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130624 Council MINTown of Tillson burg Minutes of Council Meeting Date: Tuesday June 24, 2013 6:00PM Council Chambers Chair: John Lessif i ~ - I I : ; ' ' Review Access: e Public 0 Private MINUTES Town of Tillsonburg Council Meeting on Monday June 24, 2013 06:00PM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 6:00PM. ATTENDANCE Mayor John Lessif Deputy Mayor Mark Renaud Councillor Dave Beres Councillor Mel Getty Councillor Marty Klein Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, GAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Steve Lund, Director of Operations David Sam is, Director of Development & Communication Services ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Rosehart Seconded By: Councillor Getty THAT the Agenda as prepared for the Council Meeting of June 24, 2013, be adopted. "Carried" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Getty Seconded By: Councillor Rosehart THAT Council move into Closed Session, to consider: Matters relating to personal matters about an identifiable individual-including Municipal Employees, IT Security; and 062413 Matters relating to a proposed or pending acquisition or disposition of Land by the Municipality, Potential Land Sale. Page 1 Mr. Gord Hough, Corporate Manager of the Community and Strategic Planning Office appeared before Council. Council asked questions regarding the layers of planning with respect to the processes and the efficiencies of the processes. Staff to meet with County staff to discuss these issues regarding the challenges and changes that may be required on a collaborative effort. Staff to provide a report regarding this issue at a future meeting .. Mr. Hough went over the County Community Improvement Plan and the benefits to the Tillson burg community. DELEGATIONS 4. Conservation Ontario -Whitepaper !] Presented By: Dick Hibma, Chair of Conservation Ontario Council indicated that they will review the matter and bring forward a future resolution Council also suggest that Conservation Ontario take the matter to County Council to request the same kind of support. 5. LPRCA Annual Report [1 Presented By: Cliff Evanitski, GM LPRCA, Mr. Cliff Evanitski appeared before council and went over LPRCA Annual Report. He also reviewed the current plans taking place on the property in Tillsonburg. 6. 2012 Draft Financial Statements [) Presented By: Christene Scrimgeour Town of Tillsonburg 2012FS.pdf Christene Scrimgeour declared her independence of the Town of Tillson burg and conducted the audit in that manner. Statement one indicates what is in the bank, Council requested that she add a breakdown in those notes of the properties that are owned by the town but not sold and what make up those figures. Resolution No. 4: Moved By: Councillor Klein Seconded By: Councillor Beres THAT Council receives report FIN13-32 2012 Draft Financial Statements; FURTHER THAT the Financial Statements for the year ended December 31, 2012 and the 2012 Independence and Management Letters be received by Council as information. "Carried" PLANNING APPLICATIONS 7. Application for Consent and Minor Variance B13-19-7, A 13-04-7 -Leadsom [;1 Presented By: Development Planner, Oxford County The application was deferred from May 27, 2013 council meeting. Page 3 ..... ·-, --· ···~~~"'V ·~· ~··~ -~"'""'"'" .......... _.t' ..... '' _..., ..... ,, ....... 9. Correspondence from the City of Woodstock regarding Planning Services [J Mayor Lessif called a recess at 8:25 PM Council resumed at 8:32 PM PARKS & RECREATION SERVICES 10. PRS 13-11 Progress Update on Energy Management [J Presented By: Kelly Batt Staff to provide a detailed report at a later date to indicate what the savings would be for this investment. Resolution No. 6: Moved By: Councillor Beres Seconded By: Council Klein THAT Council receive Report PRS 13-11 Progress Update on Energy Management; "Carried" DEVELOPMENT & COMMUNICATIONS 11. Report DCS 13-44 Industrial Land Update-Highway 3 Business Park CJ Presented By: Development Commissioner Staff to provide a report on government funding for park development and a strategy on industrial land sale pricing. Resolution No. 7: Moved By: Councillor Beres Seconded By: Councillor Klein THAT Council receive Report DCS 13-44 Industrial Land Update-Highway 3 Business Park for information purposes. "Carried" 12. Report DCS 13-45 Amendment to Airport Hangar Land Lease [j Presented By: Director of Development & Communication Services Resolution No. 8: Moved By: Councillor Stephenson Seconded By: Councillor Beres THAT Council receive Report DCS 13-45 Amendment to Airport Hangar Land Lease; FURTHER THAT Council approve the amendment to the land lease agreement with Richard Lee and Geoff Lee to support an expansion by an airport business; AND FURTHER THAT a bylaw be brought forward in this regard. "Carried" 13. DCS 13-49, Information Technology Strategic Plan Consultant IJ) Presented By: Director of Development and Communication Services The matter to be deferred in order that council can review the material provided in greater detail. Resolution No. 9: Page 5 .~ ... "-. --· ·~· ............. ~ .. '::1 ....... ~· ...... _.....,, .... ................... -t-''"'' • .._,..., .............. NAME VOTE IN FAVOUR VOTE AGAINST Mayor Lessif yes Councillor Rosehart yes Councillor Stephenson yes Deputy Mayor Renaud no Councillor Beres yes Councillor Getty yes Councillor Klein no The recorded vote reflects the vote is five in favour of the Motion and two against the Motion. The motion is "Carried" 17. FIN 13-23 Municipal Insurance Liability Reform b:) Presented By: Director of Finance Resolution No. 13: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT Council receive Report FIN 13-23 Municipal Insurance Liability Reform; FURTHER THAT Council requests the Province of Ontario to work with municipalities to develop a long-term and sustainable solution that will protect municipalities from rising litigation and claims costs which diverts funds from more critical, yet under-funded, municipal services; FURTHER THAT Council requests the Association of Municipalities of Ontario to circulate this resolution to all Ontario municipalities for endorsement. "Carried" 18. FIN 13-251nvestment Policy [] Presented By: Director of Finance Staff to provide a look at other groups that do corporate investing in order to maximize our investments and to provide a report back to Council in September. Resolution No. 14: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT Council receive Report FIN 13-251nvestment Policy; FURTHER THAT Council approves the Investment Policy as presented. "Carried" Page 7 the Cemetery, Historical and Cultural Advisory committee and the Staff of the Museum; The report is to include the historical value the cemetery has relative to the founders of Tillsonburg and to provide details to include the Cemetery as a Historical Tourism site. BY-LAWS 22. By-Laws for the Meeting of June 24. 2013 Resolution No. 18: Moved By: Councillor Beres Seconded By: Councillor THAT By-Law 3743, To amend traffic By-Law 3701, Harvey Street []; AND THAT Bylaw 3746, Airport Hangar Lease Amendment Ct AND THAT By-Law 3744, To Confirm the Meeting of June 24 2013~ CJ be read for a first and second time and this constitutes the first and second reading thereof. "Carried" Resolution No. 19: Moved By: Seconded By: THAT By-Law 3743, To amend traffic By-Law 3701, Harvey Street GJ; ~HAT By-Law 3740, to amend Traffic By-Law 3701, Concession St., William Street & PUC Alley [;;], AND THAT Bylaw 3746, Airport Hangar Lease Amendment 12t AND THAT By-Law 3744, To Confirm the Meeting of June 24 2013~ [J be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein THAT the meeting be adjourned at 10:28 PM. Approval Received: (1 of 1) Donna Wilson!Tillsonburg (Thursday June 27, 2013 09:46AM) Town of Tillsonburg Page 9 MINUTES: Meeting for the Committee "Open Council" Review Access: Public MINUTES Town ofTillsonburg Council Meeting on Wednesday June 12, 2013 06:00PM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 6:00 PM ATTENDANCE Mayor John Lessif Deputy Mayor Mark Renaud Councillor Dave Beres Councillor Mel Getty Councillor Marty Klein Councillor Chris Rosehart Councillor Brian Stephenson Staff: David Calder, CAO Donna Wilson, Town Clerk Steve Lund, Director of Operations David Samis, Director of Development & Communication Services Rick Cox, Director of Parks & Recreation Services Jeff Smith, Fire Chief Amber Zimmer, Deputy Clerk REGRETS Darrell Eddington, Director of Finance ADOPTION OF AGENDA Page 1 of 10 061213 Link to Agenda: e:J, http://notes.town.tillsonburg.on.ca/SuiteResponse/eGenda%205.0%20GA/eGenda50.nsf/... 19/06/2015 MINUTES: Meeting for the Committee "Open Council" Page 3 of 10 Presented By: Michael Barrett, CEO, South West LHIN, Donna Ladouceur, Senior Director Client Services, South West CCAC, and Sue McCutcheon, Lead, Access to Care Mr. Barrett and Ms. McCutcheon presented information regarding the Access to Care program which is an approach to care focused on supporting people, specifically seniors and adults with complex needs, in their homes for as long as possible, with community supports. Mr. Barrett answered questions from Council regarding the program, and commented regarding the removal of beds from TDMH. Council requested the date be extended to 2016 in order for the hospital to be prepared for the loss of beds. Mr. Barrett stated that they will review this request. Council has requested that The Ministry of Health review the process for appointments to the LHIN Board in order that there is representation from each jurisdiction on that Board. Council has requested that Board vacancies be sent to municipal Councils so that they can announce the vacancies and request that residents apply to sit on the Board. Council would like to get regular updates from the hospital board regarding services that affect our community. PUBLIC MEETINGS Deputy Mayor Renaud took over as Chair for the Public Meeting portion of the agenda at 7:22pm. 3. Committee of Adjustment Application A 02/13 0 Presented By: Development Planner, Oxford County Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented CASPO Report 2013-152. Opportunity was given for comments and questions. Council voiced numerous concerns to the location of the tank as residential properties are adjacent to this location. The applicant's agent, Tim Wolfe, appeared before council and requested that he speak to the matter after the public had an opportunity to speak in order that he may address their concerns. Mr. Bob Parsons appeared in opposition to the application. Mr. Parsons stated that he is concerned about the safety of the surrounding properties, including his property which is next door. Mr. Parsons also noted that it did not meet the standards and therefore should not be allowed. Mr. Parsons requested that he be given the opportunity to speak again once the applicants agent has spoken to the matter. http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda50 .nsf/... 19/06/2015 MINUTES: Meeting for the Committee "Open Council" Page 5 of 10 The application has been denied for the following reasons: 1. The variance requested is not a minor variance from the provisions of the Town ofTillsonburg Zoning By-Law No. 3295. 2. The variance requested is not desirable for the appropriate development or use of the land, building or structure. 3. The variance requested is not in keeping with the general intent and purpose of the Oxford County Official Plan. 4. The variance requested is not in keeping with the general intent and purpose of the Town ofTillsonburg Zoning By-Law No. 3295. 5. The Variance requested is not desirable due to the concerned adjacent owners and residents of the community in general "Carried" 4. Application for Zone Change ZN 7-13-03, McLaughlin, 102 King Street EJ, Presented By: Development Planner, Oxford County Councillor Klein did not take part in debate or voting on this matter. Mr. Eric Gilbert, Development Planner, County of Oxford, appeared before Council and presented CASPO Report 2013-150 Opportunity was given for comments and questions. Cassandra Way, the applicant, appeared in support of the application and stated that they are waiting for Ministry of Environment approval. David Knott appeared in opposition to the application with respect to noise concerns. He stated that he would like to keep the area a quiet area. James McDonald appeared before Council. He stated that he is not in support of or opposition to the application but simply has some questions. Ms. Way responded accordingly. Ms. Knott appeared before Council and spoke in opposition to the application and requested clarification regarding what would transpire on the property Mr. Gilbert answered questions regarding the daily operations of a day care. http:/ /notes. town.tillsonburg.on.ca/SuiteResponse/eGenda%205 .0%20GA/eGenda50.nsf/. .. 19/06/2015 MINUTES: Meeting for the Committee "Open Council" Page 7 of 10 1 Zone (Rl)' to 'Special Low Density Residential Type 1 Zone (Rl-sp)' to allow for a home occupation (esthetician) with a maximum gross floor area of32.9 m2 (354 ft2) and one employee who does not reside in the single detached dwelling. "Carried" Mayor Lessifresumed the Chair at 8:14pm. INFORMATION ITEMS 6. Tillsonburg Parks and Recreation Services Recognized by Lifesaving Society (t 7. Muscular Dystrophy Canada-Thank You to Fire Fighters Q, CLERK 8. CL 13-15, To Dedicate a One Foot Reserve on Colin Avenue C Presented By: Town Clerk Resolution No. 7: Moved By: Councillor Klein Seconded By: Councillor Beres RESOLVED THAT Council receive Report CL 13-15, To Dedicate Certain Reserves owned by the Town known as Colin Avenue; FURTHER RESOLVED THAT By-Law 3735 be brought forward for council consideration. "Carried" 9. CL 13-16, To Authorize a Subdivision Agreement with Performance Communities Inc. (Hayhoe Homes) tJ, Presented By: Town Clerk Resolution No. 8: Moved By: Councillor Beres Seconded By: Councillor Klein RESOLVED THAT Council receive Report CL 13-16, To Authorize a subdivision Agreement with Hayhoe Homes Inc; FURTHER RESOLVED THAT By-Law 3736 be brought forward for council consideration. "Carried" http://notes.town.tillsonburg.on.ca/SuiteResponse/eGenda%205.0%20GA/eGenda50.nsf/... 19/06/2015 MINUTES: Meeting for the Committee "Open Council" Page 9 of 10 13. DCS 13-46, Appointment of By-Law Enforcement Officers (l Presented By: Director of Development and Communications Resolution No. 12: Moved By: Councillor Getty Seconded By: Councillor Rosehart RESOLVED THAT Council receive Report DSC 13-46 Appointment of By-Law Enforcement Officers; FURTHER RESOLVED THAT Council approve the appointment By-Laws. "Carried" PARKS & RECREATION SERVICES 14. PRS 13-12, Tillsonburg Regional Trail Expansion Opportunity (1, BY-LAWS Presented By: Director of Parks and Recreation Services Resolution No. 13: Moved By: Councillor Getty Seconded By: Councillor Rosehart RESOLVED THAT Council receive Report PRS 13-12 Tillsonburg Regional Trail Expansion Opportunity; FURTHER RESOLVED THAT Council authorize Town staff to take a leadership role in regional trail expansion by initiating conversations with stakeholders and evaluating funding opportunities. "Carried" 15. By-Laws for the Meeting of June 12, 2013 Resolution No. 14: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein RESOLVED THAT By-Law 3726, to authorize a special municipal levy on certain lands within the Business Improvement Area (BIA), (1, By-Law 3735, To Dedicate a One Foot Reserve as part of Colin Avenue, (1, By-Law 3736, To Authorize a Subdivision Agreement with Performance Communities Inc. (Hay hoe Homes), (1, By-Law 3737, To Appoint By-Law Enforcement Officers, (1, By-Law 3738, To Appoint a By-Law Enforcement Officer, e:J, By-Law 3740, to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles, (1. By-Law 3741, To Amend Zoning By-Law Number 3295, as Amended, McLaughlin, 102 King Street (1, By-Law 3742, To Amend Zoning By-Law Number 3295, as amended, Podlesky, 4 Fairview Street and (1. http://notes.town.tillsonburg.on.ca/SuiteResponse/eGenda%205.0%20GA/eGenda50.nsf/... 19/06/2015 Minister Reeponalbla for Seniors Mlnlatra d~6e aux Affplres des peraonnea Ag6es 6111 Floor, Frost~-· ·· a• Sage, Frost Sud 7 Queen's Park Crescent 7 Queen's Park crescent Toronto (Ontario} M7A 1V7 Toronto (Ontario} M'IA 1Y7 Tel: (416) 32~·2338 T6f: (416) 326-2338 Fax: (416) 327•4493 n!6c: (416)327-4493 February 8, 2013 Dear Mayor, Reeve and Members of Council: Ontarlo It Is with great pleasure that I Invite you to participate In the 2013 Senior of the Year Award. Tf"tls·annual award was established in 1994to give each municipality In Ontario tha oppOrtunity to honour one outstanding local senior. The Government of Ontario Is proud of this lmportan• initiative;· you may wish to consider Involving local MPPs In your selection: process or preSentation' ceremony. · Recipients are individuals who, after age 65, have enriched the social, cultural or civic life of the community wi~ut thought of personal orfinanclal galfl. A certificate, provided by the Ontario government, Is signed by t~e Honourable David C. Onley, . Lieutenant Governor, myself as Minister Responsible for Seniors,. and the local Head of Counclt · Council may also_wlsh to host a presentation ceremony honouring the Senior of the Year Award recipient In June, when we pay tribute to seniors across Ontarto.T<his,year will mE\rk the 29th anniversary of Seniors• Month which :recognizes the contributions seniors mak~ .to family, commUnity, province and_ country. · The Ontario Senior of the Year Award nomination forms:ara available on the Ministry of CltfzEmshiP. and Immigration's website at www.ontarfo.ca/honoursapdawarQ§ once on this site, click on the Ontario Senior of the Year Award prQgra~. You can submit your nomination online by choosing the "Electronic Nomination" option. You can download·the form and fax It to 416 314~6050. Nominations must be received directly from your office by April 30; 2013. For additl<mal information, please contact the Ontario Honours and Awards Secretariat by phone, at416~'314,;752a~· toll-free at 1-877-832-8622, or TTY 416-327;.2391. Ontario's seniors deserve special recognition for their outstanding accomplishments. By working together, we can ensure they are honoured In a meaningful way. Sincerely, ~Mt Linda Jeffrey Minister Ontario Senior of the Year Award The 2013 Senior of the Year Award pays special recognition for outstanding accomplishments. This annual award was established in 1994 to give each municipality in Ontario the opportunity to honour one outstanding local semor. Recipients are individuals who, after age 65, have enriched the social, cultural or civic life of the community without thought of personal or financial gain. Mr. Robert Marsden is this year's recipient. Tonight Mr. Marsden is being recognized by the community for his significant contribution in Tillsonburg. Mr. Marsden is on the Rotary Club ofTillsonburg where he has been a member for over 35 years. The Rotary's motto is "Service above self' and this attribute is exemplified by his energetic involvement as the Club's Secretary and engagement with many of our youth programs. Additionally, Bob serves as the Zone Commander for the Royal Canadian Legion, and is involved with many other initiatives. These include serving on the Tillsonburg Cemetery & Heritage Advisory Committee, the Museum Advisory Committee, the Tillsonburg Historical Society and on the Pioneer Cemetery Committee. Bob previously served on the Library Board, Tillsonburg Architectural Conservation Advisory Committee and the Cultural Advisory Committee. Mr. Marsden's nomination letter highlighted his motivation to help others, and his willingness to take on responsibilities and demonstrates enthusiasm in everything he does. He has enriched the community beyond measure and the Town would like to thank Mr. Marsden for all of his service to the community over the years. October 4, 2012 The Honourable Michael Gravelle Minister of Natural Resources Room 6630, 61h Floor, Whitney Block 99 Wellesley Street West TORONTO, ON M7A 1W3 Conservation ONTARIO Natural Champions SUBJECT: Conservation Ontario 2012 Whitepaper: Watershed Management Futures for Ontario Dear Minister Gravelle: On behalf of Ontario's 36 Conservation Authorities, Conservation Ontario is providing, for your consideration, the attached whitepaper entitled Watershed Management Futures for Ontario. This whitepaper has been developed to stimulate a discussion between Conservation Authorities and the Province on options for a renewed watershed management partnership. The Ministry of Natural Resources is an important, long standing partner with Conservation Authorities and from that perspective it is my request that you review this whitepaper and meet with myself and other representatives from Conservation Ontario to discuss it further. Specifically, the purpose of the whitepaper is to initiate dialogue with the Ontario government about roles and responsibilities for managing Ontario's watersheds, and to redefine relationships between Conservation Authorities and key provincial ministries, particularly the Ministry of Natural Resources. The whitepaper identifies a number of specific challenges faced by watershed managers within the current policy and governance framework in Ontario. These challenges compromise our ability to effectively and efficiently manage water and other natural resources for important environmental, economic, and societal benefits. As you are aware, the current fiscal constraint further exacerbates these challenges. It is within this context that meaningful discussion must occur in order to move forward -starting with conversations between Conservation Authorities and the Province, and ultimately expanding to encompass other stakeholders such as municipalities, agencies, and others who contribute to healthy watershed programs and services. The whitepaper outlines specifically five areas that we would like to discuss: 1. Confirmation of a Conservation Authority mandate 2. Enhancements of Conservation Authority-Provincial Ministry relationships 3. Revamped Conservation Authority governance model 4. Development of a sustainable funding model 5. Improved accountability framework Conservation ONTARIO Natural Champions Watershed Management Futures for Ontario Conservation Ontario Whitepaper October 3, 2012 Introduction This whitepaper, entitled Watershed Management Futures for Ontario has been developed by Conservation Ontario1 to stimulate a discussion between Conservation Authorities (CA's) and the Province on options for a renewed watershed management partnership. It responds to issues and concerns that have been raised by partners, including municipalities and Ministries, non-government organizations (NGOs), the development industry, landowners, and CAs themselves. The call for greater government efficiency and effectiveness from the Commission on the Reform of Ontario's Public Services (2012) is spurring a modernization and transformational change across the Ontario provincial government. Against this backdrop the fiscal imperative that is driving the modernization and transformation agenda presents a prime opportunity for those working in the environmental sector to leverage resources and streamline operations in order to meet growing environmental challenges within a more constrained economic model. Given our daily reliance on natural resources in Ontario, it is critical we build resilient local watersheds in order to ensure healthy people and a reliable economy. Challenges to Ontario's Environment The physical jurisdiction of the 36 Conservation Authorities is limited to approximately ten percent of Ontario's vast geography, yet more than 90% of Ontario's population-roughly 12 million people -lives in this area. In addition to the rapidly growing population, this area contains most of Ontario's agricultural lands (close to 35 percent of land area), supporting one of the province's leading industries, contributing more than $33 billion to the economy every year. The importance of agriculture coupled with the rapid rate of urban development creates significant pressures on Ontario's environment, and seriously challenges the health and security of our future water and land resources critical to the environment, economy and, most important, the health of Ontario's residents. 