitly obeying its decisions in all things;
(m) ensure that the decisions of Council are in conformity with the
laws and by- laws governing the activities of Council;
(n) recess the meeting where necessary in accordance with the Rules; (o) call for adjournment of the meeting when the business is concluded; and
(p) adjourn the meeting without question in the case of a grave disorder.
8.2 Rules of Decorum
(1) No Member shall:
(a) speak disrespectfully of the Reigning Sovereign, or of any member of the Royal Family, or of the Governor-General, the
Lieutenant-Governor of any Province, or any Member of the Senate, the House of Commons of Canada or the Legislative Assembly of the Province of Ontario;
(b) use offensive words or un-parliamentary language in or against
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any Member or staff, or to speak disrespectfully of any Member or staff; (c) engage in a private conversation during the Council Meeting which disrupts the proceedings of council; (d) speak on any subject other than the subject in debate;
(e) criticize any decision of the Council except for the purpose of
moving that the question be reconsidered; (f) disobey the Rules;
(g) disobey the rulings of the Presiding Officer or of the Council on
questions respecting the interpretation or application of the Rules except for the purpose of appealing the decision in accordance with the Rules.
(2) No Member shall speak until recognized by the Presiding Officer. All Members shall speak directly into their microphone to ensure all those in attendance can hear the Member’s comments.
(3) No person except Members and Officials shall be allowed to come within the horseshoe during a Council Meeting without permission of
the Presiding Officer or the Council upon reference.
(4) No person, other than a Member or an Official, shall, before or during
a Council Meeting, place on the desks of Members or otherwise distribute any material whatsoever unless such person is so acting with the approval of the Mayor or the Presiding Officer as applicable.
(5) When the Presiding Officer is putting a question to a vote, no Member shall leave or make a disturbance.
(6) If any Member of the Council desires to leave a Council Meeting prior to the adjournment thereof and not return, the Member shall
so advise the Presiding Officer and the Member’s departure and the time thereof shall be recorded in the minutes.
(7) Should Council not maintain a quorum due to the departure of one or more Members prior to the adjournment of a Council Meeting, the Town Clerk shall declare the Meeting adjourned.
(8) Where any person not being a Member or an Official desires to address Council, other than as a Deputation listed on the meeting
agenda, the person shall be permitted to do so only with leave of a majority of the Members present, but such approval shall not be required where a person has a statutory right to be heard by Council or
Council is holding a public meeting for the purpose of receiving comments from the public.
(9) Once Council has dispensed with an item by vote, the same matter
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may not be reopened for further discussion or consideration, except in accordance with rules of procedure respecting reconsideration as set out in Part 8.4 of this By-law.
(10) The Presiding Officer may declare a recess at any point during a Council Meeting with the consensus of Council without the necessity
of a motion, to enable any unusual circumstance or condition that has arisen to be addressed.
(11) No member shall use an electronic device as a recording device during any Meeting.
(12) No member shall use an electronic device to broadcast or otherwise publish or post audio, video or photographs of any Meeting.
(13) Members of council and Town employees, shall turn off or place on non-inaudible mode all electronic devices during a Meeting. On call/on
duty medical or emergency services personnel (Council or employees)
are exempt from these requirements. Such personnel shall advise the Chair, and place their electronic devices on the audible setting in order
to be notified and upon notification, will leave the room to respond.
(14) Members shall not use electronic communication devices to review or
access
information regarding matters not under consideration before Council during a meeting.
(15) Members shall refrain from sending or receiving text messages, emails or other electronic messaging of a personal nature or concerning any
matter pending before Council during a Meeting with the exception of
urgent/emergency family or business communications.
8.1 Rules Respecting the use of Electronic Devices by the Public
(1) Members of the public shall turn off or place on vibrate all electronic devices when in attendance in Council Chambers during the entire
meeting.
(2) Members of the public are required to exit Council Chambers if they wish to make or receive a telephone call.
(3) The Town of Tillsonburg reserves the right to tape, televise or otherwise
electronically record any open meeting of Council with permission of the Presiding Officer and in a manner as to not interfere with the proceedings
of the meeting.
8.2 Rules of Procedure Respecting Motions
(1) Motions, to be considered, shall be clearly stated and shall not
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contain disjointed thoughts or directions that in the opinion of the Presiding Officer are excessively difficult to interpret.
(2) Where the Presiding Officer believes a motion is complex, or not clearly stated, or contains disjointed thoughts or directions, the Presiding Officer may:
(a) require the Member to put forward the motion in written form; and/or
(b) rule that such motion is out of order due to its uncertainty and not place the question before Council for consideration.
(3) The Presiding Officer shall not permit debate on a motion or put a
motion to vote until the motion is formally seconded.
(4) When a motion is presented in writing, it shall be read by the Mover or
the Presiding Officer, before debate.
(5) A motion that has been duly seconded may be withdrawn subject to
the following provisions:
(a) A motion can only be withdrawn by the mover with the consent of Council. (b) Withdrawal of a motion shall be in order at any time during debate.
(c) If no Member objects to the withdrawal of the motion, the motion shall be considered withdrawn.
(d) If a Member objects to the withdrawal of a motion, a withdrawal
motion shall be entertained, and if such motion receives a seconder, it shall be decided prior to consideration of any other
motion.
(e) If a motion is withdrawn the effect is the same as if it had never been made.
(6) A motion containing two or more distinct proposals may be divided
by leave of Council, and Council shall consider each part separately.
(7) A main motion properly before the Council shall receive disposition
before any other motion can be considered, except in respect of matters listed below and according to the listed priorities, namely:
(a) to recess;
(b) to adjourn; (c) to postpone the motion under consideration to a definite date; (d) to postpone the motion under consideration indefinitely;
(e) to refer the motion under consideration to a Committee or staff for a report; (f) to amend the motion under consideration; and
(g) to close debate (to end debate on the motion under consideration).
(8) A motion to recess:
(a) is permissible when there is business before Council for consideration;
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(b) shall specify the length of time of the recess; (c) is not debatable except with regard to the length of the recess; and (d) shall be amendable with respect to the length of the recess.
(9) A motion to adjourn: (a) is not amendable;
(b) is not debatable; (c) is not in order when a Member is speaking or during a vote; and
(d) when resolved in the negative, cannot be made again until the
Presiding Officer has deemed sufficient business has been conducted by Council in the intervening time.
(10) A motion to postpone:
(a) may or may not state a definite time or date as to when the
matter shall be further considered;
(b) shall apply to the main motion and to any motions to amend the main motion that are pending; (c) is not debatable except as to date or time; and (d) shall not be amendable except as to date or time. Where a motion to postpone is adopted without a definite time or date
as to when the matter shall be further considered, Council shall not consider the matter until such time as Council, by resolution, brings
back the matter for consideration.
(11) A motion to refer:
(a) shall be open to debate;
(b) may be amended;
(c) shall include the terms of referral including the time or conditions under which the matter is to be returned to Council for consideration; and
(d) may include the reasons for the referral.
(12) A motion to amend:
(a) shall be relevant to the main motion;
(b) shall not be directly contrary to or propose a direct negative to the main motion;
(c) shall be debatable; and
(d) shall not itself be amended more than once; and
(e) motions to amend shall be put to a vote in reverse order from
which motions to amend are put forward, and should the motion to amend be carried, the main motion shall then be considered by Council as amended.
Notwithstanding the foregoing, a motion to amend shall not be required
where the mover and seconder of the main motion agree to re-word the main motion to accommodate a proposed amendment and
no Member of Council objects.
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(13) A motion to close debate:
(a) is not permissible until every Member present has had the
opportunity to speak to the question at least once;
(b) is not amendable;
(c) is not debatable; and
(d) requires a two-thirds vote of the Members present; and
(e) upon adoption, the Presiding Officer shall forthwith put the main motion and all amendments thereto to a vote.