1 Conservation Ontario represents Ontario's 36 Conservation Authorities, local watershed management agencies that deliver natural resource management programs to protect water and other related resources. \ i Watershed Management Futures for Ontario (Conservation Ontario 2012) The Province has documented these conditions in many policy papers and action plans, often calling for a more comprehensive approach to deal with these complex problems and detailing numerous specific actions that could be taken on their own, or in partnership. Two examples are the 2011 provincial climate change adaptation plan and strategy, and more recently the Province's 2012 proposed Great Lakes Act and Strategy: • Climate Ready: Ontario's Adaptation Plan and Strategy 2011-2014, recognized the impacts of climate change, particularly with regard to temperatures and extreme weather conditions and highlighted areas of special concern: human health, infrastructure and personal property, far north, agriculture, forestry, wildlife and biodiversity, water resources, and tourism and recreation. Around a vision that strives to minimize risks to health and safety, the environment and the economy, the report developed five goals with 37 specific actions. • Great Lakes Protection Act and Ontario's Draft Great Lakes Strategy (2012), suggests that the current problems around the Great Lakes are overwhelming some ofthe past successes in addressing environmental pressures. According to this report, the "cumulative impacts of many pressures are hurting the Great Lakes' ability to naturally adapt to changes and stresses"2• The report warns that the Great Lakes are at a 'tipping point of irreversible decline'3• Similar to the Climate Ready report, the Great Lakes Strategy addresses a broad range of issues across sectors with 6 goals and over 100 actions. As Ontario's environmental problems become more complex, there are fewer resources to address \ ; them. The Drummond Report recognized a shifting economy with a much slower rate of growth, therefore calling for significant transformation within the provincial government in order to accomplish two objectives: decrease/eliminate the deficit over the next few years, and change the way government spends in order to spend less more strategically. Mr. Drummond himself pointed out that "action must begin very soon"4• The Drummond Report suggests that a new 'paradigm' needs to be developed among the various agencies working in Ontario's environmental management sector5• Conservation Authorities have long advocated for reforms to this complicated system and support an integrated approach which looks at the watershed as a system involving natural resources, people, and the economy as elements that need to be taken into account in developing solutions. An integrated watershed approach offers a unique opportunity for the province to leverage local expertise and resources. (see An Integrated Approach for Ontario's Watersheds, pg 4) With limited strategic investments and changes to the way Conservation Authorities themselves operate, there is potential for a new relationship to be developed based on the solid successes of our current joint work with the Province. Maintaining the status quo and continuing on the current path will result in expensive and serious consequences. The current environment offers opportunities. It is a time to be bold, to think 2 Ontario's Draft Great Lakes Strategy, pg 6 3 \ IBID, pg 5 4 Commission on the Reform of Ontario's Public Services-Public Services for Ontarians: A Path to Sustainability and Excellence, pg vii 5 IBID, pg 335 3 Watershed Management Futures for Ontario (Conservation Ontario 2012} • MNR restructuring of field operations that impact Conservation Authority business areas such as stewardship, natural heritage, etc. and the need for operational, science-based delivery of provincial policies and science. • Implementation of hazard management responsibilities; should they be cost-shared or the sole responsibility of the municipal partners augmented by potential Federal investments in infrastructure, or in specific flood damage reduction programs. • Support for a Conservation Authority role in implementation of Climate Ready action items related to CA business such as the Low Water Response Program. • MNR governance and accountability role under the Conservation Authorities Act given the shift of responsibility for Conservation Authority watershed management activities to the municipal side of the partnership. Ministry of Environment The Conservation Ontario/MOE relationship has changed significantly over the last decade as a result of the Ontario Drinking Water Source Protection Program; Conservation Authorities now have a variety of business arrangements with the Ministry ofthe Environment. The impending transition ofthe source protection program from planning to implementation, as well as the potentially significant role of Conservation Authorities in the draft Great Lakes Strategy, make this an appropriate time to open a dialogue with the Ministry of the Environment on our collective future. Specific issues that require discussion and are alluded to in the draft Great Lakes Strategy include: 5 • The transition of the Source Protection Program to implementation will shift the role of Conservation Authorities from plan development to support for plan implementation. Anticipating funding from MOE for plan implementation, the transition also means that source protection moves from being a special project to part of ongoing Conservation Authority business. This will require a restructuring of the MOE /CA relationship. • The proposed Great Lakes Protection Act and draft Great Lakes Strategy, which MOE leads, signal a potentially significant role for Conservation Authorities in implementation of Great Lakes programs. This will require the development of a new business relationship with MOE and potentially also the Ministry of Natural Resources, depending on the respective roles of each Ministry. • Conservation Authorities and MOE have a long term relationship with the Ministry's Environmental Monitoring and Reporting Branch (EMRB) to implement the Provincial Water Quality Monitoring Network. This relationship has expanded in recent years to include Provincial Groundwater Monitoring Network, the Ontario Benthos Biomonitoring Network, and more recently, climate change monitoring. Conservation Ontario has also led a number of initiatives with EMRB to undertake provincial scale analysis and improve accessibility to MOE data. Taken collectively these CA/MOE partnerships now form the core of water monitoring in Ontario. • Climate Ready: Ontario's Adaptation and Action Strategy, the Province's climate change adaptation strategy, which is being led by MOE, contains a number of areas that could affect Conservation Authority businesses and theCA/MOE relationship. Watershed Management Futures for Ontario (Conservation Ontario 2012} Broad Legislative Mandate The role of Conservation Authorities and their relationship to various partners including member municipalities and the provincial government derives primarily from their enabling legislation, the Conservation Authorities Act of Ontario. This legislation provides a broad mandate and suite of powers which empowers Conservation Authorities to largely define their own programs, set priorities in collaboration with member municipalities, government ministries and departments, organizations and individuals, and enter into partnerships. It is important to recognize that Conservation Authorities have multiple business relationships with multiple ministries, agencies, municipalities and others, depending upon circumstances, needs, shared goals and opportunities. In addition to the Conservation Authorities Act, other provincial legislation can directly affect Conservation Authority activity including the Planning Act, the Clean Water Act, the Municipal Act, and the Environmental Assessment Act. The broad mandate of Conservation Authorities, coupled with the complex array of provincial and federal statutes and corresponding Ministries, departments and agencies, has not been well understood by many players and, in fact, has given rise to criticism that Conservation Authorities operate outside of or beyond their scope and mandate. (See Conservation Authorities Operating in Ontario Today, pg 8) These perceptions need to be addressed going forward to enhance the legitimacy of the Conservation Authorities and to provide clear lines of responsibility and clear lines of accountability. The Ministry of Natural Resources' (May 2010) Policies and Procedures for Conservation Authority Roles and Responsibilities for Plan Review and Permitting which was developed through a multi-stakeholder and multi-ministry process is a good start. Declining provincial funding for provincial priorities The original vision of the Legislature in passing the Conservation Authorities Act was one of a shared provincial/municipal responsibility for managing natural resources on a watershed basis. This "partnership" has undergone many changes over time and to some extent simply reflects changing philosophy of government in terms of its role in society and its relationship to other levels of government. Conservation Authorities Operating in Ontario Today The Conservation Authorities' program has been a success story by any number of measures, and yet there has been a history of controversy and concern that continues to this day. It is possible to ascribe much of this concern to power sharing-the degree to which a Conservation Authority's power and influence is seen to impact the interests of stakeholders, including its member municipalities; developers and landowners; and environmentalists; and the scope of their "mandate" as prescribed under Section 20 of the Conservation Authorities Act. The impacts are manifested in a number of ways, from the power to "levy" the member municipalities to pay for programs and services; to the Conservation Authority role in the land use planning and development process, (largely a municipal sphere); to the "Development, Interference and Alteration" regulation; to their limited ability to expropriate land for the construction of public works such as dams, dykes and channels. While Conservation Authority programs and projects are undertaken "for the public good" the extent to which other interests are perceived to be impacted negatively gives rise to arguments of too much power and lack of accountability. In the 1990's Ontario and its municipalities underwent a very thorough exercise in "disentanglement" that attempted to rationalize roles and responsibilities while increasing accountability of various levels of government by improving the link between taxation and program responsibility. For example, the province would fund major social programs including health care and education from its broad (and 7 Watershed Management Futures for Ontario (Conservation Ontario 2012) consistent with" matters of provincial interest. In some cases, such as flood and hazard policy, there is a very mature and robust policy in place with supportive technical guidelines and the responsibility has been delegated to the local Conservation Authority to represent provincial interests. In other cases, such as natural heritage systems, the policy is less robust, there is no provincial standard and limited provincial guidance has only become available recently. Many Conservation Authorities have often been invited to fill the gap by their local municipalities who recognize that the Conservation Authority has the capacity and expertise. As part of its overall watershed plan, some Conservation Authorities have identified the linkages between the natural heritage system, hazard lands, water resources, and so on. In these cases, the Conservation Authority has taken the initiative to "market" a natural heritage system to the municipalities which they are free to incorporate, modify or reject through their Official Plan amendment process. It is this interface between natural heritage systems planning and land use planning where some municipalities, the development industry, and the provincial government often have conflicting notions ofthe Conservation Authority role, questioning their legitimacy in any involvement in the process. Notwithstanding a lengthy multi-stakeholder discussion and policy development exercise around this issue [i.e. Policies and Procedures for Conservation Authority Roles and Responsibilities for Plan Review and Permitting (Ministry of Natural Resources', May 2010)], the controversy remains. The most obvious solution from a Conservation Authority perspective is to obtain delegated responsibility from the Province for Natural Heritage implementation under the Planning Act. Variability in Conservation Authority capacity Conservation Authorities have been criticized for not being able to provide a consistent level of services across all watersheds. While many Conservation Authorities operate with a full suite of professional, technical, scientific and administrative expertise, there are some which are not able to do so due to a limited local tax base. It has to be acknowledged that the local financial burden is not equitable across all Authorities and that this problem is not resolvable locally. Figure 2 illustrates the inequities among the per capita levies across the Conservation Authorities. 9 Watershed Management Futures for Ontario (Conservation Ontario 2012) 1. Confirmation of the Conservation Authority Mandate As discussed earlier in this whitepaper, the Conservation Authority mandate has been a long-standing debate, viewed either through the lens of provincial direction (section 28 regulations, PPS natural hazards) or with a broader interpretation of Section 20 of the Conservation Authority Act. Closely tied to the mandate are arguments about overlap and duplication. The issue of multiple pieces of legislation impacting water and related resources has been identified, and the resulting complexity leads to confusion as to who is responsible for what. It is fair to observe that Conservation Authorities have often willingly extended their programs into areas of emerging need, or to fill a gap created by withdrawal by another agent. The steady decline of the field presence ofthe Ministry of Natural Resources has, to some extent, been offset by expansion of Conservation Authority programs. It can be argued that more local control of these services has been a beneficial outcome; others may argue its provincial download. Conservation Authorities have taken the position that an integrated approach to watershed management is not only more efficient and effective, it is more equitable in that there is an opportunity for local stakeholders to participate in the process. However, progress toward this paradigm will not be significant unless the province acknowledges the value of IWM and commits to the necessary discussions that will lead to this transformation. Flowing out of a confirmation of a watershed management entity mandate would be a discussion of the relationship with the key Ministries in the watershed management sector. 2. Enhancement of Conservation Authority-Ministry Relationships Taking a more integrated approach to watershed management is dependent on collaboration among the various agencies with water management responsibilities. Given the existing diversity and complexity of theCA-provincial relationships and the need to enhance these relationships, Conservation Ontario proposes a series of bilateral discussions with the relevant ministries, to take place within an overall framework of a multi-Ministry/stakeholder steering committee. Renewed Conservation Authority-MNR Relationship The Ministry of Natural Resources has been responsible for administering the Conservation Authorities Act for the past forty years. The Minister is accountable to the Legislature for the Conservation Authorities program, yet the devolution of the partnership toward a municipally dominated model, leaves the Minister with inadequate tools to meet his or her responsibilities. The extent to which Conservation Authorities operate as autonomous, corporate entities, governed by their own Boards within a provincial policy framework, must be reconciled within an appropriate legislative, policy and governance framework. Conservation Authorities have historically operated programs that were on the surface, duplicative of those provided through the Ministries own operating entities. Over time, this issue has resolved itself. However an important question remains around the implementation of Natural Heritage. Conservation Authorities believe that the Province needs to retain a strong science and policy role regarding Natural Heritage, and acknowledge the need for a local watershed-based implementation mechanism that can support municipal responsibilities under the Planning Act and the Provincial Policy Statement. 11 \ I Watershed Management Futures for Ontario (Conservation Ontario 2012} 4. Development of a sustainable funding formula Some discussion on the current financial model has already been provided in this document. It is arguable that Conservation Authorities provide mainly place-based services such as flood control that are reasonably born on the property tax base. It is also a reality that local tax bases are not always commensurate with need, and that a mechanism must exist to create equity. The Province should consider retaining or designing a cost-sharing formula that takes local ability to pay into account, and this should be permanent rather than project-based. In addition, the Province and municipalities must incorporate Conservation Authority infrastructure into the pool of municipally owned infrastructure, or at least develop mechanisms whereby the flood and erosion infrastructure needs can be met within an appropriate asset management framework. It should also be recognized that Conservation Authorities have been leaders in developing non-tax base revenues including user fees and charitable foundations. In fact, the second largest pool of funding for Conservation Authority programs is self -generated, comparable to the municipal levy but less than total municipal funding. This greatly enhances the value ofthe Conservation Authority program in terms of its ability to leverage revenues from all levels of government. 5. Improved Accountability Framework Governance, finance, mandate, and accountability are all closely linked and need to be considered in an integrated fashion. The current accountability framework for Conservation Authorities has been criticized as inadequate from some stakeholders and interests. Some would prefer stronger provincial oversight or control; while others would lobby for greater stakeholder influence. As previously stated, the Minister of Natural Resources carries the responsibility for the Conservation Authorities Act and everything that occurs as a result of it, but he or she has very limited means to hold the Conservation Authority Board to account. Prior to the reduction in transfer payments in the 1990s, the Minister had considerable leverage through the financial and project approval mechanism. At the present time, the Conservation Authority is required to seek the approval of the Minister only for a relatively minor set of needs. The Conservation Authority is required to conduct an annual financial audit under Public Sector Accounting Board rules, and report to the Minister. It is also subject to the Municipal Conflict of Interest Act and a number of other statutes which compel it to conduct the business of the Authority in a responsible fashion. Implementation of an integrated watershed management approach will require the establishment of a decision making process that gives the various partners and stakeholders an appropriate voice in future watershed management decisions. Refining the Conservation Authority accountability framework to be consistent with this process would address these accountability concerns. 