(14) A motion to suspend the rules:
(a) is permissible;
(b) is not debatable;
(c) is not amendable;
(d) shall include a statement as to the purpose of the suspension;
(e) requires a two-thirds vote of the Members present; and
(f) is not permissible with regard to any statutory requirements that apply to the proceedings of Council.
(15) A motion to change the order of business as presented in the meeting agenda shall not be amendable or debatable.
(16) Dilatory motion, which shall include:
(a) any motion made subsequent to a motion that was defeated that is substantially the same as the defeated motion where, in the
opinion of the Presiding Officer, the motion is made for the purpose of delay or to frustrate Council; and
(b) any motion made that is absurd or frivolous, or that cannot
be effected; shall not be entertained by the Presiding Officer.
(17) Any Member who wishes to introduce a motion that is contrary to a
motion that has been adopted by Council shall employ the reconsideration procedures as set out in Part 8.4 of this By-law.
8.3 Rules of Procedure Respecting Reconsideration
(1) A motion to reconsider is in order at any time, even when another
Member has the floor, or while Council is voting on the motion to adjourn.
(2) A motion to reconsider can be made at the Meeting in which the vote on the original motion to be reconsidered was taken, or at a subsequent Regular Council Meeting. It must be made by a Member
who voted with the prevailing side. Any Member may second the motion to reconsider the vote.
(3) The effect of making this motion is to suspend all action the original
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motion would have required until the reconsideration.
(4) If the motion to reconsider is defeated it cannot be repeated except by
general consent. No question can be twice reconsidered unless it was materially amended after its first reconsideration. A reconsideration requires only a majority vote, regardless of the vote necessary to
adopt the motion reconsidered.
(5) If the motion to reconsider is adopted, the next order of business is
the original motion that is to be reconsidered.
8.4 Voting on Motions
(1) No vote shall be taken in a Council Meeting by ballot or by any other
method of secret voting, unless authorized under the Municipal Act.
(2) Every member who is present in the Council Chambers when a question
is put shall vote, unless prohibited from voting by the provisions of the Municipal Conflict of Interest Act.
(3) Immediately preceding the taking of the vote on a motion, the
Presiding Officer may read the motion or request the Town Clerk to read the motion in the form introduced and shall do so if required by a Member, and the motion shall be stated in the form in which it will be
recorded in the minutes.
(4) After a motion is put to a vote by the Presiding Officer, no Member
shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared.
(5) A separate vote shall be taken upon each proposal contained in a motion that has been divided with leave of the Council.
(6) The manner of determining the decision of Council on a motion shall be
by show of hands, and the Presiding Officer shall determine the adequacy of the show of hands, and upon being satisfied with the adequacy of the show of hands, the Presiding Officer shall declare
the results of the vote by stating that the motion is carried or that the motion is defeated, as appropriate.
The Presiding Officer may consider a motion to be carried where the Presiding Officer is of the opinion that the motion has the general support and consensus of Council, subject to the right of any
Member to request a show of hands, which must be complied with by the Presiding Officer.
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(7) Where a Member elects not to vote, the action shall be considered to be a negative vote to the motion.
(8) Any motion on which there is a tie vote shall be deemed to be defeated and nothing in the Rules shall apply to prevent the Presiding Officer from voting to create a tie.
(9) If any Member disagrees with the declaration of the Presiding Officer that a motion has been carried or lost, the Member, immediately after the declaration by the Presiding Officer, may appeal the
declaration and request that a Recorded Vote be taken, whereupon the Town Clerk shall poll the Council.
(10) When a Member requests a Recorded Vote on a motion, all Members
present shall vote when polled by the Town Clerk by verbally indicating yes or no, and the Town Clerk shall record the results of the vote in the
minutes.
The Town Clerk shall conduct the recording of votes of all Members
alphabetically, from the member who requested the recorded vote. The
Mayor/Presiding Officer will be polled last.
Failure to vote by any member who is present and qualified to vote at
the time of the Recorded Vote shall be deemed to be in the negative.
A Member may request a Recorded Vote immediately prior to or
subsequent to the taking of a vote on a motion.
8.5 Rules of Debate
(1) Every Member, prior to speaking to any question or motion, shall so
indicate to the Presiding Officer through the raising of a hand of his/her desire to speak, and no Member shall speak until recognized
by the Presiding Officer as having the floor. When two or more Members raise their hands to indicate their desire to
speak, the Presiding Officer shall determine who was the first to so indicate, and shall designate such Member as having the floor, and the subsequent Members who shall have the floor and the order of
same, and the determination of the Presiding Officer in such respect shall not be subject to appeal.
(2) All Members and Officials who are called upon to speak during a debate shall direct their comments and questions through the Presiding Officer.
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(3) When a Member is speaking, no other Member shall interrupt except to rise on a point of order, a point of personal privilege, or a point of
privilege affecting the assembly.
(4) Any Member may request the Presiding Officer to read the motion
under discussion at any time during debate, but such request shall not be made so as to interrupt another Member while speaking.
(5) No Member shall speak more than once to the same motion until
every Member who desire to speak has spoken, except that the Member who made the motion shall be entitled to a reply immediately prior to the calling of a vote by the Presiding Officer.
(6) No Member, without consensus of Council, shall speak to the same motion more than twice, or in reply, for longer than three (3) minutes, excluding staff response time without consent of the Presiding Officer.
(7) During debate, a Member may ask a question of another Member only for the purpose of obtaining information or clarification relating to
the matter under discussion, and such question shall be stated briefly and clearly, and the Member to whom the question was directed shall respond briefly and clearly to the question, but shall not introduce any
new information other than was posed in the question.
(8) When a Member has been recognized by the Presiding Officer as
having the floor, immediately before speaking, such Member may ask a question of the Presiding Officer or an Official on the matter under discussion, but only for the purpose of obtaining information or
clarification, following which the Member shall speak.
(9) The Presiding Officer shall appoint another Member to act as Chair:
(a) while temporarily being absent from the meeting;
(b) while speaking to or debating a question; or
(c) if he/she wishes to put forward a motion.
(10) The Presiding Officer may, at any time, declare a recess in order to
consult Officials with respect to matters of procedure and interpretation of the Rules or to provide members with a personal break.
(11) The following matters and motions may be introduced orally without written notice and without leave, except as otherwise provided in the
Rules:
(a) Point of order;
(b) Point of personal privilege;
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(c) Point of privilege affecting the assembly;
(d) Presentation of petitions;
(e) Motion to refer;
(f) Motion to postpone;
(g) Motion to amend;
(h) Motion to close debate (end debate);
(i) Motion to recess;
(j) Motion to adjourn;
(k) Motions pursuant to Correspondence and New Business.
(12) When the Presiding Officer calls for the vote on a motion, each
Member shall remain seated until the result of the vote has been declared by the Presiding Officer, and during such time no Member
shall speak to any other Member or make any noise or disturbance.
(13) In all proceedings of a Council Meeting, the Presiding Officer shall
decide and rule upon all matters pertaining to the Rules, subject to an appeal in which case the matter shall be decided by the Council.
(14) When a Member wishes to appeal the ruling of the Presiding Officer, except as prohibited by the Rules, the Member shall introduce the
following motion with a view to having same considered by Council:
"That the ruling of the Chair be appealed and set aside."
8.6 Point of Order
(1) A Member may raise a point of order at any time, including interrupting another Member who has the floor, to bring Council’s attention to:
(a) any breach of the Rules;
(b) a deviation from the matter under consideration noting that
the current discussion is not within the scope of the motion on the
table;
(c) any other informality or irregularity in the proceedings of Council.
(2) When a Member rises on a point of order, the Member shall ask leave of the Presiding Officer to raise the point of order and the
Presiding Officer shall grant such leave, following which the Member
shall state the point of order, and the Presiding Officer shall decide on the point of order and state his/her ruling on the matter.