13 Watershed Management Futures for Ontario (Conservation Ontario 2012} Appendix A A Brief History of Watershed Management in Ontario It is no accident that a very comprehensive history of the Conservation Authorities Program, published in 1972 by Dr. AH Richardson, one of the founders of the "Conservation Movement" is entitled, Conservation by the People. The Conservation Authorities Act, passed by the Ontario Legislature in 1946, was a bold, forward looking piece of legislation that was founded on three principles: • jurisdiction based on the watershed, a fundamental unit for managing water related resources; • cost-sharing, reflecting a partnership between the province of Ontario and the municipalities within a Conservation Authority's jurisdiction; and • local initiative, a program that was locally designed to respond to issues that municipalities had determined to be priorities and for which they were prepared to fund on a cost shared basis. In fact, local municipalities had control over whether or not a Conservation Authority was formed, in that the legislature did not "impose" Conservation Authorities, rather it "enabled" municipalities to form them by majority vote (passed by 2/3 of the municipalities present). In the formative years, dating back to the 1940s, the provincial government undertook resource surveys of watersheds and developed a suite of recommendations under the categories of flood control, land use, forestry, and recreation. The resulting "Conservation Reports" formed the basis for the Conservation Authority program until the 1980s when contemporary watershed planning came into being. It is interesting to note that the recommendations not only incorporated natural heritage (forestry, wetlands, and conservation of land) but cultural heritage as well. Implementing these reports, Conservation Authorities purchased wetlands and marginal agricultural lands for reforestation, often under agreement with the Department of Lands and Forests, the MNR's predecessor. The development of Conservation Areas to provide public access and recreation opportunities was undertaken, often in conjunction with large water control structures. In order to justify the major expenditures involving in many cases all three levels of government, dams and reservoirs and their surrounding lands were designed for multiple purposes-flood control, flow augmentation, recreation and wildlife-to maximize the return on public investment. The provincial government amended the Conservation Authorities Act in the 1950s to provide grants for the development of facilities to promote public access and use. From a contemporary perspective, Conservation Authorities have acquired some 150,000 ha of lands that provide outdoor recreation opportunities for more that 6 million visitors annually. These Conservation Areas are largely self-sufficient from either user fees or donations or in some cases the work of service clubs and organizations, and fill a niche in the fabric of greenspace that our rapidly urbanizing population requires to meet their basic needs. In its recently published Strategic Plan, The Road Ahead: Sharing Conservation Authority Strengths: Strategic Directions 2011 -20158, Conservation Ontario has identified the increasingly apparent linkages between human health and access to abundant 8 Conservation Ontario's 2011-2105 Strategic Plan can be found at www.conservationontario.ca 15 \ ) Watershed Management Futures for Ontario (Conservation Ontario 2012} Recreation & Education • Outdoor recreation activities, environmental education programs for 475,000 students, outreach activities, water festivals Conservation Authorities Address Consistency and Effectiveness At a two day workshop in June 2012, the Conservation Authorities identified a number of areas to continue to address. Conservation Authorities are currently pursuing these issues. • Development of a common core competency/capacity (eg. minimum standards, service levels, etc) that all Conservation Authorities agree to meet. This would include not only the core Conservation Authority legislative responsibilities but must also include a consensus of the basic Conservation Authority role envisioned in the IWM concept. • A process for all Conservation Authorities to meet those standards either internally or through formal collaboration within a Conservation Authority grouping or cluster. There were a variety of variations on this idea at the workshop but the key is that these be formal, e.g. written agreements, financial arrangements and reasonable permanency. • A process to address Conservation Authority governance to give the various non-municipal stakeholders a voice. (eg advisory boards as in the Conservation Authorities Act, the task force approach, etc) • Identification of potential external partnerships and a plan to engage these partners • Review and clarification of the role of Conservation Ontario 17 ) 2 ...................................................................... Chairman's Message 3 .............................................................. General Manager's Report 4 ........................................................................... LPRCA's Mandate 6 ............................................................... Protecting Life & Property 8 ................................................................. Conserving Water & Soil 10 .................................................................. Around the Watershed \ ,j 2 ............................................................... Conserving Water & Soil 14 ...................................................................... Conservation Lands 16 ...................................................................... Conservation Areas 1 7 .................................................................. Watershed Snapshots 18 ............................................................... Watershed Connections 19 .............................................................................................. Staff 20 .............................................................. Investing in Conservation WWW.LPRCA.ON.CA 2012 ANNUAL REPORT ) Working for the Long Point Region Conservation Authority reminds me a lot of my days working in various newsrooms -there is something new everyday, time flies by (even though I suspect that has more to do with getting older) and one thing all staff agree upon -it is never boring. It would take an encyclopaedia to capture the wide range of initiatives LPRCA staffers are planning, developing or implementing on behalf of our many watershed partners -so here are just a few highlights from 2012. LPRCA staff along with their counterparts from Norfolk County has initiated a Liaison Program whereby both parties get together twice annually to discuss the various museums operated by the two parties -with the goal of exploring cross-marketing opportunities, as well as, joint sharing of artefacts and curatorial expertise. The goal is to enhance visitor experience to the region and the plan is to expand the Liaison Program to include other museum curators from the rest of the watershed. In relation to forestry, LPRCA continues to have a very aggressive tree planting program backed by numerous partners. As well, LPRCA staff is working closely with the South Central Ontario Region Economic Development Corporation (SCOR) to try and find local materials for regional businesses, as well as, to assist in moving forward the Forest Stewardship Council (FSC) Certification process for local stakeholders in that industry. It is hoped that a coordinated approach to certification will open up more markets to Ontario wood products and enhance employment opportunities for the nearly 2500 jobs that rely on forestry in this region. The successful Norfolk Alternative Land Use Services (ALUS) Pilot ( l Project has not only been extended, but also expanded to eight other Canadian sites, including the Municipality of Bayham. Thanks to the participation of LPRCA staffers in the Norfolk Pilot and the proximity of Bayham to the original project, the Bayham ALUS has hit the floor running -having already established their Partnership Advisory Committee with representatives from the Municipality, Elgin Federation of Agriculture and local farming community. On-the- ground work and the establishment of demonstration farms are expected in 2013. Funding was secured by LPRCA staffers for various initiatives throughout the watershed. As well, there was the development of a new partnership with the Turkey Point Mountain Bike Club in relation to the Anderson Tract. In August another worthy recipient was presented with a $1 ,000-scholarship to assist with their post- secondary education in the environmental field. The Leighton and Betty Brown Scholarship Fund started in 2006 thanks to the generosity of hunters who wanted to recognize the former Lee Brown Marsh Manager and his wife. Fifteen students have been awarded funding support since the inception of the Scholarship. Again, my many thanks to the Board for their support in 2012 for providing an environment in which staff can be creative in moving forward the mandate of the Conservation Authority -and to the staffers who through their dedication and hard work improve the social, economic and environmental well-being of our community. Cliff Evanitski General Manager/Secretary-Treasurer WWW.LPRCA.ON.CA 2012 ANNUAL REPORT 3 ) ) Flood Forecasting and Warning Flooding can be caused by a number of factors including excess snow melt, irregular breakup of ice in creeks and along the lakeshore or heavy rainfall. Water level surges on Lake Erie or larger watercourses can be caused by high winds. Conservation Authorities, in cooperation with local municipalities and the province, play a significant role in the protection of life and property from flooding hazards. LPRCA is responsible for forecasting when flooding is likely to occur within the watershed and issuing appropriate messages. LPRCA monitors weather information, stream flows, snowpack and ice conditions in order to predict when floods will occur and how high the water may rise. When flooding is possible, or about to Flood forecasting activities in 2012: • Operated and maintained 13 stream flow recording stations in partnership with the Water Survey of Canada • Conducted snow surveys at 5 locations to assess snowpack conditions • Measured rainfall and snowfall using 3 precipitation stations • Issued a Watershed Conditions Statement in October and a total of 3 Flood Watches for surges on Lake Erie (two during January and one in March) • Hosted an information session for municipal flood coordinators occur, the LPRCA issues flood messages to municipal emergency management officials and the media. A Watershed Conditions Statement was issued on October 28th when severe weather was anticipated throughout the watershed as a result of Hurricane Sandy. Limited property damage and flooding was experienced when strong winds and heavy rainfall swept through the area. The flood message terminology that is used by the Ministry of Natural Resources and Conservation Authorities was changed in February to better align with other weather agencies such as Environment Canada and the Weather Network. These changes will ensure consistency across the board when it comes to flood forecasting and warning. • Secured $6,000 in new funding from the province's Water and Erosion Control Infrastructure (WECI) program for safety signage and boom hardware and to assess the bottom draw at Lehman's Dam • Hosted a tour of the WECI committee to review structures where provincial funding had been granted as well as possible future projects • Undertook routine monthly inspections and maintenance to ensure safe and efficient operation of twelve water control structures • Replaced wooden stoplogs at Teeterville Dam WWW.LPRCA.ON.CA 2012 ANNUAL REPORT 7 ) LPRCA continued to promote the Brant Rural Water Quality Program and the Clean Water Program in Oxford County. In 2012 a Brant County landowner received assistance to plant trees with funding from Brant Millennium Grow Green and Maple Leafs Forever. Grant funding totaling $5,000 was provided through the Clean Water Project to assist three Oxford County landowners to decommission wells and upgrade a septic system. Creating Open Water Habitat Sections of the Long Point, Turkey Point and Big Creek marshes contain Phragmites and cattail monocultures resulting in sediment accumulation and reduced health of these aquatic ecosystems. These in-filled marshes were excavated to create open water areas of varying depths. The excavated material was placed on existing berms and used to create hummocks similar to muskrat pushups to provide non-linear nesting and basking habitat for snakes and turtles. Funding was provided by the Ministry of Natural Resources, Environment Canada's Habitat Stewardship program and the six participating landowners. 2012 Planting Season )t,is year the Private Land Tree Planting program was well received with 105,000 trees and seedlings planted. LPRCA has adopted the practice of direct seeding in some projects, especially for oaks, hickories and walnuts. Planting projects are more complex with a wide range of tree species, native grasses and shrubs planted for increased biodiversity. Trees Ontario's 50 Million program increases the number of trees planted in Ontario by significantly reducing landowners' cost of large-scale tree planting on their lands by providing a subsidy. LPRCA, as the local planted agency, worked with 14 landowners to arrange the planting of more than 42,100 tree seedlings. Trees Ontario provided $132,500 in support of these projects. Public planting events in partnership with Scouts Canada and District A2 Lions Clubs engaged the public in environmental stewardship activities. Close to 45 Lions Clubs planted 10,000 trees on land owned by the Nature Conservancy of Canada, while the Lynn Valley District Scoutree event helped to plant more than 1 ,800 trees on a nearby property. These two planting events will help restore the land to its natural habitat. In an effort to restore trees along roadside, the Townships of Norwich and South West Oxford and the Municipality of Bayham with assistance from LPRCA offered a Trees for Roads program. A total of 185 sapling trees were planted along municipal roads. Ontario Power Generation (OPG) has supported a reforestation and habitat restoration program in the Long Point Region watershed since 1995. Through a partnership agreement with OPG and the Long Point World Biosphere Reserve Foundation, LPRCA provides project coordination along with technical advice and planting services. This project helps address forest fragmentation, sequester carbon and improve linkages between natural areas. This year slightly more than 20,000 tree seedlings were planted in partnership with twelve landowners. Natural vegetation along the shoreline of a watercourse plays an important role in protecting water quality, preventing soil erosion and providing wildlife habitat. In 2012, LPRCA received $6,800 from the Ministry of Natural Resources to establish and maintain buffers in the Big Creek watershed. WWW.LPRCA.ON.CA 2012 ANNUAL REPORT 9 ) Sxplore;NrirtoikTrails -Ontario TrilliurnJ=ouno~tian provided $~4-',dGO:t<)this collaborative ptoj(i!CfJo map and promote more than 1 OG km oHrails. ~~:i;:::~~~~~~~~~=~~ A new Rural Water Quality Improvement Program \t' . ,i.palnl I ' 1,,•. l..egern:;l • LPRCA Property developed provides funding to Haldimand County landowners to implement a range of projects on their land. Surface water samples are collected from various creeks to better understand watershed health. WWW.LPRCA.ON.CA 2012 ANNUAL REPORT I 1 1 ) Bayham ALUS Pilot Project After a successful pilot of the Alternative Land Use Services (ALUS) program in Norfolk County, the program expanded in 2012 with new provincial and national pilot programs. Locally, a three-year pilot program was established in the Municipality of Bayham with funding from TheW. Garfield Weston Foundation, the Ontario Trillium Foundation and the Municipality. A community-based Partnership Committee (PAC) was established to govern the Bayham ALUS Pilot. During the next three years, four to six demonstration farms will be established to serve as focal points to help promote the program in the municipality. A Project Coordinator was hired in the fall to work with the PAC and local landowners. LPRCA is providing technical expertise and support through its Healthy Watersheds program and office space ()r the coordinator. The program allows farmers to take marginal land out of production and get paid in return for transforming the land into alternative uses that benefit the environment. Low Water Response Overall 2012 was a very dry year, with the watershed experiencing its driest conditions since 2007. An unusually low amount of precipitation coupled with a warmer winter with minimal snow cover made for extremely dry conditions this spring and summer. Dry streams and low water levels persisted throughout much of the year In partnership with the Ministry of Natural Resources, the LPRCA monitors low water and drought conditions. The Conservation Authority coordinates three local Low Water Response Teams (WRTs} that the provide leadership and preparedness in the event of a drought. The on-going dry conditions experienced in 2012 prompted the joint WRTs to issue a Level1 advisory in May. This was the earliest a Level 1 had been declared locally since the inception of the WRT in 2000. A Level 2 low water advisory was issued in July with recommended water conservation throughout the watershed. Staff gathered and generated information in preparation of a Level 3 advisory. Fortunately, more seasonal temperatures and adequate rainfall began to occur in August and continued through September and October. Flows stabilized and concerns regarding a potential Level 3 receded. By the middle of November, the entire watershed had returned to normal conditions and the advisory was lifted. Sou.rce Water Protection 2012 was a milestone year in the Lake Erie Source Protection Region after more than five years of preliminary work. The Updated Assessment Report for the Long Point Region was submitted to the Minister of the Environment in January and approved in February. The Long Point Region Source Protection Plan was submitted to the Ministry of Environment (MO) in December following extensive public consultation. The Plan establishes policies to reduce or eliminate significant threats to water quality and identifies who is responsible for taking action, setting timelines and establishing performance measures for plan implementation. Funding received through MOE's Drinking Water Stewardship Program provided assistance for an eligible Norfolk County resident to complete a project that will help protect municipal drinking water. WWW.LPRCA.ON.CA 2012 ANNUAL REPORT I 13 ) Forest Management The Long Point Region Conservation Authority (LPRCA) manages a large forest resource using sustainable forest management practices involving silviculture and wildlife habitat improvements which contribute to the health of the watershed's natural environment. A 20-Year Forest Management Plan provides the overall direction for an ecosystem-based approach to the management of LPRCA's forested properties. The objectives of the Forest Management Plan are met through harvesting stands that are over mature and/or disease and insect infested; by removing genetically poor quality trees which provides stand improvements; by monitoring younger stands to ensure that diseased stems are marked for removal and by monitoring areas to ensure wildlife habitat is being maintained and used . . Sustainable forest management is based on considering social, economic and )nvironmental values when planning and implementing forest management · activities and providing people with jobs, recreational opportunities and a health, sustainable forest, now and in the future. Harvesting inspections were carried out by LPRCA staff on a weekly basis to ensure contractors were complying with the terms and conditions of their contracts and to minimize damage during the logging operations. LPRCA utilizes accredited and licensed consultants to ensure that logging is conducted in a safe, ecologically responsible and sustainable manner. 