(3) Upon the raising of a point of order, no further discussion on the main
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issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of order.
(4) Upon hearing the point of order, a Member shall only address the Presiding Officer for the purpose of appealing the Presiding Officer’s ruling to Council.
(5) If no Member appeals, the ruling of the Presiding Officer shall be final.
(6) If a Member appeals the Presiding Officer’s ruling on the point of order to Council, the Member shall have the right to give reasons for the
appeal, following which the Presiding Officer shall have the right to
reply with reasons, and the Council shall decide the question:
“That the decision of the Chair be sustained/overruled.”
without further debate, and the decision of Council shall be final.
8.7 Point of Personal Privilege
(1) A Member may rise at any time on a point of personal privilege where such Member feels that his/her integrity, or the integrity of the
Council, or the integrity of a Committee, or the integrity of anyone present at the meeting has been called into question by another Member or by anyone present at the meeting.
(2) When a Member rises on a point of personal privilege, the Member shall ask leave of the Presiding Officer to raise the point of personal
privilege and the Presiding Officer shall grant such leave, following which the Member shall state the point of personal privilege, and the Presiding Officer shall decide on the point of personal privilege and
state his/her ruling on the matter.
(3) Upon the raising of a point of personal privilege, no further discussion
on the main issue shall be conducted until the Presiding Officer has decided and stated his/her ruling on the point of personal privilege.
(4) Where the Presiding Officer rules that a breach of privilege has taken place, he/she shall demand that the offending Member or individual apologize and failing such apology shall require the Member or
individual to vacate the meeting room for the duration of the meeting as provided for in Part 8.9 of this By-law.
(5) With the exception of providing an apology, the Member shall only address the Presiding Officer for the purpose of appealing the
Presiding Officer’s ruling of a breach of privilege to Council.
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(6) If no Member appeals, the ruling of the Presiding Officer shall be final.
(7) If a Member appeals the Presiding Officer’s ruling on the point of
personal privilege to Council, the Member shall have the right to give
reasons for the appeal, following which the Presiding Officer shall have the right to reply with reasons, and the Council shall decide the
question:
“That the decision of the Chair be sustained/overruled.”
without further debate, and the decision of Council shall be final.
8.8 Expulsion for Improper Conduct
(1) The Presiding Officer, where a warning or ruling has not been heeded, may expel any Member or person from the meeting place for improper conduct at the meeting, which for purposes of this Section shall include:
(a) violation of the Rules;
(b) interruption of the proceedings of Council;
(c) making of disruptive noise or visible gestures;
(d) campaigning for any political cause or outcome; or
(e) any other activity that impedes the conduct of the meeting.
(2) Where the Presiding Officer expels any Member or person from the
meeting, such Member or person shall vacate the meeting place forthwith.
(3) Where the expulsion applies to a Member, the Member shall only address the Presiding Officer for the purpose of appealing the
Presiding Officer’s ruling of expulsion.
(4) If no Member appeals, the ruling of the Presiding Officer shall be final.
(5) If a Member appeals the Presiding Officer’s ruling on expulsion to Council, the Member shall have the right to give reasons for the
appeal, following which the Presiding Officer shall have the right to
reply with reasons, and the Council shall decide the question:
“That the decision of the Chair be sustained/overruled.”
without further debate, and the decision of Council shall be final.
8.9 Suspension of the Rules
(1) During a Council meeting, any Member may introduce a motion that
Council temporarily suspend the rules established by this By-law in
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order to introduce a motion with respect to an item that is not listed on the meeting agenda, stating the subject matter for which the suspension of the rules is being sought.
(2) A motion to suspend the rules shall require a two-thirds vote of the Members present at the meeting.
(3) Upon adoption of a motion to suspend the rules, the Member so making the motion to suspend the rules may introduce a motion respecting
the matter for which the suspension of the rules was granted.
PART 9 – NOTICE
9.1 Purpose
This By-law shall not apply so as to require the giving of any notice in
circumstances where there is no requirement in any applicable by-law,
policy, Act, or regulation that notice is given in respect of any proposed municipal action.
9.2 Notice of Council Meetings
(1) Notice of a Regular Council Meeting shall be provided through:
(a) notifying Members by email/calendar invite as soon as a meeting
date has been set;
(b) publishing the time and date of the Meeting in a Newspaper and
posting of the time and date of the Meeting on the Town’s website
at least fourteen (14) days before the Council Meeting, if possible;
and
(c) publishing of a meeting agenda by the Town Clerk in accordance
with Part 4.6.
(2) Notice of a Special or Closed Council Meeting shall be provided through:
(a) notifying Members by email/calendar invite as soon as a meeting
date has been set;
(b) publishing the time and date of the Meeting on the Town’s
website at least 48 hours before the Council Meeting, if possible;
and
(c) release of a meeting agenda by the Town Clerk in accordance with
Part 4.6.
(3) Notwithstanding any other provision of this By-law to the contrary, a
Council Meeting may be held to deal with an emergency with less than
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the requisite notice, provided the Town Clerk has endeavoured to notify the Members about the meeting in the most expedient manner, provided that no business except business dealing directly with the
emergency shall be transacted by Council.
(4) Where a meeting agenda will not be released prior to a Council Meeting, or in the instance of a Closed Council Meeting, in lieu of the
release of a meeting agenda, the Town Clerk shall endeavour to provide notice by telephone call, email, and/or written notice to the local news media and those who have requested a copy of meeting
agendas. (5) Lack of receipt of a notice of or meeting agenda for a Council
Meeting by any person or Member shall not affect the validity of the meeting or any action lawfully taken at the meeting.
9.3 Notice of Proposed Municipal Action
Where any Act or regulation requires that notice be given to the public
of any proposed municipal action, such notice shall be given in the manner specified in the Act or regulation, or within any other Town by-law which
specifically sets forth the manner in which notice shall be given to the public
either for the specific municipal action or generally for municipal actions of that type.
9.4 Notice – General
(1) A notice given under this Part is sufficient even if there are times during the period when the Town's website is not fully accessible.
(2) If the same matter is considered at a subsequent Committee or Council Meeting no additional notice is required, except where the Municipal Act provides otherwise.
(3) The notice requirements of this Part are minimum requirements, and the Town Clerk is authorized to give notice to the public in an
extended manner, if in the opinion of the Town Clerk or under the direction of council, the extended manner is considered and necessary in the circumstances.
(4) At least once per year, the Town Clerk shall cause a notice of Council Meetings to be published in the local newspaper setting out
information on how to access the Town's website to locate public notices and Council agendas and minutes.
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(5) No notice of a meeting shall be required under this By-law, where the provision of notice will interfere with the ability of Council to conduct business with respect to a matter permitted for a closed
session in accordance with Part 4.5(4). PART 10 – PROCESS TO FILL A VACANT SEAT ON COUNCIL
10.1 Process to Fill a Vacant Seat on Council
(1) In the event that there is a vacancy declared on Council, the process set
out in this Part for filling the vacancy shall be followed.
(2) When the position of Mayor is declared vacant by Council pursuant to the provisions of subsection 262 (1) of the Act, the Clerk shall prepare
the necessary by-law for passage at the Council meeting following the vacancy declaration to require the Clerk to proceed with a by-election to
fill the vacancy in accordance with the Municipal Elections Act, 1996.
(3) If the position of Mayor is declared vacant on or after the first day of January during the year of a regular election, the Council member in the position of Acting Mayor will be automatically appointed to the position
of Mayor.
(4) When the position of Councillor is declared vacant by Council pursuant to the provisions of subsection 262 (1) of the Act, the vacancy shall be
filled in the manner set out in Section 10(5) through Section 10(12),
inclusive.
(5) The vacant position will be offered to the candidate that finished in the runner-up position in the last regular municipal election for the position
of Town Councillor.