2012 Forest Management Activities: • Marked and tendered four properties for selective harvest of sawlogs • Awarded timber contracts for selective hardwood harvest from three properties • Harvested selected conifers from two properties • Contracted ecological survey of 604 acres (244 ha) on seven properties • Consulted ecologist to identify species of concern prior to marking forest tracts • Initiated discussions in regards to Forest Stewardship Council certification WWW.LPRCA.ON.CA 2012 ANNUAL REPORT I 15 ) ) Administration Office April Anderson Bonnie Bravener Jerry DeBackere David Holmes Cliff Evanitski Paul Gagnon Ben Hodi Meaghan lngleby Craig Jacques Carolyn Jones Ejay Lai Kyle Mauthe Judy Maxwell Dana Mclachlan Justin Miller Janice Robertson Heather Surette Debbie Thain Ginny Vanlouwe Jennifer Wilson Lands & Waters Technician (until April) Resource Technician Forest Technician Field Superintendent General Manager/Secretary Treasurer Lands & Waters Supervisor Water Resources Analyst Community Relations Assistant Source Water Protection Technician Accounting & Administration Supervisor GIS Technician & IT Specialist Acting Lands & Waters Technician/Bayham ALUS Coordinator (as of October) Manager Corporate Services Administrative Assistant Resource Planning Assistant Supervisor of Community Relations Manager Watershed Services Forest Technician Accounting Clerk Healthy Watershed Specialist Service Recognition Awards The Service Recognition Awards Program was adopted in 1992 as a way of paying tribute to members and staff based on years of service. Individuals are recognized after five years of service and every five years thereafter. In 2012, seven employees and one director, who had each reached a milestone with LPRCA, were recognized for their years of service. Backus Heritage Conservation Area Robin De Cloet Nick DeSerranno Brett Mudge Fiona Street Heritage Programmer/Curator Backus Area Director Administrative Assistant Outdoor Educator Waterford Workshop Bob Fussee Bob Matthews Frank Schram Workshop Supervisor (until February) Carpenter Workshop Supervisor (as of March) Lee Brown Waterfowl Management Area Kim Brown Marsh Manager LPRCA Chair Roger Geysens is shown with recipients Paul Gagnon 1 0 years, Ginny Vanlouwe 25 years, Bonnie Bravener 20 years, Cliff Evanitski 5 years, Jim Mason 15 years, Bob Matthews 40 years and Leroy Bartlett 5 years. Absent when the awards were presented was Dave Holmes who was recognized for twenty-five years of service. WWW.LPRCA.ON.CA 2012 ANNUAL REPORT I 19 \ ) Title: Report No.: Author: Meeting Type: STAFF REPORT FINANCE 2012 Draft Financial Statements FIN 13-32 DARRELL EDDINGTON COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVE THAT Council receives report FIN13-32 2012 Draft Financial Statements; FURTHER RESOLVE THAT the Financial Statements for the year ended December 31, 2012 and the 2012 Independence and Management Letters be received by Council as information. EXECUTIVE SUMMARY To provide Council with the 2012 Draft Financial Statements and the 2012 Independence and Management Letters. BACKGROUND The Auditor, Christene Scrimegeour, will be presenting the 2012 Draft Financial Statements and the 2012 Independence and Management Letters to Council. FINANCIAL IMPACT /FUNDING SOURCE The 2012 surplus previously reported to Council at the meeting of March 25, 2013 was $298,357. During the year end process, the following financial adjustments were made resulting in a 2012 final audited surplus of $211,598: CAO \ / [DRAFT] TOWN OF TILLSONBURG WATERWORKS DEPARTMENT DECEMBER 31, 2012 FINANCIAL STATEMENTS TOWN OF TILLSONBURG WATERWORKS DEPARTMENT STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2012 (with comparative balances as at December 31, 2011) CURRENT Accounts receivable LIABILITIES Due to Town ofTillsonburg (note 2) Due to County of Oxford NET FINANCIAL ASSETS (LIABILITIES) NON-FINANCIAL ASSETS Inventory ACCUMULATED SURPLUS-Statement 2 429.047 429,047 360,397 142.505 502.902 (73,855) 73.855 $.==::::S:N::l:!I~L The accompanying notes are an integral part of these financial statements. Statement 1 389.491 389,491 531,305 (54.851) 476.454 (86,963) 86.963 $.===N=I=L TOWN OF TILLSONBURG WATERWORKS DEPARTMENT STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31, 2012 (with comparative figures for the year ended December 31, 20 11) NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures -Statement 2 Cash, beginning of year CASH, END OF YEAR $ NIL NIL $===N=I=L The accompanying notes are an integral part of these financial statements. Statement 3 $ NIL NIL $===N=I=L TOWN OF TILLSONBURG WATERWORKS DEPARTMENT NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2012 The Town ofTillsonburg Waterworks Department is a municipal enterprise in the Province of Ontario, Canada. Its operations are governed by the provisions of provincial statutes. Effective January 1, 2000, responsibility for the Waterworks system was assumed by the County of Oxford. 1. Accounting policies The financial statements of the Town of Tillsonburg Waterworks Department are the representation of the Department prepared in accordance with generally accepted accounting policies as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The significant accounting policies are summarized as follows: (a) Reporting entity The financial statements reflect the assets, liabilities, revenues and expenditures and accumulated surplus of the Department. (b) Basis of accounting Revenues and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. (c) Non-financial assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenues over expenditures, provides the change in net financial assets for the year. (d) Tangible capital assets The Department does not own any tangible capital assets. (e) Financial instruments Financial instruments of the Department consist mainly of accounts receivable and Due from (to) County of Oxford and Due from (to) Town of Tillsonburg. The carrying values of these financial assets approximate their fair values unless otherwise disclosed. [DRAFT] TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT DECEMBER 31, 2012 FINANCIAL STATEMENTS TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2012 (with comparative balances as at December 31, 2011) 2012 CURRENT Accounts receivable $ 377,571 Due from Town ofTillsonburg (note 2) 377 571 LIABILITIES Due to Town ofTillsonburg (note 2) 86,926 Due to County of Oxford 290.645 377.571 NET FINANCIAL ASSETS NIL ACCUMULATED SURPLUS-Statement 2 $ NIL $ $ The accompanying notes are an integral part of these financial statements. Statement 1 2011 329,572 444 440 774.012 774.012 774.012 NIL NIL TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31, 2012 (with comparative figures for the year ended December 31, 2011) 2012 NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures -Statement 2 $ NIL Cash, beginning of year NIL CASH, END OF YEAR $ NIL The accompanying notes are an integral part of these financial statements. Statement 3 2011 $ NIL NIL $ NIL TOWN OF TILLSONBURG SANITARY SEWER DEPARTMENT NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2012 The Town of Tillsonburg Sanitary Sewer Department is a municipal enterprise in the Province of Ontario, Canada. Its operations are governed by the provisions of provincial statutes. Effective January 1, 2000, responsibility for the Sanitary Sewer system was assumed by the County of Oxford. 1. Accounting policies The financial statements of the Town of Tillsonburg Sanitary Sewer Department are the representation of the Department prepared in accordance with generally accepted accounting policies as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The significant accounting policies are summarized as follows: (a) Reporting entity The financial statements reflect the assets, liabilities, revenues and expenditures and accumulated surplus of the Department. (b) Basis of accounting Revenues and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. (c) Tangible capital assets The department does not own any tangible capital assets. (d) Financial instruments Financial instruments of the Department consist mainly of accounts receivable and Due from (to) County of Oxford and Due from (to) Town of Tillsonburg. The carrying values of these financial assets approximate their fair values unless otherwise disclosed. \ ; [DRAFT] TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD DECEMBER 31, 2012 FINANCIAL STATEMENTS TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2012 (with comparative figures as at December 31, 2011) 2012 FINANCIAL ASSETS Cash $ 239,497 Short term investments (note 2) Due from trust fund 24.440 263.937 LIABILITIES Due to Town ofTillsonburg 75,391 Deferred revenue (note 3) 188,547 Long term debt (note 4) 75.000 338.938 NET FINANCIAL ASSETS (LIABILITIES) (75,000) NON-FINANCIAL ASSETS Tangible capital assets -Schedule 1 576.683 ACCUMULATED SURPLUS-Statement 2 $ 501.683 Statement 1 2011 $ 169,966 55,736 7 333 233.035 48,866 184,168 87.500 320.534 (87.500) 611.785 $ 524.285 The accompanying notes are an integral part of this financial statement. Statement 3 TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 312 2012 (with comparative balances for the year ended December 31, 2011) 2012 2011 NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures (expenditures over revenues) $ (22,602) $ 39,465 Non-cash changes to operations: Amortization 64,766 60,721 Net change in non-cash working capital balances related to operations (A) 13.796 (81.499) 55,960 18,687 CAPITAL Acquisition of tangible capital assets (29,663) (74,684) (29,663) (74,684) FINANCING · Repayment of long term debt (12,500) (12.500) Net change in cash and cash equivalents during the year 13,797 (68,497) Cash and cash equivalents, beginning of the year 225,701 294.199 CASH AND CASH EQUIVALENTS, END OF YEAR $ 239,497 $ 225.701 COMPRISED OF: Cash $ 239,497 $ 169,966 Short term investments 55,736 $ 2392497 $ 225,701 (A) Consists of changes in due from trust fund, due (to) Town ofTillsonburg and deferred revenue. The accompanying notes are an integral part of this financial statement. TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2012 The Public Library Board is a municipal local board of the Town of Tillsonburg. Its operations are governed by the provisions of provincial statutes. 1. Accounting Policies The consolidated financial statements of the Town of Tillsonburg Public Library Board are the representation of the Board prepared in accordance with accounting policies as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The significant accounting policies are summarized as follows: (a) Reporting Entity The financial statements reflect the assets, liabilities, revenues and expenditures and accumulated surplus of the Board. (b )Basis of Accounting Revenues and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. (c) Non-financial assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenues over expenditures, provides the change in net financial assets for the year. (d) Tangible capital assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost of the tangible capital assets are amortized on a straight-line basis over their estimated useful lives as follows: Buildings Computer hardware Equipment Collection 60 years 4 years 30 years 10 years TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2012 1. Accounting Policies continued (i) Budget The operating budget approved by the Board for 2012 is reflected on the statement of operations. The budgets established for capital investment in tangible capital assets are on a project- oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with current year's actual expenditure amounts. As well, the Board does not budget activity within reserves and reserve funds, with the exception being those transactions which affect either operations or capital investments. 2. Short Term Investments The short term investments of $NIL (2011 -$55,736) are recorded at cost. Market value approximates cost. 3. Deferred Revenue Deferred revenue is comprised of the following 2012 2011 Development charges $ 188.547 $ 184.168 4. Long Term Debt Long term debt consists of the following: 2012 2011 Long-Term Debt $ 87,500 $ 100,000 The payments are recoverable from general revenues. The debt is repayable in yearly principal payments of $12,500 in 2013 through 2019. Schedule 1 TOWN OF TILLSONBURG PUBLIC LIBRARY BOARD SCHEDULE OF TANGIBLE CAPITAL ASSETS DECEMBER 31~ 2012 (with comparative balances as at December 31, 2011) 2012 2011 Furniture and Computer Buildings Equipment Hardware Collection Total Total COST Balance, beginning of year $ 604,901 $ 115,189 $ 156,144 $1,079,442 $1,955,676 $1,880,991 Add: Additions during the year 29,663 29,663 74,685 Less: Disposals during the year Balance, end of year 604.901 115.189 _156.144 1.109.105 1.985.339 1.955.676 ACCUMULATED AMORTIZATION Balance, beginning of year 237,077 42,112 110,722 953,980 1,343,891 1,283,169 Add: Amortization during the year 13,583 3,840 30,281 17,061 64,765 60,722 Less: Disposals during the year Balance, end of year 250.660 45.952 141.003 971.041 1.408.656 1.343.891 NET BOOK VALUE OF TANGIBLE CAPITAL ASSETS $ 354.241 $ 69.237 $ 15.141 $ 138.064 $ 576.683 $ 611.785 This schedule is provided for information purposes only. [DRAFT] TOWN OF TILLSONBURG TRUST FUNDS DECEMBER 31, 2012 FINANCIAL STATEMENTS FINANCIAL ASSETS TOWN OF TILLSONBURG TRUST FUNDS STATEMENT OF FINANCIAL POSITION DECEMBER 31, 2012 (with comparative balances as at December 31, 2011) Bank Investments (note 2) $ 1,069,547 $ 68.300 LIABILITIES Accounts payable and accrued liabilities Net long-term liabilities NET FINANCIAL ASSETS ACCUMULATED SURPLUS (note 4) $ 1.137.847 5,667 5 667 1.132.180 151325180 $ 999,916 184.452 Statement 1 1.184.368 182,467 18.500 200.967 983.401 9835401 The accompanying notes are an integral part of these financial statements. Statement 3 \ \ TOWN OF TILLSONBURG TRUST FUNDS STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 312 2012 (with comparative balances for the year ended December 31, 2011) 2012 2011 NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures (expenditures over revenues) -Statement 2 $ 148,779 $ (40,453) Change in non-cash operating balances Accounts payable and accrued liabilities (176.800) 11 979 Cash provided (used) by operating transactions (28,021) (28,474) INVESTING Repayment of long-term financing (18,500) (43.250) Decrease in cash (46,521) (71,724) Cash, beginning of year 1.184.368 1.256.092 CASH, END OF YEAR $ 1.137.847 $ 1.184.368 CONSISTS OF: Bank $ I ,069,547 $ 999,916 Investments 68.300 184.452 $ 131373847 $ 131843368 The accompanying notes are an integral part of these financial statements. TOWN OF TILLSONBURG TRUST FUNDS NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2012 4. Accumulated surplus The accumulated surplus of the trust funds is comprised ofthe following: 2012 J. Scott $ 3,301 J. Mcintyre J. Law Parkland (note 3) 41,215 Community Trust Fund 52,923 Cemetery Perpetual Care 787,540 Fire Disaster Annandale House 105,779 M. L. Covey L.A. C. A. C. Cemetery Maintenance 90,654 T. A. S.C. Cemetery Prepaid Costs Annandale Acquisition Fund Fire Safety House Rowing Club Black & Gold Ross Allen Estate Cemetery Tree Cemetery Capital Scholarship Trust Fund 38,372 Lake Lisgar Revitalization 12.396 $ 131323180 2011 $ 6,047 2,565 33,428 (109,132) 418 765,365 2,183 86,251 7,601 7,281 76,890 1,560 10,341 4,172 1,554 32 15,851 18,319 2,852 13,463 30,896 5 464 $ 9833401 During the year, the Town consolidated several of the smaller trust funds into larger trust funds. The consolidation was completed subsequent to year end by consolidating J. Scott into the Community Trust Fund. [DRAFT J TOWN OF TILLSONBURG DECEMBER 31. 2012 CONSOLIDATED FINANCIAL REPORT Statement 1 TOWN OF TILLSONBURG \ CONSOLIDATED STATEMENT OF FINANCIAL POSITION i DECEMBER 31. 2012 (with comparative balances as at December 31, 2011) 2012 2011 FINANCIAL ASSETS Cash $ 2,063,760 $ 1,266,271 Investments (note 6) 25,545 85,413 Taxes receivable 1,224,770 1,516,697 Accounts receivable 1,302,669 1,335,777 Due from unconsolidated entities (note 14) 933,076 Other long term assets 1,883,052 1,596,546 Investment in Tillsonburg Hydro Inc. (note 12) 7.779.045 7.581.862 15.211.917 13.382.566 LIABILITIES Temporary bank loans (note 10) 293,369 Accounts payable and accrued liabilities 1,835,983 1,341,124 Due to unconsolidated entities (note 14) 227,388 Other current liabilities 1,606,653 1,487,972 Accrued employee benefits (notes 7 and 13) 270,460 587,429 Deferred revenue (note 8) 975,733 836,002 Long term debt (note 9) 13.971.633 15.307.536 18.660.462 20.080.820 NET FINANCIAL ASSETS (LIABILITIES) (3.448.545) (6.698.254) NON-FINANCIAL ASSETS Tangible capital assets -Schedule 1 54,665,944 55,715,044 Capital work in progress 1,496,907 2,100,471 Inventories 38,965 33,614 Prepaid expenses 4 877 6 363 56.206.693 57.855.492 ACCUMULATED SURPLUS-Statement 2 $ 52.758.148 $ 51.157.238 The accompanying notes are an integral part of these financial statements. Statement 3 TOWN OF TILLSONBURG CONSOLIDATED STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 311 2012 (with comparative balances for the year ended December 31, 2011) 2012 2011 NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess revenues over expenditures -Statement 2 $ 1,600,910 $ 1,163,619 Non-cash changes to operations Amortization 2,408,561 2,407,036 Loss on disposal of tangible capital assets 890,568 47,078 Net change in non-cash operating balances (A) (685.633) (1.354.280) Net change in cash from operating activities 4.214.406 2.263.453 CAPITAL Acquisition of tangible capital assets (2,250,029) (2,219,063) Decrease (increase) in work in progress 603,564 1,390,702 Decrease (increase) in other non-financial assets (3.865) 713 307 Net change in cash from capital activities (1.650.330) (115.054) INVESTING Net change in investment in Tillsonburg Hydro Inc. (197.183) 16 607 FINANCING Net change in long term debt (1.335.903) (1.317.359) Net change in cash and cash equivalents during the year 1,030,990 847,647 Cash and cash equivalents, beginning of year 1.058.315 210.668 CASH AND CASH EQUIVALENTS, END OF YEAR $ 2.089.305 $ 1.058.315 COMPRISED OF: Cash $ 2,063,760 $ 1,266,271 Investments 25,545 85,413 Temporary loans (293,369) $ 2,089,305 $ 1,058,315 (A) Non-cash operating balances includes taxes and accounts receivable, due from unconsolidated entities, accounts payable and accrued liabilities, other current liabilities, accrued employee benefits and deferred revenue. The accompanying notes are an integral part of these financial statements. TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31.2012 The Town of Tillsonburg is a Town in the Province of Ontario, Canada. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation. l. Significant Accounting Policies The consolidated financial statements of the Corporation of the Town of Tillsonburg are prepared by management in accordance with generally accepted accounting principles for local governments as recommended by the Public Sector Accounting Board (PSAB) of the Canadian Institute of Chartered Accountants. The focus of PSAB financial statements is on the financial position of the Town and changes thereto. The Statement of Financial Position reports financial assets and liabilities. Financial assets are available to provide resources to discharge existing liabilities or finance future operations. Net financial assets represent the financial position ofthe Town and is the difference between financial assets and liabilities. Tl;lis information presents the Town's overall future revenue requirements and its ability to finance activities and meet its obligations. The following outlines the significant accounting policies: (a) Reporting Entity These consolidated statements reflect the assets, liabilities, revenues, expenditures and accumulated surpluses and changes in investment in non financial assets of the Town of Tillsonburg. The reporting entity includes the activities of all committees of Council and the following boards, municipal enterprises and utilities which are under the control of Council: Tillsonburg Public Library Board Tillsonburg Business Improvement Area Board of Management All interfund assets and liabilities and revenues and expenditures have been eliminated. The following local boards, joint local boards, municipal enterprises and utilities are not consolidated: Tillsonburg Waterworks Department Tillsonburg Sanitary Sewer Department Government business enterprises are separate legal entities that do not rely on the Town for funding. Investments in government business enterprises are accounted for using the modified equity method. Tillsonburg Hydro Inc. is a government business enterprise and the Town's investment in this corporation is reflected in these financial statements. TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2012 1. Significant Accounting Policies continued (e) Non-Financial Assets continued The Town has a capitalization threshold of$ 5,000 to $ 25,000, depending on the nature of the assets, so that individual assets of lesser value are expensed unless they are pooled because collectively they have a significant value. Leases are classified as capital or operating leases. Leases which transfer substantially all of the benefits and risks incidental to ownership of property are accounted for as capital leases. All other leases are accounted for as operating leases and the related lease payments are charged to expense as incurred. Tangible capital assets received as contributions are recorded at their fair value at the date of receipt. The fair value is also recorded as contributed revenue. (f) Inventories Inventories held for consumption are recorded at the lower of cost or replacement cost. (g) Revenue Recognition Government grants and transfers are recognized in the financial statements as revenues in the period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates ofthe amounts can be made. (h) Deferred Revenue Grants, contributions and other amounts are received from third parties pursuant to legislation, regulation or agreement and may only be used in the conduct of certain programs, in the completion of specific work, or for the purchase of tangible capital assets. In addition, certain user charges and fees are collected for which the related services have yet to be performed. Revenue is recognized in the period when the related expenditures are incurred, services performed, or the tangible capital assets are acquired. (i) Financial Instruments Financial instruments of the Town consist mainly of cash, investments, accounts and taxes receivable. The carrying values of these financial assets approximate their fair values unless otherwise disclosed. TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2012 5. Pension Agreements The Town makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi-employer plan, on behalf of members of its staff. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of services and rates of pay. The amount contributed to OMERS for 2012 was$ 512,407 (2011 - $ 429,147) for current service and is included as an expenditure on the Consolidated Statement of Operations. 6. Investments Investments of $25,545 (2011 - $ 85,413) are recorded at their cost and are short-term in nature. Investments consist of money market funds, which have a market value approximating cost. 7. Liabilitv for Vested Sick Leave Benefits Effective January 1, 2000, the sick leave benefit plan was replaced by a short term protection plan. Accumulation of sick leave benefits ceased December 31, 1999. Employees with accumulated sick leave benefits are entitled to receive payment of a maximum of fifty percent of their accumulated sick leave benefit as of December 31, 1999. Payments cannot be made in excess of 130 days. The liability for these accumulated days, to the extent that they have vested and could be taken in cash by the employee, approximated$ 36,214 (2011-$ 33,750) at the end of the year. The full amount of this liability has been accrued on the Consolidated Statement of Financial Position. Anticipated payments in 2013 and subsequent years are not determinable at this time. 8. Deferred Revenue A requirement of the public sector accounting principles of the Canadian Institute of Chartered Accountants, is that obligatory reserve funds be reported as deferred revenue. This requirement is in place as provincial legislation restricts how these funds may be used and under certain circumstances these funds may possibly be refunded. The balances in the obligatory reserve funds of the Town are summarized as follows: Development charges Deferred operating revenues $ $ 2012 771,148 $ 204.585 975.733 $ 816,862 19 140 836.002 TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2012 10. Temporary Bank Loans The temporary bank loans consist ofthe following: Bank overdraft $'==="== $ 293.369 The bank overdraft is repayable on demand with interest at prime less 1% and is unsecured. 11. Accumulated Sumlus The accumulated surplus on the Consolidated Statement of Financial Position at the end of the year are comprised of the following: Operating surpluses (deficits) -Revenue fund -Public Library Board Invested in tangible capital assets Investment in Tillsonburg Hydro Inc. Reserves set aside for specific purpose -for acquisition of capital assets and general purposes Accumulated surplus $ 211,598 $ 250,046 41,031,618 41,257,321 7,779,046 7,581,862 3.735.886 2.068.009 $ 52.758.148 $ 51.157.238 \ TOWN OF TILLSONBURG NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2012 13. Post Employment Benefit Liability Included in the accrued employee benefits is an amount for post employment benefits of $85,402 (2011 -$83,837). The Town provides certain employee benefits which will require funding in future periods. An internal estimate of future liabilities was completed and forms the basis for the estimated liability reported in these financial statements. 14. Due (To) From Unconsolidated Entities The banking activities of the following entities are administered by the Town of Tillsonburg. Accordingly, the amount due (to) from these entities represents the net working capital position between the Town and the entity as follows: Tillsonburg Hydro Inc. Town ofTillsonburg-Waterworks Department Town ofTillsonburg-Sanitary Sewer Department 15. Budget Figures $ 485,753 360,397 86.926 $ 933,076 2011 $ (314,253) 531,305 (444.440) $ (227,388) The Town's Council completes separate budget reviews for its operating and capital budgets each year. The approved operating budget for 2012 is reflected on the Consolidated Statement of Operations and Accumulated Surplus. For capital spending, budgets are set for individual projects and funding for these activities is determined annually and made by transfers from reserves funds and by the application of applicable grants or other funds available to apply to capital projects. 16. Contingent Liabilities The Town ofTillsonburg received an order from the Ministry ofNatural Resources to clean up the discharge from a failing abandoned oil well. The source well is under an existing road embankment, however, the exact location is not apparent. The responsibility for the cost to clean up and plug the abandoned oil well is in dispute. The matter has been referred to legal counsel and the outcome is not determinable at this time. Schedule I TOWN OF TILLSONBURG SCHEDULE OF CONSOLIDATED TANGIBLE CAPITAL ASSETS DECEMBER 31, 2012 (with comparative balances as at December 31, 20 II) Buildings & Furniture & Computer Transportation Roads & Communication Other 2012 2011 Land Fixtures Eguiument Hardware Eguiument Brid~:es Eguiument Eguiument Total Total COST Balance, beginning of year $ 1,881,721 $ 22,345,094 $ 232,049 $ 869,883 $ 5,813,553 $ 52,678,041 $ 54,213 $ 4,102,237 $ 87,976,791 $ 86,056,172 Add: Additions during the year 194,006 1,999,416 56,607 2,250,029 2,221,300 Less: Disposals during the year (962 072) (75 166) (166 780) (65 650) (I 269 668) (300 681) Balance, end of year 1.881.721 21.577.028 232,049 869.883 5,738,387 54,510,677 54,213 4.093.194 88.957.152 87.976.791 ACCUMULATED AMORTIZATION Balance, beginning of year 6,282,802 105,452 497,889 3,239,609 19,149,552 54,137 2,932,306 32,261,747 30,106,077 Add: Amortization during the year 483,844 9,990 129,057 372,598 1,218,506 57 194,509 2,408,561 2,407,036 Less: Disposals during the year 068 819) ----(75 166) (78 800) _(5_(i3_1_~) _____L312, I 00) (251 366) Balance, end of year 6.597.827 115.442 626.946 3.537.041 20.289.258 54.194 3.070.500 34.291.208 32.261.747 NET BOOK VALUE OF TANGIBLE CAPITAL ASSETS $ 1,881,721 $ 14,979,201 $ 116,607 $ 242,937 $ 2,201,346 $ 34,221.419 $ ___ l'! $ 1.022.694 $ 54,665,944 $ 55.715.044 This schedule is provided for information purposes only. SlxfgrdCoun~ I ~ growing stronger. .. together Report No: CASPO 2013-111 COMMUNITY AND STRATEGIC PLANNING Council Date: May 13, 2013 To: Mayor and Members of Tillson burg Council From: Eric Gilbert, Development Planner, Community and Strategic Planning Application for Consent and Minor Variance 813-19-7; A13-04-7-Richard & Louise Leadsom REPORT HIGHLIGHTS • Application proposes to sever one new vacant residential lot for a single detached dwelling and retain a lot for a similar use. • Minor variances are being sought for reduced lot depth for both the lots to be severed and retained, and for reduced rear yard setback and front yard setback for the lot to be retained. • Planning staff do not support the proposal as it does not satisfy the policies for the creation of a residential infill lot in the Official Plan, and the proposal does not maintain the same lot area, frontage, and setbacks, as the well-established existing single detached residential development along North Street and Quarter Town Line Road. DISCUSSION Background OWNERS: Richard & Louise Leadsom 60 North Street West Tillsonburg ON N4G 1C1 LOCATION: AGENT: Laverne Kirkness Kirkness Consulting Inc. 1647 Cedarcreek Crescent London ON N5X OCB The subject lands are described as Part Lot 1, Plan 518 in the Town of Tillsonburg. The lands are located at the northeast corner of North Street West and Quarter Townline, and are municipally known as 60 North Street West. Page 1 of 9 Comments PROVINCIAL POLICY STATEMENT: Report No: CASPO 2013-111 COMMUNITY AND STRATEGIC PLANNING Council Date: May 13, 2013 The 2005 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. The policy framework came into effect on March 1, 2005. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions "shall be consistent with" all policy statements issued under the Act. Relevant policies are included in the Attachments section of this report. The applicant's proposal seeks to create one vacant lot for residential development. Planning staff are of the opinion that while the PPS promotes intensification and infill development, section 1.1.3.3 qualifies this by requiring a planning authority to take into account existing building stock or areas. The Official Plan policies respecting street-oriented infill provide greater direction and detail to ensure infill and intensification is respectful of the surrounding area. Although the PPS does promote infill and intensification as a method of encouraging sustainable land use patterns, planning staff believe that the infill and intensification proposed in this application does not adequately take into account the existing building stock and the existing area. Development in the surrounding area along North Street and Quarter Town Line is a stable residential area developed in the 1950's with fairly consistent lot areas and lot frontages, the applicant's proposal to create a street oriented infill lot in this area is would not adequately integrate with the existing building stock, lot fabric, and character of the surrounding area. OFFICIAL PLAN: The subject lands are designated 'Low Density Residential' according to the Town of Tillsonburg Land Use Plan, as contained in the Official Plan. Relevant policies are included in the Attachments section of this report. The proposed severance will result in the creation of one vacant building lot with frontage along two arterial roads, being North Street and Quarter Town Line. The intent of the policies of the Low Density Residential designation is to ensure that the built form, massing and profile of new housing is well integrated and compatible with existing housing and established residential areas. The Official Plan provides policy and review criteria for Town Council and Land Division Committee to review infill residential proposals in Section 8.2.4.1.1. These policies require that proposals for infill in an established streetscape will only be permitted if the proposal is consistent with the characteristics of existing development on both sides of the same street, within a 2 block area. Other review criteria include availability and adequacy of services, access, stormwater run-off, parking and amenity areas, and compliance with the Zoning By-law. Given that the subject property is a corner lot, consideration is given to a 2 block area, both north-south along Quarter Town Line and east-west along North Street. The lot to be severed would have greater prominence on North Street due to the proposed dwelling location. Planning staff note that generally, existing lots within an east-west 2 block area on the north side of North Street have large lot areas, wide frontages, and the dwellings are well setback · from North Street. Dwellings present on the lots fronting on the south side of North Street Page 3 of 9 Report No: CASPO 2013-111 COMMUNITY AND STRATEGIC PLANNING CoundiDate: May13,2013 If approved, a daylight triangle is also required to be dedicated to the County at the intersection. For Council's information, it would not appear that the daylight triangle required by the County would have any impact on the proposed severed parcel with respect to the minor variances that have been requested by the applicant. The Town of Tillsonburg Engineering Department indicated that water, sanitary and storm sewer services will need to be installed to the severed lot, and the proposed and existing driveway surface/configuration must be constructed to accommodate a setback of 1.2 meters (min) from the common lot line. Further, the applicant must identify all curb and sidewalk removal/replacement required to accommodate the new and existing driveway locations. A preliminary lot grading plan will be required for the severed parcel. Town Building and By-law Enforcement Services expressed concerns with the reduced rear yard depth as it has been their experience that reduced rear yard depths less than 7.0 m have higher incidences of noise complaints. There were no other concerns or objections raised by the other agencies circulated. PUBLIC CONSULTATION: Notice of the application was circulated to neighbouring property owners on April 29, 2013. As of the date of this report, one letter of concern has been received from an adjacent landowner to the east. The landowner cites concerns about loss of privacy, and negative impacts to the streetscape if the application is given favourable consideration and a two storey home is possibly constructed on the lot to be severed. The letter is attached to this report for Council's information. Conclusions The application proposes creation of one residential "infilling" lot within the Town of Tillsonburg. The lot to be retained will include the existing single detached dwelling and detached accessory building on the subject property. It is the opinion of this Office that the proposed consent application is not in keeping with the policies of the Official Plan respecting street oriented infill severances as the lots to be severed and retained do not appear to be consistent with the character of the existing neighbourhood with regard to lot area, frontage, and setbacks for the existing and proposed single detached dwelling. RECOMMENDATIONS Whereas the variances requested for lot depth for the lots to be severed and retained are not minor variances from the provisions of the Town of Tillsonburg Zoning No. 3295, are not desirable for the appropriate development or use of the land, building or structure, are not in keeping with the general intent and purpose of the Official Plan, and are not in keeping with the general intent and purpose of the Town of Tillsonburg Zoning By-law No. 3295, it is recommended that Tillsonburg Council advise the Oxford County Land Division Committee that the Town does not support the variances requested. Page 5 of 9 Report No: CASPO 2013-111 COMMUNITY AND STRATEGIC PLANNING Council Date: May 13, 2013 ATTACHMENTS RELEVANT EXCERPTS FROM THE PROVINCIAL POLICY STATEMENT (PPS), OFFICIAL PLAN AND THE TOWN OF TILLSONBURG ZONING BY-LAW 2005 PROVINCIAL POLICY STATEMENT The policies of Section 1.1 state that sufficient land shall be made available through intensification and redevelopment and, if necessary, designated growth areas to accommodate an appropriate range and mix of housing and other land uses to meet projected needs for the planning period. The policies of Section 1.1.3 state that settlement areas shall be the focus of growth and regeneration and promotes land uses involving intensification and infilling. Section 1.1.3.3 states that planning authorities shall identify and promote opportunities for intensification and redevelopment where this can be accommodated taking into account existing building stock or areas, including brownfield sites, and the availability of suitable existing or planned infrastructure and public service facilities required to accommodate projected needs. Further, Section 1.4.3 of the PPS directs that planning authorities shall provide for an appropriate range of housing types and densities to meet projected requirements of current and future residents of the regional market area by: • establishing and implementing minimum targets for the prov1s1on of housing which is affordable to low and moderate income households; • permitting and facilitating all forms of residential intensification and redevelopment and all forms of housing required to meet the social, health and well-being requirements of current and future residents; • directing the development of new housing towards locations where appropriate levels of infrastructure and public service facilities are or will be available; • promoting densities for new housing which efficiently use land, resources, infrastructure and public service facilities and support the use of alternative transportation modes; and • establishing development standards for residential intensification, redevelopment and new residential development which minimize the cost of housing and facilitate compact form while maintaining appropriate levels of public health and safety. OFFICIAL PLAN The subject property is designated "Residential", as shown on Schedule T-1 -Town of Tillsonburg Land Use Plan and 'Low Density Residential' on Schedule T-2-Town of Tillsonburg Residential Density Plan as contained in the County of Oxford Official Plan. The policies of Section 8.2 (TOWN OF TILLSONBURG HOUSING DEVELOPMENT AND RESIDENTIAL AREAS) promote the accommodation of present and future demand for housing in Tillsonburg through the efficient use of vacant residentially-designated lands, underutilized parcels in built- up areas and existing housing stock in all neighbourhoods. Page 7 of 9 ) Report No: CASPO 2013-111 COMMUNITY AND STRATEGIC PLANNING Council Date: May 13, 2013 2. The driveway access to the lands to be severed is to be on Quarter Town line (as far to the north as possible in order to maximize the distance to the intersection with North Street) 3. No building permit shall be issued until separate water and wastewater services are provided for the lot to be severed and payment of these services has been received by the County of Oxford Public Works Department. This condition can be cleared by payment for the required services or entering into a Severance Agreement with the area municipality. A copy of the DRAFT Severance Agreement, which addresses the above requirements, must be provided to the satisfaction of the County of Oxford Public Works department prior to clearing the condition. Town of Tillson burg Engineering Department provided the following comments: 1. The severed lot will require sanitary, storm and water services installed to the satisfaction of the Town and County. 2. Please provide a preliminary lot grading plan ensuring the severed parcel can be graded as per the Town requirements. 3. Ensure the proposed and existing driveway surface/configuration is constructed to accommodate a setback of 1.2 meters (min) from the common lot line. Identify all curb and sidewalk removal/replacement required to accommodate the new and existing driveway locations. 4. A site servicing and grading plan shall be submitted to address the above noted comments. Tillsonburg Building/By-Law Services have the following comments: "The intensification of the R1 zone as per this request may create by-law enforcement issues particularly related to the requested reduction in rear yard setback of the proposed severed lot. By-Law Enforcement has noted that properties within the Town of Tillsonburg with rear yards depths less than 7.0 mend up with higher complaints related to noise, etc." Oxford County OPP advised that they have no concerns with this application. If it is successful and will impact addresses, please advise, so that the appropriate emergency dispatch notifications can be made. PUBLIC COMMENTS Public Notice was sent out to surrounding neighbours on April 29, 2013. One letter of concern was received from an adjacent landowner and is attached to this report for Council's information. Page 9 of 9 !S'\f.qrdCount)! ~ growing stronger. .. together 166 NAD_1983_UTM_Zone_17N © County of Oxford 0 PLATE 2: 2010 Aerial Photography """/ 813-19-7 & A13-04-7 (Part Lot 1, Plan 518-R. & L. Leadsom) 60 North Street W, Tillsonbur, 83 166Meters March 20, 2013 1:3,269 This map is a user generated static output from an Internet mapping sHe and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. NOTE:THIS IS NOT A PLAN OF SURVEY --1 / '" ............ /'-.. / i :-' ' --' ,. "_,,...,.._ __ -'~__,_,..: r·c • ' . ;/ \ I ' I -···-' />c'\ -\ ~) . \ ______ , \ \. \ 1, .... .__ .... -1 ----·· \ ('' J \ -'-t .. c: . ' ,\. \ \ \.f t \ \ : I \ \ ,_ .... ----~ }_"1 ____ ~-;-----\ \ . \ • -;.·r:> :.., 1,:--tJ ---- ' -~ ~ f.1 9 \ J_,..- Legend [gJ Parcel Lines (Displays 1 :16 0 Boundary Lot Line Assessment Line Road Environmental Protection/Flo• Flood Fringe WJ. Floodway ~ Environmental Protection (EP1) ~~ Environmental Protection (EP2) Zoning Floodlines/Regulation •• 1 DO Year Flood Line .. 30 Metre Setback •• Conservation Authority Regulatior •• Regulatory Flood And Fill Lines Zoning (Displays 1:16000 to · Notes PLATE 4: Applicant's Site Sketch B13-19-7&A13-04-7 (Par .1,Pian518-R.&L.Leadsom) w z _j z ~ 0 1- 0::: w ~ <( ::> 0 25.15 25.15 [l---~--1 I I I I I I 1 ~ 60 North Street W, Tillsonburg Retained Lot -R1 Zooe Slats roqulro~PtoY!dad No, of Dwellings (mnx.) 1 1 Lot Area (mh.) 480.0m> $40.0m• Lot Frontage (min.) 15.Dm 25.49111 I l..otDeplh(mln.J 32.0rn 25.151111 Solbac~. From Yard (min.) 7,6m 7,32m Sutbaol< • Rear Y~Jd (min.) 12.0m 5.64m Selback-lnlerlor (min.) 1.2m 2.7Bm Lot Covarage (max.) I :!;,.0% 11~~-~~ 1 1 ti l.andooopodOoona,...o ''llln.j I _;j{)_.i/!t 84.0'1o\ ! l 11M,.,., "'OFI.G..-~ : Exl~tlng ~ GIO!Is Floor Area (min.) 93.am• 123.4m>l ~ L4.oo-; 1,32S:sq, ft. c'l1 ~-htoiD~eJUng(max.) 10.5m <5.0m I : house Parklflll 2 2 1 f-..--7!32-: : ~s. RETAINED PARCEL I I I 01 01 ~ w 0) ~ .. I····-·--, u. 01 Olv• b Driveway • 1 T 'j' ! ' ~ Pro~osed / __.1----l-SEVERED PARCEL :... C1l 1,32~ sq. ft. ho:Use ' M : 1--1.so--L ____ : .:. !'> ~ ;..,. CJ'I 1-6.46-! ~ 20.151 I Severed Lot -R 1 Zone Slats ~ul~rovfde• ~~:~~~-In~ (maK.) 1 1 1 1 '""'"'"" tm•"·l I6Ca.om>l620.0m' Lot Frontage (min.) 19.0m 25.15mj Lot Deplh (mill.) 32.0m 25.191111 Sellr.lck • Front Yard (min.) 7 .5m 7.50m SsU>ack-RearYaJd (min,) 12.llm 5.4Bm INTERSECTION 25 15 IMPROVEMENT ' Sotbaol< ·Interior (min.) 1.2m 6.50m Setback • Ellter<>r (min.) 7.5m 10.61!'1\ Lot Ccmrage (max.) 1 =-~ ~~ BUILDING ENVELOPE LL_ __ _j__J AS PER R1 ZONE NORTH STREET WEST Soolo: 1:300 moille i l.end .. opedO>OilSP ... 'n~n.) I ;:.~·~;.. ~ Gress Floor AraB (mbl.) 93.1lm1 123.4m' H<>ght ol DwoDing (max.) 1o.sm <6.Dm Perking 2 2 I I I I I I I r I I I I I 1------------i I I I I 1----------i I I I 2s.1s I !tf~ri'.A1if_ \ . ''{"":. \. y·~ ' :·· \ ·, .\ t '\ Iii \i 1\..l~.:o•."·"'1 ·.. .:· ~ \ ~~\:~~,~~r:; .. \, \ \_·~~ .. r ~t !·.:=--.. -~:f"~ .. ~--/:--· \\,;;:-:.-~~ .. · . ' \~L. ::-~t.~ \l_;.J_;._,., ~~a::'·\. ... ·, SU 13JECT SITe \', ·,' '\ \' v.-""·-·::''/;;~\~ SEVERANCE SKETCH 60 NORTH ST. W. IN Till! TOWN OF TILLSONBURG COUNTY OF OXFORD --1 I I I I I I ---~-~-1 RETNNEDPi,~~======~ g I ~ 0 0 0 I II RETAINED PARCEL ::-; oOO a 000 g 0 SEVERED P~RCEJI SEVERED PARCEL "") 0 o ,. _j ~"" 0 ,..... l I 11 12.5 m• !INTERSECTION 134~W IMPROVEMENT ~--15 INTERSECTION ~· IMPROVEMENT NORTH STREET WEST r--T---~--~ ( I I \ I I I I I I I I I ____ I __ _J I I I I ~ - --,--~, _L I - : scale: 1:750 mJ I y i I I~ -RETAINED PARCEL § g ~ g 1 SEVERED PARCEL Killl•oss: t# I ~~~~ino~ ~ i ;.~-~~-~:-~:. :;_~~:·._:: ......... ·~ lb-.;~-· ~--== For Discussion Purpos11s Only March 5, 2013 813-19-7 & A13-04-7-Richard & Louise Leadsom Site Photos Figure 3-View of Retained Lands (facing east from Quarter Town Line Road) Figure 4-View of Subject Property (looking north-east from intersection of North Street and Quarter Town Line Road) ·Fric Gilbert From: Sent: To: Subject: peter bryan-pulham <peterbryan-pulham@hotmail.com> May-06-13 11 :49 AM Eric Gilbert; dewilson@tillsonburg.ca; planning@oxfordcounty.ca; dwayne van den brink RE: Proposed Severance To Eric Gilbert Development Planner Application; B13-19-7; A13-04-7 Below you will note that I responded to a letter put into my mail box from the firm Kirkness Consulting Inc. I have not received a response as indicated from Laverne Kirkness in his e-mail back to me. This disturbs me as I brought forward two concerns which are shared by my neighbours across the street and now am responding to the Notice of Application for Consent and Minor Variance/ Permission. Please accept this e-mail as our views, my neighbour and ourselves, as we cannot be present at the meeting set for May 13/ 2013 regarding this application; As per my earlier brief to Lanverne Kirkness of concerns, I questioned the consultant's conclusion that the lot sizes are sufficient to easily accomodate homes of equal size when in the letter provided by this consultant Lanverne mentions a minor variance regarding the rear yard setback requires adjustment. This basically tells me that indeed the lot size is not sufficient to allow such a severance to take place. The actual application now reveals that the minor variances required are not only for the rear yard but includes the lot depth , rear \ ,yard and front yard to accomodate the severed & retained lot. The consultant in his letter refers to a fact that a two storey home is permiited under the Rl zoning for this area. As per my previous e-mail directed to Lanverne I presented, on behalf of myself and the neighbours, that such a building is not consistant with the existing homes that front North Street West therefore only a one storey home should be allowed for a future home on the proposed severed lot if granted. In the letter provided from the consultant, he refers to the lots being able to accommodate homes of equal sizes. I understand that this references the foot print on the lot however I have concerns about the value of my property being negatively affected as a result of a two storey home being built. I presently have a cedar hedge row between our properties which I feel will suffer due to a heightened building being erected reducing the sunlight presently exposed to the hedge.More significantly, we presently enjoy our front yard as it is private in nature having no home directly beside our front yard. This adds value to our property which I feel will be negativily affected if the severance is allowed. Another general concern that we have is, if the severence is allowed, the location of the driveway entrance for the new lot should be off the Quarterline. I submit to you to consider declining the application since ; 1) the lot size is not of a suffcient size to accommodate homes of equal size due to the number of minor variances identified and required. 2) if allowed there is a possibility that a two storeyhome could be built which is inconsistant with the present types of homes already established fronting along North Street West. )Laverne Kirkness RPP Regarding the letter placed in our mail box at 58 north street west, the general concept of severing the property as set out in the sketch provided I have the following concerns; My concern is that the zoning permits two storeys for the building on the severed lot. A two story home does not fit the present building status that has been predomently established for homes fronting along North Street West. Your statement that the lot area is sufficient to easily accommodate a home of equal size is not entirely correct due to the fact a minor variance will be required for the rear yards. Secondly; I can only assume that the lot to be severed will be a single home by the description you have provided to date. In other words , zoned as such as well. Based on my two concerns, I will be in opposition of this severance if the status of a two storey building remains an option to be built on the severed lot and there is a possibilty that the building will be something different than a single family home dwelling. If you can provide a legal document accepted by the Town of Tillson burg endorsed by Oxford County that removes the possibility of a two storey building being built on the severed lot and further distinquishes the only structure that can be built on the severed property will be a single family home then I will not be opposed to the severance. P.S. We have been enjoyed having neighbours like Dick and Louise over the years and express our willingness to support the above severance provided our concerns have been satisfied. Thank you for the opportunity to provide our opinions in advance of the application going forward. 3 ) Bottom line; I feel that when taking everything in consideration the proposed severance should be declined when considering the future and the consequences of not thinking out of the box. 2 ) Eric Gilbert From: Sent: To: Cc: Subject: Eric Gilbert <egilbert@oxfordcounty.ca> June-05-13 10:17 AM 'planning@oxfordcounty.ca' (planning@oxfordcounty.ca) laverne@kirknessconsultinginc.ca FW: Severance From: Gord Bishop [mailto:gordb@decloetgreenhouse.com] Sent: June-05-13 10:13 AM To: Eric Gilbert Subject: Severance Good Morning, My name is Gord Bishop and I own the property at 298 Quarter Town line. I would like to add my name to the growing list of people who are against the proposed severance at the corner of North St West and Quarter Town line also known as the Leadsom property. The following list of reasons is why I object to this proposal. 1) There have been numerous accidents at that corner and I feel another house sitting there would only add to the problem as the corner would become even more blind than it already is. 2) This is a well-established neighborhood and sticking a new house and possibly a two story home would look out of place and would not add to the ascetic's of the neighborhood. \ I 3) As I am sure you are aware all the setbacks on the north side of North Street are all the same, so what is to stop people on the corners of the houses to the west from applying for the same permit. 4) I also feel that anytime you require a variance on two or three sides of the house then the property is way too small, and should not be considered. 5) Adding another laneway to an already congested area would add nothing but issues, and would contribute to more accidents. 6) I am sure in the very near future a builder will purchase the property on the south west corner and build houses that are 10 feet apart as they did in the Hayhoe subdivision on Park Place, let's leave some room for the kids to play. In closing, I strongly object to this proposal and feel at this point it should not even be considered. I hope you will take note of my and other neighbors objections and not give the green light for this permit. Regards, Gord Bishop Gord Bishop ~ales Representative DeCioet Structures Ltd. 1 ) Eric Gilbert From: Sent: To: Cc: Subject: Eric Gilbert <egilbert@oxfordcounty.ca> June-07-13 8:47AM 'planning@oxfordcounty.ca' (planning@oxfordcounty.ca) laverne@kirknessconsultinginc.ca FW: Leadsom severance From: pat sprague [mailto:pspraque@hotmail.ca] Sent: June-07-13 8:36AM To: Eric Gilbert Subject: Leadsom severance I am a resident of 57 North St West. I am seriously hoping that you will decline the severance application for Leadsom. This is an older part of Tillson burg that should remain in its current state and stay that way. There are too many homes already being compacted into subdivisions. Leave the small lot sizes for the new subdivisions. The corner where the Leadsom live is also a very busy corner and adding any building here will only add an obstruction that may create more accidents. This area is well used by walkers, bikers, joggers, children, etc. I think it would be a shame to see 2 houses crammed on a busy corner in a older neighbourhood. Sincerely, Pat Sprague. \ ! 1 Ministry of Infrastructure Ministry of Transportation Office of the Minister Ferguson Block, 3'd Floor 77 Wellesley St. West Toronto, Ontario M7A 1Z8 416-327-9200 www.ontario.ca/infrastructure www.mto.gov.on.ca JUN 5 ... 2013 Ministere de !'Infrastructure Ministere des Transports Bureau du mlnlstre Edifice Ferguson, 3" etage 77, rue Wellesley ouest Toronto (Ontario) M7A 1Z8 416-327-9200 www.ontario.ca/infrastructure www.mto.gov.on.ca RECEIVED JUN 1 0 20\3 ~ Ontario M2013-2172 Ms. Amber Zimmer Deputy Clerk The Corporation of the Town of Tillsonburg 200 Broadway, 2"d Floor Tillson burg ON N4G 5A 7 Dear Ms. Zimmer, Thank you for your letter regarding the Town of Tillsonburg resolution about Highway 3 and Vienna Road. I appreciate the opportunity to respond. I appreciate your concerns about the impact of a detour on tourists and local residents. The ministry's project team has conducted a further review and evaluation of construction staging alternatives, detours and potent.ial mitigation measures such as enhanced signing. I have asked ministry staff to arrange to meet with their municipal counterparts to discuss the results of their review. Following this meeting, the ministry staff would be available to meet with members of council. I also understand that the municipality has concerns about maintaining emergency vehicle access through the intersection during construction. In order to address this concern, the ministry is prepared to include provisions requiring the contractor to accommodate emergency vehicles through the work zone at all times. Following further consultation with the Town of Tillsonburg and other stakeholders, the technically preferred alternative, including construction staging, will be included in the Transportation Environmental Study Report (TESR), which will be published for public review and comment later this year. ../2 June 7, 2013 Council Members Town of Tillsonburg 200 Broadway, 2"d Floor· Tillsonburg, ON N4G 5A7 Re: Planning Services RECEIVED JUN 1 0 2013 OFFICE OF THE CITY CLERK City Hall P.O. Boxt539 500 Dundas Street Woodstock, ON N4SOA7 Telephone (519) 539-1291 Section 77 of the Planning Act prohibits the County of Oxford from delegating approval authority for severance or subdivision applications to its area municipal Councils. This prohibition applies to Oxford County municipalities only. Upper Tier governments have delegated approval authority for severance applications, subdivision applications or both to their area municipalities in many cases. Examples include Owen Sound, Thorold, Fort Erie, Sarnia, Collingwood, and Lambton Shores etc. Although the County of Oxford is prohibited from delegating approval authority to the Area Municipal Councils, it retains the authority to delegate approval authority to its Land Division Committee who are unelected appointees. The purpose of the prohibition of delegation authority to Area Municipal Councils is unknown and it is difficult to guess as to why this prohibition that is specific to Oxford County only continues. Currently, severance or subdivision ofland applications include a dual reporting process in Woodstock and Tillsonburg which results in duplication and longer periods of time to process applications. These applications are fifst presented to the Area Municipal Council who provides a recommendation to either the Land Division Committee or County Council. While Oxford County Planning Staff extend best efforts to schedule the dual reporting so as t~ minimize approval delays, the reality is that this system is inefficient and it takes longer to process these applications. Other Area Municipal Councils may comment on severance or subdivision planning applications but do not receive and provide recommendations to Land Division Committee or County Council based on the final planning report. · An amendment to the Planning Act will be necessary if Council wishes to pursue a delegation of approval authority. Given that the special powers and restrictions that apply to the County of Oxford have existed for close to 40 years, there is merit in undertaking a review. STAFF REPORT PARKS AND RECREATION SERVICES Title: PROGRESS UPDATE ON ENERGY MANAGEMENT Report No.: PRS 13-11 Author: KELLY J. BATT Meeting Type: COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: Hydro, Natural Gas and Consumption Data RECOMMENDATION RESOLVED THAT Council receive Report PRS 13-11 Progress Update on Energy Management; EXECUTIVE SUMMARY The Facilities Division is continuing to pursue energy conservation and reductions in utility costs in Town facilities. This report provides Council with an update on recent changes to mandatory reporting, energy conservation progress to date and information about the opportunities staff is investigating. BACKGROUND INFORMATION Energy consumption and demand management is a dynamic and challenging tasking for the Facilities Division. Success in this area continues to achieve reductions in the Town's environmental footprint as well as significant cost savings for the Corporation. As this cost centre is the Town's second largest expenditure next to salaries it is a high priority item. Staff will be bringing forward projects through the budget process that will help the Town maximize the potential benefits. Regulation 397/11 Green Energy Act Regulation 397/11 of the Green Energy Act (2009) requires public agencies including municipalities to prepare, publish, make available and implement energy conservation and demand management plans. The first deadline to come into effect is that by July 1, 2013 all municipalities must publish on their website certain prescribed energy consumption information from 2011. Town staff has compiled all of the necessary data facility energy use for 2011 and are using software provided PRS 13-11 -Progress Update on Energy Management.docx 1/3 CAO hydro is about 11 cents per kilowatt hour. Existing co-generation projects are achieving hydro generation at a cost of 5 cents per kilowatt hour and in addition to the cheaper hydro there is possibility of storing or selling back excess electricity to the grid. This type of technology could reduce the cost of electricity to the Town and is being used locally at a couple of commercial operations. Town staff will be investigating the local examples and evaluating the potential opportunities for the Town. Attachments: 2009-2013 Cost & Consumption data for Natural Gas, Hydro and Water APPROVALS ' Author Name/Signature Director Name/Signature Finance Name/Signature Kelly J. Batt Rick Cox PRS 13-11 -Progress Update on Energy Management.docx DATE: June 18, 2013 DATE: June 18, 2013 DATE: 3/3 CAO STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: INDUSTRIAL LAND UPDATE -HIGHWAY 3 BUSINESS PARK Report No.: DCS 13-44 Author: CEPHAS PANSCHOW Meeting Type: COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVE THAT Council receive Report DCS 13-44 Industrial Land Update - Highway 3 Business Park for information purposes. EXECUTIVE SUMMARY On October 22, 2007, the Development Commissioner presented a comprehensive industrial land strategy to Council. The report recommended proceeding with the development of the Town owned lands on Highway 3 including the acquisition of two residential properties contained at the southwest corner of Highway 3 and the future Clearview Drive South. Subsequent reports recommending the purchase of the two residential properties and the placing of debentures for costs related to these acquisitions and engineering costs were brought forward on July 14, 2008 and November 9, 2009, respectively. Over the next two years, the Development Commissioner, in consultation with CJDL Engineering Ltd, worked to obtain approval for an industrial plan of subdivision on the lands, which was granted draft approval by County of Oxford Council on March 9, 2011. The draft approval expires after three years or on March 8, 2014. Either the plan will have to be registered by this date or a request to extend the draft plan will have to be made to the County of Oxford. Draft plan of subdivision status means that the subdivision is essentially conditionally approved. In this case, there are significant works required prior to the plan being officially registered. A conceptual lotting plan and a preliminary servicing plan have been attached to this report as Appendix A and B respectively. CAO The Economic Development Office has been actively marketing these lands to both private industry and the real estate sector in order to raise awareness of the opportunities available in Tillsonburg for new industrial development. These efforts will be increased as the availability of existing buildings decrease and the demand for new construction starts to increase. In order to help market these lands, the Development Commissioner will be preparing conceptual drawings of what a potential industrial development could look like in the business park and preparing a range of financing options that could help make the lands more attractive for development. One action that could help send a strong signal to the market place would be the construction of the initial 100 metres of Clearview Drive South and related services. Development often spurs more interest and related development and this small step could generate more interest in these lands than spending money on new advertising. FINANCIAL IMPACT /FUNDING SOURCE The estimated construction costs for the Highway 3 Business Park are as follows: Item Cost Earth Grading & Site Preparation $365,000 Storm Water Pond $100,000 Sanitary Sewer $142,000 Storm Sewer $269,000 Watermain $117,000 Roadwork $417,000 Detailed Design $75,000 Tendering, Inspection, Supervision & $80,000 Administration (Third Party)** SUBTOTAL $1,575,000 MTO Required Improvements to $460,000 Highway 3** TOTAL $2,035,000 *Cost estimate from July 1, 2009 and does not take into account any changes in pnces nor impact of reduced Storm Water Management requirement due to development of 1 Clearview Dr site. **Third party engineering/inspection costs included in these figures Costs incurred to date for land acquisition, design, approvals and debentures total $827,626. When construction costs are added to this, the estimated grand total to develop these lands is $2,862,626 or $78,001 per developable acre. 3 CAO APPENDIX A-HIGHWAY 3 BUSINESS PARK 5 TILLSONBURG BUSINESS PARK LOTTING ALTERNATIVES CJDL 0904 10 JUNE 2011 REV. 4 JAN. ?.012 CAO ) STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: AMENDMENT TO AIRPORT HANGAR LAND LEASE Report No.: DCS 13-45 Author: ANNETTE MURRAY Meeting Type: COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVE THAT Council receive Report DCS 13-45 Amendment to Airport Hangar Land Lease; That Council approve the amendment to the land lease agreement with Richard Lee and Geoff Lee to support an expansion by an airport business; and further, That a bylaw be brought forward in this regard. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval for a 14 foot by 20 foot expansion to an existing hangar and to amend a land lease agreement to reflect this change. This expansion totals 280 square feet and will result in an increase in the total floor area of the hangar from 4,578 square feet to 4,858 square feet (see Appendix A). The hangar owned by R. Lee and G. Lee was approved for amendment to Land Lease on July 9, 2012 and the land lease agreement was amended to reflect the expansion at that time. Resolution No. 11: Moved By: Councillor Getty Seconded By: Councillor Rosehart AND RESOLVED THAT Council receive report DCS 12-43-Amendment to Land Lease for Airport Hangar (Lee); FURTHER RESOLVED THAT Council approve the amendment to the land lease agreement with Rick Lee and Geoff Lee; APPENDIX A -PROPOSED EXPANSION STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Information Technology Strategic Plan Consultant Report No.: DCS 13-49 Author: DAVID SAMIS Meeting Type: COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVE THAT Council receives Report DCS 13-49 -Information Technology Strategic Plan Consultant; That Council award the contract to Deloitte LLP for the Information Technology Strategic Plan; and further, That a bylaw be brought forward authorizing the contract award to Deloitte LLP. EXECUTIVE SUMMARY The purpose of this report is to seek Council's approval to award the Proposal for Consulting Services for an Information Technology Strategic Plan for the municipality to Deloitte LLP. The submission closing date was May 27, 2013. Seven proposals were received. A review team consisting of the Manager of Information Systems for Oxford County and the Directors of Development and Communication Services and Finance reviewed the submissions and scored the submissions. BACKGROUND The 2013 Budget and Business Plan for the Department of Development and Communication Services included an allocation for a consultant to prepare an Information Technology Strategic Plan. In February 2013, staff began the preparation of a request for proposal document with assistance from Oxford County Information Systems staff. As well in March FINANCIAL IMPACT /FUNDING SOURCE This project has been included in the 2013 budget to be funded from reserves. The consultant's upset fee is $6,000 less than budget, resulting in savings. APPROVALS Author Name/Signature Director Name/Signature Finance Name/Signature DAVID SAMIS David Samis Darrell Eddington DATE: JUNE 15, 2013 DATE: June 17, 2013 DATE: June 17, 2013 STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: Update on Municipal Communications Initiatives Report No.: DCS 13-50 Author: DAVID SAMIS Meeting Type: COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: NONE RECOMMENDATION RESOLVE THAT Council receives Report DCS 13-50 -Update on Municipal Communications Initiatives for information only. EXECUTIVE SUMMARY The purpose of this report is to update Council on Communication Initiatives since 2011, and to seek any further Council input or future directions with regards to communications. BACKGROUND In 2011 Council reviewed a draft communication strategy prepared by the Department of Development and Communication Services. This strategy helped establish the framework for current communications policy and initiatives. Since 2011, the municipality has undertaken a number of initiatives to improve or enhance communication methods for the municipality, these are as follows: 1. Worked in Partnership with Sun media for the bi-weekly posting of the "Focus on Tillsonburg" bulletin; 2. Launched with Rogers TV a weekly segment titled "Inside Tillsonburg", now hosted by the Marketing and Partnerships Officer, clips of this show is on the Rogers TV website; costs of $120/month are to maximize the web presence and for search word optimization. The HD camera was purchased in 2012, under the Residential Marketing Initiative and the approximate cost was $5,000. APPROVALS Author Name/Signature Director Name/Signature Finance Name/Signature DAVID SAMIS David Samis DATE: JUNE 14, 2013 DATE: June 14, 2013 DATE: STAFF REPORT FINANCE Title: 2014 BUDGET MEETING SCHEDULE Report No.: FIN 13-30 Author: DARRELL EDDINGTON Meeting Type: COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVE THAT Council receives report FIN13-30 2014 Budget Meeting Schedule; FURTHER RESOLVE THAT Council approves the proposed 2014 budget meeting dates and times. EXECUTIVE SUMMARY To obtain direction from Council on the 2014 budget meeting dates and times. BACKGROUND Senior Management is recommending the following Open Council meeting dates: Draft budget binders to Council Friday October 25 Wednesday November 6, First budget meeting with Council 9 am to 2 pm Thursday November 14, 9 Second budget meeting with Council am to 2 pm Third budget meeting with Council -Wednesday November Community groups to present budget 20, 10 am to 3 pm requests to Council Wednesday November Final budget meeting with Council 27, 9 am to 2 pm Monday January 13 Council to finalize proposed budget 2014,6 pm D CAO / Title: Report No.: Author: Meeting Type: STAFF REPORT FINANCE DEBT PAYMENT FIN 13-29 DARRELL EDDINGTON COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVE THAT Council receives report FIN13-29 Debt payment; FURTHER RESOLVE THAT Council approves a 2013 debt payment amount of $1,046,525 from reserves; FURTHER RESOLVE THAT Council approves refinancing debt in the amount of $2,250,558 in 2013. EXECUTIVE SUMMARY To obtain direction from Council on a debt payment strategy for 2013. BACKGROUND Council may recall that the attached report, FIN 13-17, was presented to Council at the April 22, 2013 meeting and the motion was to defer the report. Subsequent to the report, the Director has revised the recommendation to reflect the probable IT spend that may be required in 2013 or 2014. Staff is recommending that the debt balloon payments on the three projects of $1,046,525 be paid in full from reserves; that the debt balance on the Arena Renovations of $2,250,558 be re financed later in 2013. Of note is that the 2012 and 2013 asset net proceeds totaled approximately $1,595,000. If this recommendation is adopted by Council, net general reserves will be approximately $1,047,000. CAO Title: Report No.: Author: Meeting Type: STAFF REPORT FINANCE Municipal Insurance Liability Reform FIN 13-23 Darrell Eddington COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVED THAT Council receive Report FIN 13-23 Municipal Insurance Liability Reform; FURTHER RESOLVED THAT Council requests the Province of Ontario to work with municipalities to develop a long-term and sustainable solution that will protect municipalities from rising litigation and claims costs which diverts funds from more critical, yet underfunded, municipal services; FURTHER RESOLVED THAT Council requests the Association of Municipalities of Ontario to circulate this resolution to all Ontario municipalities for endorsement. EXECUTIVE SUMMARY Attached to this report is information that the Frank Cowan Company has circulated to a number of Ontario municipalities about the need for the Province of Ontario to work with municipalities to develop a long-term and sustainable insurance solution. This solution would address reducing legal costs and reduce the total cost of claims thereby helping to avoid a municipal insurance crisis. CONSULTATION/COMMUNICATION FINANCIAL IMPACT /FUNDING SOURCE Not applicable at this point in time, although future insurance costs may be impacted. CAO THE CORPORATION OF THE TOWN OF TILLSONBURG fiFCJi~ut~0 . a~~kjjp!!~ APPOVAL DATE: 06/24/13 SCHEDULES ADMINISTRATIVE POLICY INVESTMENT POLICY A. Policy Statement Page 1 of 4 It is understood that the policy herein shall govern the investment activities of the Town of Tillson burg operating account, its trust accounts, reserves and reserve funds. B. Objective The objective of the investment policy is to maximize investment income at a minimal risk to capital. Accordingly, the emphasis for investments is security first, liquidity second, and third, overall yield. The purpose of this policy is to ensure integrity of the investment management process and to establish a reporting structure. C. Legislative Authority Section 418 of the Municipal Act, 2001 and Ontario Regulation 438/97, is the legislative authority for the investment guidelines of municipal funds. A summary of the pertinent legislative guidelines as it applies to the Town's eligible investment portfolio is as follows: 1. Bonds, debentures, promissory notes or other evidence of indebtedness issued or guaranteed by Canada or a province or territory of Canada or an agency of Canada; 2. Bonds, debentures, promissory notes or other evidence of indebtedness issued or guaranteed by a municipality in Canada including the municipality making the investment, a school board in Canada, a local board as defined in the Municipal Affairs Act, and the Municipal Finance Authority of British Columbia; 3. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments, bonds, debentures or evidence of long-term indebtedness issued or guaranteed, by a bank (as listed in Schedule I, II or III to the Bank Act), a loan corporation or trust corporation (that is registered under the Loan and Trust Corporations Act), or a credit union or league to which the Credit Unions and i THE CORPORATION OF THE TOWN OF TILLSONBURG APPOVAL DATE: 06/24/13 SCHEDULES J#JFO!!fq~nbu~0 . . .:1 ~tl1txld11p!·~ ADMINISTRATIVE POLICY INVESTMENT POLICY Canada or a province or territory of Canada; Page 3 of 4 2. Investments issued or guaranteed by a municipality in Canada, including the Municipal Finance Authority of British Columbia; 3. Bonds, debentures or evidence of long-term indebtedness issued or guaranteed by a bank (as listed in Schedule I or II of the Bank Act), by a loan or trust corporation (which is registered under the Loan and Trust Corporations Act), subject to a minimum Dominion Bond Rating Service (DBRS) rating of "AA low", Moody's Investor Services Inc. of "Aa3" or Standard and Poor's of "AA-"; 4. Deposit receipts, deposit notes, certificates of deposit or investment, acceptances or similar instruments the terms of which provide that the principal and interest shall be fully repaid no later than two years after the day the investment was made. 5. Bonds, debentures or other evidence of long-term indebtedness issued or guaranteed, by a bank (as listed in Schedule I or II to the Bank Act), a loan corporation or trust corporation (that is registered under the Loan and Trust Corporations Act). E. General This policy shall be administered by the Finance Department. This policy shall be referred to as the "Investment Policy". This policy comes into force and effect on the date adopted. E. Signing Authority Investments made by the Town are settled by cheque requisition or by Electronic Funds Transfer with prior approval by the Treasurer or Deputy Treasurer. F. Reporting \ j Title: Report No.: Author: Meeting Type: STAFF REPORT OPERATIONS SERVICES Ice Resurfacer Tender Report OPS13-15 Dave Davis, Fleet Manager COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: RECOMMENDATION RESOLVED THAT Council receive Report OPS13-15 as information; FURTHER RESOLVE THAT Council authorizes the purchase of a new resurfacer from the Zamboni Company at a purchase price of $89,458.45 plus applicable taxes; FURTHER RESOLVE THAT Council authorizes the Fleet Manager to arrange for the installation of a Greenwald automatic greasing system on the resurfacer at a cost not to exceed $5,000.00 plus applicable taxes. FURTHER RESOLVE THAT the funding for this purchase is to come from reserves. EXECUTIVE SUMMARY Tender results for a replacement new Ice Resurfacer exceeded the available budget and did not meet bid specifications. This report elaborates on the process that ensued and requests authorization to proceed with purchasing a new resurfacer from Zamboni Company Inc. HISTORY The approved 2013 Parks and Recreation Services Business Plan identified the need to replace the currently deployed 2006 Olympia Ice Resurfacer. Ice resurfacing machines are special purpose units with a minimum number of builders. A specification was developed by Fleet with input from PRS staff, and a sealed bid tender was issued and closed on April 26, 2013 with bids received from both of the domestic OEM manufacturers of ice resurfacing machines (prices do not include applicable taxes). 1. Resurfice Corporation (Olympia) bid $78,040.00 2. Zamboni Company Inc bid $105,170.45 CAO including the dual fuel, natural gas/propane fuel management system, hydrostatic drive, hydraulic cooler and 2 new spare scraper blades. Zamboni will warranty the unit with a one year, 1,000hr parts and labour warranty. The cost of this unit would be $65,000.00 plus $410.00 freight (HST extra) and would be delivered to the Town before September 1/ 2013. No Options Unit: Build time for a new unit is normally 6 months; however, Zamboni has offered to bump other units in their production schedule for a mid-September delivery of a new unit to the Town of Tillsonburg. Zamboni was asked to give staff a price for a 2013 Zamboni 525 model without the auto greaser, dual fuel and blade changer options included in the original specification. The price of this new machine is $89,458.05 plus applicable taxes and the unit would come with a 2-year, 2000 hour warranty. Staff are recommending that the Town purchase the new model at this price. FINANCIAL IMPACT /FUNDING SOURCE The 2013 Town Budget augments $40,000 already accumulated in reserve for purchase of a resurfacer with an additional $25,000. During the 2013 budget deliberations, Council agreed to fund a further $20,000 from the 2014 budget creating a total budget of $85,000 for this purchase. This budget requirement was arrived at based on preliminary information from suppliers and a review by staff of recently awarded tenders for resurfacers in other nearby municipalities. Staff are recommending that the purchase be funded in 2013 by $65,000 from the ice resurfacer reserve and an additional approximately $32,300 funded from reserves. ALTERNATIVE RECOMMENDATIONS If Council is not willing to authorize the purchase of a new unit at the upset cost of approximately $97,300.00, staff request that Council adopt the following resolution: RESOLVE THAT Council authorizes the purchase of a used Zamboni from the Zamboni Company at a purchase price of $65,410.00 plus applicable taxes. APPROVALS Director Name/Signature Finance Name/Signature S.T.Lund, P.Eng., PWLF, Director of DATE: May 22, 2013 Operations DATE: 3 CAO Title: Report No.: Author: Meeting Type: STAFF REPORT OPERATIONS SERVICES Traffic Bylaw Amendment Report OPS 13-16 P.Fung, P.Eng., Manager of Engineering COUNCIL MEETING Council/Committee JUNE 24, 2013 Date: Attachments: TWO RECOMMENDATION RESOLVED THAT Council receive Report OPS 13-16 Traffic Bylaw Amendment Report as information; FURTHER RESOLVE THAT Council approve the attached Traffic Bylaw Amendment. EXECUTIVE SUMMARY On April sth, 2013 Council passed Traffic and Parking By-Law 3701 which regulates traffic and the parking of motor vehicles in the Town of Tillsonburg. Since this date staff has identified the necessity to amend the current by-law, at the request of Walmart and Dollar Tree to create an additional loading zone (see attached drawing) adjacent to the Tillsonburg Town Centre, as follows: 1. THAT Schedule 1 of By-Law 3701 -NO STOPPING -be amended as follows: DELETE COLUMN 1 COLUMN2 COLUMN3 COLUMN4 COLUMNS Highway Side From To Time or Day Harvey St. South/East Lot7A 39 meters South Anytime Harvey St. West Ridout St. 121m north of Anytime Ridout St. CAO CONSULTATION/COMMUNICATION None required. FINANCIAL IMPACT /FUNDING SOURCE Funding provided by others. It will not impact the Town ' budget since this is the responsibility of the applicant. APPROVALS Author Name/Signature Peter Fung, P.Eng., Manager of Date: June 18, 2013 Director Name/Signature Finance Name/Signature Engineering S.T.Lund, P.Eng.,PWLF, Director of DATE: June 18, 2013 Operations N/A DATE: 3 CAO Harvey Street Loading Zone -Proposed Loading Zone Configuration I I ' I .~ '!t. . I I' • jl .. I I RIDO li ~ ~-~ = I~ II ,,, ,,,. _ .... 110.00 _, :I: ~ ~ ~ ~ j II) I-I-- n -I I i ~ :;;g ~ ...... ~ li IE I; II lL - - - - A - UT STREET 11~11 0 - / f/' 1 t--r- '------.-r- r--r- ~ I~ I~ ~ ~ ....._ r---~ c r-- r--I ~ CAO THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. :XXXX A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town of Tillsonburg. WHERAS it is deemed necessary and expedient to amend By-Law 3701. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: 1. THAT Schedule 1 of By-Law 3701-No Stopping -be amended as follows: DELETE COLUMN 1 COLUMN2 Highway Side Harvey St. South/East Harvey St. West ADD Highway Side Harvey St. East Harvey St. West Harvey St. West COLUMN3 From Lot7A Ridout St. From 15m North of Ridout St. Ridout St. 86 m South of Bridge St. COLUMN4 COLUMN 5 To Time or Day 39 meters South No Stopping Anytime 121m north of No Stopping Ridout St. Anytime To Time or Day 86 m North No Stopping of Ridout St. Anytime 41 m North No Stopping of Ridout St. Anytime 127m South No Stopping of Bridge St. Anytime 2. THAT Schedule 4 ofBy-Law 3701-No Parking in Loading Zone add as follows: ADD COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 TT:-t. .. ·--· c:...l-L'-~~ 'T'~ 'T':~~ ~-n~u __ _... _ _. .. -----_., ..... THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3743 A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town ofTillsonburg. WHERAS it is deemed necessary and expedient to amend By-Law 3701. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: I. THAT Schedule I of By-Law 3701-No Stopping -be amended as follows: DELETE COLUMN I COLUMN2 COLUMN3 COLUMN4 COLUMNS Highway Side From To Time or Day Harvey St. South/East Lot7A 39 meters South No Stopping Anytime Harvey St. West Ridout St. 121m north of No Stopping Ridout St. Anytime ADD Highway Side From To Time or Day Harvey St. East 15m North 86 m North No Stopping of Ridout St. of Ridout St. Anytime Harvey St. West Ridout St. 41 m North No Stopping of Ridout St. Anytime Harvey St. West 86 m South 127m South No Stopping ofBridge St. ofBridge St. Anytime 2. THAT Schedule 4 of By-Law 3 70 I -No Parking in Loading Zone add as follows: ADD COLUMN I COLUMN2 COLUMN3 COLUMN4 COLUMNS Highway Side From To Time or Day Harvey St West 127m South 41 m North Anytime ofBridge St. of Ridout St. 3. THAT these amendments to By-Law 370lare hereby declared to be part of that By-Law as if written therein. THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NUMBER 3746 A BY-LAW to enter into an amendment to the Airport Lease Agreement with Richard Lee and Geoff Lee. WHEREAS it is deemed necessary and expedient to amend the lease agreement between the Town of Tillson burg and Richard Lee and Geoff Lee. WHEREAS The Town of Tillsonburg is desirous of entering into an Amendment Lease Agreement with Richard Lee and Geoff Lee regarding the lease of the lands identified in the Lease dated December 4, 2004 and passed by By-Law 3134. THEREFORE the Council of the Town of Tillson burg enacts as follows: 1. THAT the Amending Lease Agreement attached hereto as Schedule A forms part of this by-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement on behalf of the Corporation of the Town of Tillsonburg. READ A FIRST AND SECOND TIME THIS 24th DAY OF June, 2013. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF June, 2013. Mayor -John Lessif Clerk -Donna Wilson AMENDMENT TO LEASE AGREEMENT Made this __ day of , 2013 BETWEEN THE CORPORATION OF THE TOWN OF TILLSONBURG (hereinafter referred to as the "Lessor") -and- Rick Lee and Geoff Lee carrying on business as Lee-Air Leasing Ltd (hereinafter referred to as the "Lessee") WHEREAS The Lessor and Lessee entered into a Lease Agreement dated the 13111 day of December, 2004 (the "Lease"), concerning the property legally described as Part of Lots 4, 5, 6 and 7 in the Township of South West Oxford, County of Oxford, Province of Ontario (the "Property") as more particularly described in the aforementioned Lease. Contained on the Property is an airport (the "Airport"), agricultural lands and buildings ancillary to the use of the Airport The Lessee and Lessor agree to amend the aforementioned Lease pursuant to this agreement (the ·Amendment to Lease"): In consideration for the covenants, payments and promises contained in the Lease and for the sum of $2.00, the receipt and sufficiency of such is hereby acknowledged and for the covenants, promises and payments contained herein, the Parties agree to amend the Lease as follows: 1. The Parties agree that the Lease is hereby amended such that the total area being leased increased by 280 square feet (14 ft x 20 ft) and from 4,578 square feet to 4,858 square feet (the "Premises") with the lease rate being adjusted accordingly. 2. The Parties agree that subject to the terms of this Amendment to Lease that all other Terms and Conditions in the Lease are in full force and effect and that unless specified in this Amendment to Lease then all terms of the Lease shall be unaltered. · In Witness of the foregoing covenants the Lessor and the Lessee have executed this Amendment -~.:£.~ ~ Witness Lessor John Lessif, Mayor The Corporation of the Town of TIIIsonburg I have authority to bind the Corporation. Lessor Donna Wilson, Clerk The Corporation of the Town ofTIIIsonburg I have authority to bind the Corporation. }12.; 11~ Rick Lee, Lessee I have authority to bind the Corporation ~~ I have authority to bind the Corporation THE CORPORATION OF THE TOWN OF TILLSON BURG BY-lAW NUMBER 3744 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 24th day of June, 2013 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 {3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillson burg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillson burg at its meeting held on June 24, 2013, 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 Tillson burg 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 24th DAY OF June, 2013. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF June, 2013. Mayor-John Less if Clerk-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3743 A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town ofTillsonburg. WHERAS it is deemed necessary and expedient to amend By-Law 3701. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: I. THAT Schedule I ofBy-Law 3701-No Stopping -be amended as follows: DELETE COLUMN 1 COLUMN2 COLUMN3 COLUMN4 COLUMNS Highway Side From To Time or Day Harvey St. South/East Lot7A 39 meters South No Stopping Anytime Harvey St. West Ridout St. 121m north of No Stopping Ridout St. Anytime ADD Highway Side From To Time or Day Harvey St. East 15m North 86 m North No Stopping of Ridout St. ofRidout St. Anytime Harvey St. West Ridout St. 41 m North No Stopping of Ridout St. Anytime Harvey St. West 86 m South 127m South No Stopping ofBridge St. ofBridge St. Anytime 2. THAT Schedule 4 of By-Law 3701-No Parking in Loading Zone add as follows: ADD COLUMN 1 COLUMN2 COLUMN3 COLUMN4 COLUMNS Highway Side From To Time or Day Harvey St West 127m South 41 m North Anytime ofBridge St. of Ridout St. 3. THAT these amendments to By-Law 370lare hereby declared to be part of that By-Law as if written therein. THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3740 A BY-LAW to amend By-Law 3701, being a by-law to regulate traffic and the parking of motor vehicles in the Town ofTillsonburg. WHERAS it is deemed necessary and expedient to amend By-Law 3701. BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of Tillsonburg as follows: I. THAT Schedule 2 of By-Law 370I-Prohibited Parking-be amended as follows: ADD COLUMN 1 COLUMN2 COLUMN3 COLUMN4 COLUMNS Highwav Side From To Time or Dav Concession St. North Tillson Ave. 67m West No Parking East Of Parkwood. Anytime Drive DELETE COLUMN I COLUMN2 COLUMN3 COLUMN4 COLUMNS Highway Side From To TimeorDav Concession St North Tillson Ave. 105m West No Parking East ofParkwood Anytime Drive 2. THAT Schedule 9 of By-Law 370I-Designated Stop Signs-be added as follows: COLUMN I COLUMN2 INTERSECTION FACING TRAFFIC PUC Alley@ Elgin Street Southbound on PUC Alley William Street @ Beech Street Westbound on William Street 3. THAT these amendments to By-Law 370Iarehereby declared to bepartofthatBy-Law as if written therein. 