(6) For that candidate to qualify, that individual’s total number of votes must
be greater than 50 percent of the number of votes achieved by the candidate that finished directly before them. If the individual is unable to
fill the position, proceed to the next step.
(7) The Clerk will place advertisements asking individuals to apply in writing to fill the vacant Councillor seat within fourteen calendar days. The letter shall indicate their willingness to fill the position if selected. Individuals
may also submit additional paperwork outlining the reasons they believe they are qualified to become a member of Town Council or Councillor
whichever is applicable.
(8) The names and addresses of the individuals will be made public after the closing date of applications.
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(9) The list of applicants will then be reviewed in a closed session of Council. Redirecting eligible candidates if there are a large number of submissions, members of Council may reduce the list to between three
and six names.
(10) The remaining three to six applicants will then be notified to appear at the next regular meeting of Council. Each applicant shall make a verbal
presentation of up to seven minutes. There will not be a question and answer session between candidates and Councillors.
(11) Prior to the next regular meeting of Council, Councillors will meet in a
closed session to select the replacement for the vacancy. The selected
individual’s name will be announced by the Town Clerk prior to the next Council meeting. The successful individual will be sworn in at the first
opportunity available after the by-law to appoint has been passed by
Council in an open council session.
(12) If step Section 10.7 fails to draw any applications, the Council will notify the Town Clerk that the position of Councillor will require a by-election to
be held to fill the vacancy in accordance with the Municipal Elections Act, 1996.
PART 11 – PROCESS TO APPOINT AN ALTERNATE MEMBER
11.1 Upper-Tier Alternate Member
(1) Council may appoint one of its members as an alternate member of
Oxford County Council, to act in place of a person who is a member of Tillsonburg Town Council and Oxford County Council, when the person
is unable to attend a meeting of Oxford County Council for any reason.
(2) If the seat of the member who has been appointed as an alternate member becomes vacant, the Council may appoint another of its members as an alternate member for the remainder of the Council term.
The election will follow the same election process as outlined herein.
(3) The Upper-Tier Alternate Member shall be elected by open vote during the election meeting. Each member shall have one vote. The Town
Clerk will preside over the election.
(4) Before accepting any nominations, the Clerk shall select a person other than a member of Council, in attendance at the election meeting, and announce such person’s name who, when required shall draw a name
from a ballot box in accordance with the Tied vote section below.
(5) Each nomination shall be in writing, signed by both the nominator and a seconder, both of whom must be members of Council, and submitted to
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the Clerk immediately after the announcement by the Clerk of the name who, when required shall draw a name from a ballot box in accordance with the Tied vote section below.
(6) Where more than one member of Council has been nominated, an open vote shall take place in accordance with Sections 11(9) to 11(12), inclusive.
(7) Each nominee must indicate his or her willingness to stand for election
but may withdraw his or her name for election after any vote.
(8) When a nominee receives a majority of votes cast, that nominee shall be declared to be the Alternate Member of the Upper-Tier and there
shall be no further ballots.
(9) In conducting the vote, the Clerk shall call the names of the members of Council, in alphabetical order according to their surnames, and each
such member shall, after their name is called, verbally indicate the
nominee of their choice unless they choose to abstain in which case they shall indicate this. The Clerk shall keep count of the votes received
for each nominee. The Clerk shall announce the results after each vote.
(10) If there are more than two nominees who agree to stand and, if after votes are cast, no nominee receives the majority of votes cast, the
nominee receiving the least number of votes shall be eliminated.
Council shall proceed to vote again until a nominee receives the majority of votes cast, at which time such nominee shall be declared the
Alternate Member of the Upper-Tier.
(11) If the nominees with the least number of votes receive an equal number of votes, the Clerk shall place the names of these nominees, on equal size pieces of paper, in a ballot box and one name shall be drawn by
the person selected in accordance with Section 11(4). The name drawn shall be eliminated. Council shall proceed to vote again choosing from the remaining nominees until a nominee receives the majority of votes
cast.
(12) If there are only two nominees left and they each receive the same number of votes, the Clerk shall place the names of the two nominees,
on equal size pieces of paper, in a ballot box and one name shall be drawn by the person selected in accordance with Section 11(4). The nominee whose name is drawn shall be declared the Alternate Member
of the Upper-Tier.
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PART 12 – PROCESS TO APPOINT A DEPUTY MAYOR
13.1 Deputy Mayor Position
(1) Council may appoint one of its members as a Deputy Mayor of Council,
to act in place of the Mayor, when the Mayor is unable to attend a meeting or event for any reason.
(2) The Deputy Mayor shall be elected by open vote during the election
meeting. Each member shall have one vote. The Town Clerk will preside over the election.
(3) The Deputy Mayor position shall be for the term of Council unless
Council determines otherwise.
(4) Where more than one member of Council has been nominated, an open vote shall take place in accordance with Sections 11(9) to 11(12), above.
(5) Where only one member of Council has been nominated a resolution shall be passed and a by-law brought forward for Council’s consideration.
PART 13 - GENERAL PROVISIONS
13.1 Conflict with other Acts
Where there is conflict between any parts of this By-law and any Act or regulation, the Act or regulation shall take precedence.
13.2 Severability
If a court or tribunal of competent jurisdiction declares any portion of this By-law to be illegal or unenforceable, that portion of this By-law will be
considered severed from the remainder of this By-law, which shall continue
to be in full force and effect.
13.3 Amendment
No amendment or repeal of this By-law or any part thereof shall be
considered at any meeting of Council unless notice of the proposed amendment or repeal has been given at a previous meeting of Council. The waiving of this notice by Council is prohibited.
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13.4 Repeal
By-law 3511(Procedural By-Law) passed on September 12, 2011 by The
Corporation of the Town of Tillsonburg is hereby repealed.
13.5 Force and Effect
This by-law shall come into force and take effect on the date it is enacted.
READ A FIRST AND SECOND TIME THIS 1st day of March, 2018.
READ A THIRD TIME AND FINALLY PASSED THIS ____ day of _____________, 2018.
___________________________ Mayor – Stephen Molnar
____________________________
Town Clerk – Donna Wilson Formatted: Font: 12 pt
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DECLARATION OF PECUNIARY INTEREST FORM
Councillor’s Name: ________________________________________ (Please print)
Council Meeting Date: __________________________
Open
Closed
I declare a Pecuniary Interest in regards to Agenda item No.: ___________________
of the Agenda for the above noted meeting for the following reason (state general nature):
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Council Member Signature: ______________________________________
Date: ________________________________
In the case of items to be discussed in Closed Session, the member shall leave the meeting and shall not participate in or influence the vote of other members when the said item is to be
resolved by Council, in accordance with the Town’s Procedural By-Law.
CLERK’S USE ONLY:
Date Received: _______________, 20_____ Time Received: _____________
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4185
BEING A BY-LAW to authorize a Ground Lease Acknowledgement Agreement between
the Corporation of the Town of Tillsonburg, CIBC Mortgages Inc., and SBLP Tillsonburg
Town Centre Inc.
WHEREAS the Corporation of the Town of Tillsonburg deems it necessary and expedient to
enter into a Ground Lease Acknowledgement Agreement with CIBC Mortgages Inc. and SBLP
Tillsonburg Town Centre Inc.
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF
TILLSONBURG ENACTS AS FOLLOWS:
1. THAT Schedule “A” attached hereto forms part of this 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 26th DAY OF MARCH, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF MARCH, 2018.
________________________________
Mayor – Stephen Molnar
________________________________ Town Clerk – Donna Wilson
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER 4184
BEING A BY-LAW to confirm the proceedings of Council at its meeting held on the 26th
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 26, 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 26th DAY OF MARCH, 2018.
READ A THIRD AND FINAL TIME AND PASSED THIS 26th DAY OF MARCH, 2018.
________________________________ Mayor – Stephen Molnar
________________________________ Town Clerk – Donna Wilson
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