4. THAT this By-Law be passed pursuant to the Highway Traffic Act, and shall become effective upon enactment. Read a first and second time this I2 day of June, 2013. Read a third time, passed, signed, sealed and numbered 3740 this 24 day of June, 2013. Mayor-John Lessif Clerk-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NUMBER 3746 A BY-LAW to enter into an amendment to the Airport Lease Agreement with Richard Lee and Geoff Lee. WHEREAS it is deemed necessary and expedient to amend the lease agreement between the Town of Tillson burg and Richard Lee and Geoff Lee. WHEREAS The Town of Tillsonburg is desirous of entering into an Amendment Lease Agreement with Richard Lee and Geoff Lee regarding the lease of the lands identified in the Lease dated December 4, 2004 and passed by By-Law 3134. THEREFORE the Council of the Town of Tillson burg enacts as follows: 1. THAT the Amending Lease Agreement attached hereto as Schedule A forms part of this by-law; 2. THAT the Mayor and Clerk be hereby authorized to execute the attached agreement on behalf of the Corporation of the Town of Tillsonburg. READ A FIRST AND SECOND TIME THIS 24th DAY OF June, 2013. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF June, 2013. Mayor-John Lessif Clerk -Donna Wilson AMENDMENT TO LEASE AGREEMENT Made this __ day of , 2013 BETWEEN THE CORPORATION OF THE TOWN OF TILLSON BURG (hereinafter referred to as the "Lessor") -and- Rick Lee and Geoff Lee carrying on business as Lee-Air Leasing Ltd (hereinafter referred to as the "Lessee") WHEREAS The Lessor and Lessee entered into a Lease Agreement dated the 13111 day of December, 2004 (the "Lease"), concerning the property legally described as Part of Lots 4, 5, 6 and 7 in the Township of South West Oxford, County of Oxford, Province of Ontario (the "Property") as more particular1y described in the aforementioned Lease. Contained on the Property is an airport (the • Airport"), agricultural lands and buildings ancillary to the use of the Airport. The Lessee and Lessor agree to amend the aforementioned Lease pursuant to this agreement (the • Amendment to Lease"): In consideration for the covenants, payments and promises contained in the Lease and for the sum of $2.00, the receipt and sufficiency of such is hereby acknowledged and for the covenants, promises and payments contained herein, the Parties agree to amend the Lease as follows: 1. The Parties agree that the Lease is hereby amended such that the total area being leased increased by 280 square feet (14 ft x 20 ft) and from 4,578 square feet to 4,858 square feet (the "Premises") with the lease rate being adjusted accordingly. 2. The Parties agree that subject to the terms of this Amendment to Lease that all other Terms and Conditions in the Lease are in full force and effect and that unless specified in this Amendment to Lease them all terms of the Lease shall be unaltered. · In Witness of the foregoing covenants the Lessor and the Lessee have executed this Amendment .~<.~ ~ Witness Lessor John Lessif, Mayor The Corporation of the Town of Tillson burg I have authority to bind the Corporation. Lessor Donna Wilson, Clerk The Corporation of the Town ofTIIIsonburg I have authority to bind the Corporation. )~71~ Rick Lee, Lessee I have authority to bind the Corporation ~ I have authority to bind the Corporation THE CORPORATION OF THE TOWN OF TILLSON BURG BY-lAW NUMBER 3744 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 24th day of June, 2013 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillson burg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TJLLSONBURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its meeting held on June 24, 2013, 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 Tillson burg 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 ofthe 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 24th DAY OF June, 2013. READ A THIRD AND FINAL TIME AND PASSED THIS 24th DAY OF June, 2013. Mayor-John Lessif Clerk-Donna Wilson June 18, 2013 Tillson burg Town Council 200 Broadway, 2"d Floor Tillsonburg, ON N4G SA7 To Mayor Lessif and Tillsonburg Town Council RE: CEMETERY AND HERITAGE ADVISORY COMMITTEE Resolution-Name Change At the Cemetery and Heritage Advisory Committee meeting of May 2, 2013, the Committee passed the following resolution: 1. Resolved That the name of Cemetery and Heritage Advisory Committee be changed to Heritage, Beautification and Cemetery Advisory Committee to more accurately reflect the mandate of this committee. The Committee would appreciate your consideration in approving the enclosed resolution. Thank you for your consideration in the matter. Regards, Robert Marsden, Chair Cemetery and Heritage Advisory Committee 519-842-9728 bobmarsden@hotmail.ca CORPORATE OFFICE 200 Broadway, 2nd Floor, Tillsonburg, Ontario, N4G 5A7, Tele (519) 688-3009, Fax (519) 842-9431 www. tillsonburg.ca o.~tiJJi~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: 1 MOVED BY: SECONDED BY: THAT the Agenda as prepared for the Council Meeting of June 24, 2013, be adopted. dcarried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials -o.~tibJJ~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: , < , ":¥1-c:vvr «.<'--' ~ THAT Council move into Closed Session, to consider: Matters relating to personal matters about an identifiable individual-including Municipal Employees, IT Security; and Matters relating to a proposed or pending acquisition or disposition of Land by the Municipality, Potential Land Sale. w D Carried Recorded Vote D Defeated D Deferred D Tabled ____f}!!_ Mayor's Initials Q~(dbJ/~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: /144/t/ 7~{# ((;; THAT the Minutes of the Council Meeting of June 12, 2013 be approved. ~arried D Recorded Vote D Defeated D Deferred D Tabled _w~ayor's Initials o.~ftJkill~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.~ MOVED BY: SECONDED BY: --- THAT Council receives report FIN13-32 2012 Draft Financial Statements; FURTHER THAT the Financial Statements for the year ended December 31 , 2012 and the 2012 Independence and Management Letters be received by Council as information. ~arried D Recorded Vote D Def eated D Deferred D Tabled ~Mayor's Initials ...__, .....__, - tJ.~tJJJI~~ COUNCIL RESOLUTION i AGENDA ITEM NO.: __ _ I Date: June 24. 201; RESOLUTION N~ """, , MOVED BY: SECONDED BY: .... THAT Council advise the Oxford County Land Division Committee that the Town supports the orooosal t0 sever the subject property, described as Part Lot 1, Plan 518. with the condition that the lot be rezoned w allow restrictions for the proposed new dwelling to be built on the new lot with regard to height .. a~ o-t- thESji]-gu. ~~ \) ~d D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials o.~t~IJJp~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: ........._ ' :z-: , .__..... THAT Council receive Report PRS 13-11 Progress Update on Energy Management as information. ~rried D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials o.~tiJJI~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: -.. THAT Council receive Report DCS 13-44 Industrial Land Update-Highway 3 Business Park for information purposes. ~arried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials o.~tiJJl~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDEDBY: ----~~~------ THAT Council receive Report DCS 13-45 Amendment to Airport Hangar Land Lease; AND THAT Council approve the amendment to the land lease agreement with Richard Lee and Geoff Lee to support an expansion by an airport business; and further; AND FURTHER THAT a bylaw be brought forward in this regard. ~rried D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials -a~01Ji~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: ----=::.9--,...-- MOVEDBY: ~~ SECONDED BY: ~j'?_ ____ _ THAT Council receives Report DCS 13-49-Information Technology Strategic Plan Consultant; FURTHER THAT Council award the work to Deloitte LLP for the Information Technology Strategic Plan; AND FURTHER THAT a bylaw be brought forward authorizing the contract with Deloitte LLP. D D Carried Recorded Vote ~eated D Deferred D Tabled ~ayor's Initials .._ o.jkt~JJI~~ COUNCIL RESOLUTION AGENDA ITEM NO.: /_±_ Date: June 24, 2013 RESOLUTI ON NO.: 10 MOVED BY: D1~ SECONDED BY: ~J~ THAT Council receives Report DCS 13-50-Update on Municipal Communications Initiatives for information only. ~ried D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials "-' '-' ajkflkli~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY : I / { ----, I ~ <.-c ,:(,C '--< THAT Council receives report FIN 13-30 2014 Budget Meeting Schedu le; FURTHER THAT Council approves the proposed 2014 budget meeting dates and times. O-S (71"Y'-f._,-,_/}_e) ~ed D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials --- o.~tJJkli~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: 12 /M/J /!If-· I - THAT Council receives report FIN 13-29 Debt payment; FURTHER THAT Council approves a 2013 debt payment amount of $1 ,046,525 from reserves; AND FURTHER THAT Council approves refinancing debt in the amount of $2 ,250,558 in 2013. &rried D Recorded Vote D Defeated D Deferred D Tabled ~ayoCs Initials tJ.jkt~JJlj@~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.~--="i--- MOVED BY: SECONDEDBY: ---=~~=---------- THAT Council receive Report FIN 13-23 Municipal Insurance Liability Reform; FURTHER THAT Council requests the Province of Ontario to work with municipalities to develop a long- term and sustainable solution that will protect municipalities from rising litigation and claims costs which diverts funds from more critical , yet under-funded, municipal services; FURTHER THAT Council requests the Association of Municipalities of Ontario to circulate this resolution to all Ontario municipalities for endorsement. ~rried D Recorded Vote D Defeated D Deferred D Tabled ~yor's Initials ..._.._ '-' o_~fdbJJ~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 MOVED BY: SECONDED BY: ~ THAT Council receive Report Fl N 13-25 Investment Policy; FURTHER THAT Council approves the Investment Policy as presented. c{carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials ""---' '- Q~(IJJ/~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: v THAT Council receive Report OPS13-15, Ice Re-surfacer Tender; FURTHER THAT Council authorize the purchase of a new re-surfacer from the Zamboni Company at a purchase price of $89,458.45 plus applicable taxes; AND FURTHER -THAT Council authorizes the Fleet Manager to arrange for the installation of a Greenwald automatic greasing system on the re-surfacer at a cost not to exceed $5 ,000.00 plus applicable taxes; AND FURTHER THAT the funding for this purchase is to come from reserves. ~Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials ......_ o.~ttJJJI~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 THAT Council receive Report OPS 13-16 Traffic Bylaw Amendment Report as information; FURTHER THAT the Traffic Bylaw Amendment be brought forward for Council consideration. d carried D Recorded Vote D Defeated D Deferred D Tabled k Mayor's Initials (J.~fiiJJ~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: rl\l'l'a.vor Lessif SECONDED BY: ~~ THAT staff prepare a cemetery report on an overall vision for the cemetery,ln collaboration with the Cemetery, Historical and Cultural Advisory committee and the Staff of the Museum; The report is to include the historical value the cemetery has relative to the founders of Tillsonburg and to provide details to include the Cemetery as a Historical Tourism site. D D Carried Recorded Vote D Defeated D Deferred D Tabled ____ Mayor's Initials -._.. (),~(JbJ/~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: (../ . THAT Council approve the request of the Cemetery and Heritage Advisory Committee to change their name to the Heritage, Beautification and Cemetery Advisory Committee. ~rried D Recorded Vote D Defeated D Deferred D Tabled ~Mayors Initials o.~tJJJi~~ COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: June 24, 2013 RESOLUTION NO.: MOVED BY: SECONDED BY: ~ ---- THAT By-Law 3743, To amend traffic By-Law 3701 , Harvey Street; AND THAT Bylaw 3746, Airport Hangar Lease Amendment; AND THAT By-Law 3744, To Confirm the Meeting of June 24 2013, be read for a first and second time and this constitutes the first and second reading thereof. @carried D Recorded Vote D Defeated D Deferred D Tabled --k Mayor's Initials (),~(iiJ/~~ COUNCIL RESOLUTION AGENDA ITEM NO.: Date: June 24, 2013 RESOLUTION NO.: --=1=-9 __ MOVED BY: SECONDEDBY: ------=--~~=---~ ·t~ol-\6v:s-la\.A.) 31'-ts; To ~ +-r~M c .Rv)-~ ~lot r (-\vv-ut.~S L THAT By-Law 3740, to amend Traffic By-Law 3701 , Concession St., William Street & PUC Alley; AND THAT Bylaw 3746, Airport Hangar Lease Amendment ; AND THAT By-Law 3744, To Confirm the Meeting of June 24, 2013, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. ~Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials Ontario Senior of the Year Award The 2013 Senior of the Year A ward pays special recognition for outstanding accomplishments. This annual award was established in 1994 to give each municipality in Ontario the opportunity to honour one outstanding local semor. Recipients are individuals who, after age 65, have enriched the social, cultural or civic life of the community without thought of personal or financial gain. Mr. Robert Marsden is this year's recipient. Tonight Mr. Marsden is being recognized by the community for his significant contribution in Tillsonburg. Mr. Marsden is on the Rotary Club ofTillsonburg where he has been a member for over 35 years. The Rotary's motto is "Service above self' and this attribute is exemplified by his energetic involvement as the Club's Secretary and engagement with many of our youth programs. Additionally, Bob serves as the Zone Commander for the Royal Canadian Legion, and is involved with many other initiatives. These include serving on the Tillsonburg Cemetery & Heritage Advisory Committee, the Museum Advisory Committee, the Tillsonburg Historical Society and on the Pioneer Cemetery Committee. Bob previously served on the Library Board, Tillsonburg Architectural Conservation Advisory Committee and the Cultural Advisory Committee. Mr. Marsden's nomination letter highlighted his motivation to help others, and his willingness to take on responsibilities and demonstrates enthusiasm in everything he does. He has enriched the community beyond measure and the Town would like to thank Mr. Marsden for all of his service to the community over the years. Ministry of Infrastructure Ministry of Transportation Office of the Minister Ferguson Block, 3'd Floor 77 Wellesley St. West Toronto, Ontario M7A 1Z8 416-327-9200 www.ontario.ca/infrastructure www.mto.gov.on.ca JUN 5 --2013 Ministere de !'Infrastructure Ministere des Transports Bureau du ministre Edifice Ferguson, 3" etage 77, rue Wellesley ouest Toronto (Ontario) M7A 1Z8 416-327-9200 www.ontario.ca/infrastructure www.mto.gov.on.ca RECEIVED JUN 1 0 2013 lt1 ~ Otllario M2013-2172 Ms. Amber Zimmer Deputy Clerk The Corporation of the Town of Tillsonburg 200 Broadway, 2nd Floor Tillsonburg ON N4G 5A7 Dear Ms. Zimmer, Thank you for your letter regarding the Town of Tillsonburg resolution about Highway 3 and Vienna Road. I appreciate the opportunity to respond. I appreciate your concerns about the impact of a detour on tourists and local residents. The ministry's project team has conducted a further review and evaluation of construction staging alternatives, detours and potential mitigation measures such as enhanced signing. I have asked ministry staff to arrange to meet with their municipal counterparts to discuss the results of their review. Following this meeting, the ministry staff would be available to meet with members of council. I also understand that the municipality has concerns about maintaining emergency vehicle access through the intersection during construction. In order to address this concern, the ministry is prepared to include provisions requiring the contractor to accommodate emergency vehicles through the work zone at all times. Following further consultation with the Town of Tillsonburg and other stakeholders, the technically preferred alternative, including construction staging, will be included in the Transportation Environmental Study Report (TESR), which will be published for public review and comment later this year. ../2 -2- If you have any other questions about the project, please contact Frank Hochstenbach, Project Engineer, at 519-873-4575. Thank you again for bringing this matter to my attention. Sincerely, G Glen Murray Minister c. Susan McConnell, County of Elgin Lynda Millard, Clerk, Municipality of Bayham Brenda J. Tabor, Clerk, County of Oxford Beverley Wood, Clerk, Norfolk County "'\. June 7, 2013 Council Members Town of Tillsonburg 200 Broadway, 2nd Floor Tillsonburg, ON N4G 5A7 Re: Planning Services RECEIVED JUN 1 0 2013 OFFICE OF THE CITY CLERK City Hall P.O. Boxl539 500 Dundas Street Woodstock, ON N4S OA7 Telephone (519) 539-129 1 Section 77 of the Planning Act prohibits the County of Oxford from delegating approval authority for severance or subdivision applications to its area municipal Councils. This prohibition applies to Oxford County municipalities only. Upper Tier governments have delegated approval authority for severance applications, subdivision applications or both to their area municipalities in many cases. Examples include Owen Sound, Thorold, Fort Erie, Samia, Collingwood, and Lambton Shores etc. Although the County of Oxford is prohibited from delegating approval authority to the Area Municipal Councils, it retains the authority to delegate approval authority to its Land Division Committee who are unelected appointees. The purpose of the prohibition of delegation authority to Area Municipal Councils is unknown and it is difficult to guess as to why this prohibition that is specific to Oxford County only continues. Currently, severance or subdivision of land applications include a dual reporting process in Woodstock and Tillsonburg which results in duplication and longer periods of time to process applications. These applications are first presented to the Area Municipal Council who provides a recommendation to either the Land Division Committee or County Council. While Oxford County Planning Staff extend best efforts to schedule the dual reporting so as to minimize approval delays, the reality is that this system is inefficient and it takes longer to process these applications. Other Area Municipal Councils may comment on severance or subdivision planning applications but do not receive and provide recommendations to Land Division Committee or County Council based on the final planning report. An amendment to the Planning Act will be necessary if Council wishes to pursue a delegation of approval authority. Given that the special powers and restrictions that apply to the County of Oxford have existed for close to 40 years, there is merit in undertaking a review. " "'- ... At the regular council meeting held on Thursday May 16, 2013, the following resolution was passed. "Therefore Council directs the City Clerk to circulate this resolution to local Area Municipal Councils requesting support to amend the Planning Act to provide County Council with the power to delegate approval authority to local Area Municipal Councils in the County. Whereas Section 77(5) of the Planning Act prohibits the County of Oxford from delegating approval authority for Severance (consent) and Subdivision planning applications to Area Municipal Councils, And whereas Sections 77(5) of the Planning Act permits the County Council to delegate approval authority to an appointed body known as the Land Division Committee but not Area Municipal elected representatives, And whereas the Area Municipal Councils within Oxford County are the only municipalities in the Province prohibited from receiving this delegated authority, And whereas the current approval process for Severance (consent) and Subdivision planning applications in some Area Municipalities requires Oxford County Planning Staff to report to both the Area Municipal Council and either Land Division Committee or County Council resulting in unnecessary duplication and delays in processing applications." It would be appreciated if you could advise the result of your council's consideration of this matter Sincerely, (){~~~ Louise Gartshore City Clerk June 27, 2013 Louise Gartshore City Clerk City of Woodstock PO Box 1539 Woodstock, ON N4S OA7 Dear Louise: The Corporation of the Town of Tillsonburg Thank you for your letter of June 7, 2013 regarding planning services. The letter was put on the council agenda for their review on June 24, 2013. Staff are currently reviewing the matter and will bring a report to council for consideration at a later date. The Town will provide you with the Council decision on the matter when it presents itself. Regards, ,z_?:.: ... ::.~-:::-~5' ~< _______ ... -·------- Donna Wilson Town Clerk CORPORATE OFFICE 200 Broadway, 2nd Floor, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 688-3009, Fax# (519) 842-9431 www. tillsonburg.ca