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130708 Council MINTown of Tillsonburg Minutes of Council Meeting Date: Monday July 8, 2013 6:00PM Council Chambers Chair: John Lessif MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private Orders of the Day: CALL TO ORDER MINUTES Town of Tillson burg Council Meeting on Monday July 8, 2013 06:00PM Council Chambers Chair: John Lessif The meeting was called to order at 4:30 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 Rick Cox, Director of Parks & Recreation Services Ken Patterson, Deputy Treasurer Denis Duguay, Revenue/CSC Manager Amber Zimmer, Deputy Clerk REGRETS Darrell Eddington, Director of Finance David Samis, 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 July 8, 2013, be adopted. "Carried" CLOSED MEETING SESSION 070813 Page 1 MINU II::~: Meet1ng tor the comm1ttee "Open Council" 4. Letter from Premier Regarding 2013 Ontario Budget [] 5. Clearview Township Motion of "Not a Willing Host Community" for Industrial Wind Turbine Projects CJ FINANCE 6. FIN 13-31, Parking Tax Levy QJ Presented By: Revenue/CSC Manager Resolution No. 4: Moved By: Councillor Beres Seconded By: Councillor Klein THAT Council receive Report FIN 13-31, Parking Tax Levy as information. "Carried" OPERATIONS 7. OPS 13-19. Linkoln Group Georgian Heights Subdivision-Barker Street CJ Presented By: Director of Operations Resolution No. 5: Moved By: Councillor Beres Seconded By: Councillor Klein THAT Council receive Report OPS 13-19, Linkoln Group Subdivision -Barker Street report as information; FURTHER THAT Council approves funding the $17,500 shortage from the Barker Street Subdivision from the 2013 capital roads budget. "Carried" DEVELOPMENT & COMMUNICATIONS 8. DCS 13-57, Tillsonburg Town Centre License Agreement CJ Presented By: Chief Administrative Officer 9951798_1_Licence Agreement-Jul5 2013 .pdf Resolution No. 6: Moved By: Councillor Klein Seconded By: Councillor Beres THAT Council receives Report DCS 13-57; FURTHER THAT Council authorize the Mayor and Clerk to enter into the attached license agreement. "Carried" 9. DCS 13-49, Information Technology Strategic Plan Consultant l.dl Presented By: Chief Administrative Officer Resolution No. 7: Moved By: Councillor Klein Seconded By: Councillor Beres 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; Page 3 MINU ll::::i: Meeting tor the committee "Upen council" "Carried" Resolution No. 11: Moved By: Councillor Getty Seconded By: Deputy Mayor Renaud THAT By-Law 3750, To amend Zoning By-Law Number 3295, Colin Ave and By-Law 3749, To Confirm the Proceedings of the Council Meeting of July 8, 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" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein THAT the meeting be adjourned at 7:20PM "Carried" Approval Received: (0 of 1) Donna WilsonfTillsonburg (Tuesday July 09, 2013 04:21 PM) Town of Tillson burg Page 5 MINUTES: Meeting for the Committee "Open Council" Review Access: Public MINUTES Town ofTillsonburg 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, CAO Donna Wilson, Town Clerk Darrell Eddington, Director of Finance Steve Lund, Director of Operations David Samis, Director of Development & Communication Services ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Rosehart Seconded By: Councillor Getty Page 1 of 11 062413 Link to Agenda: e:J. THAT the Agenda as prepared for the Council Meeting of June 24, 2013, be adopted. "Carried" CLOSED MEETING SESSION http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205 .0%20GA/eGenda50.nsf/. .. 19/06/2015 MINUTES: Meeting for the Committee "Open Council" She reviewed a list of the committee's goals and the plans for the term. The Committee plans to present to Council quarterly on their progress. 3. Oxford County Planning Presentation C Page 3 of 11 Presented By: Gord Hough, Corporate Manager of the Community and Strategic Planning Office Report and Presentation: County Community Improvement Plan General overview of the planning service provided to the Town by CASPOb 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 Tillsonburg community. DELEGATIONS 4. Conservation Ontario -Whitepaper 0 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 (I, Presented By: CliffEvanitski, GM LPRCA, Mr. CliffEvanitski 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 tJ, Presented By: Christene Scrimgeour Town ofTillsonburg 2012FS.pdf Christene Scrimgeour declared her independence of the Town of Tillsonburg and 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 11 Deputy Mayor Renaud II yes Councillor Beres llyes Councillor Getty llyes Councillor Klein llyes Mayor Lessif llyes Councillor Stephenson llyes Courcillor Rosehart llyes The recorded vote reflects the vote is seven in favour of the Motion and none agamst the Motion. The motion is "Carried" INFORMATION ITEMS 8. Response from The Ministry of Infrastructure RE: Roundabout eJ, Staff to send letter to the consultant to request that they appear before council and to reiterate the issues identified at the previous meeting. 9. Correspondence from the City of Woodstock regarding Planning Services e:J, Mayor Lessif called a recess at 8:25PM Council resumed at 8:32PM PARKS & RECREATION SERVICES 10. PRS 13-11 Progress Update on Energy Management C. 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 C Presented By: Development Commissioner 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 11 14. DCS 13-50, Update on Municipal Communications Initiatives C FINANCE Presented By: Director of Development and Communication Services Resolution No. 10: Moved By: Councillor Rosehart Seconded By: Councillor Beres THAT Council receives Report DCS 13-50-Update on Municipal Communications Initiatives for information only. "Carried" 15. FIN 13-30 2014 Budget Meeting Schedule C Presented By: Director of Finance Council requested that the time be changed to 1:00 PM to 4:00 PM, but that the dates to remain the same. Resolution No. 11: Moved By: Councillor Getty Seconded By: Councillor Rosehart THAT Council receives report FIN 13-30 2014 Budget Meeting Schedule; FURTHER THAT Council approves the proposed 2014 budget meeting dates and times, as amended. "Carried" 16. FIN 13-29 Debt Payment C Presented By: Director of Finance Staff to provide a reserve policy for the Town ofTillsonburg, to include a reference of year to year reserves. Mayor Lessif called for a Recorded Vote on the following motion: Resolution No.12: Moved By: Councillor Getty Seconded By: Councillor Rosehart 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. http:/ /notes. town. tillsonburg.on.ca/SuiteResponse/eGenda%205. 0%20GA/eGenda5 0 .nsf/... 19/06/2015 MINUTES: Meeting for the Committee "Open Council" Resolution No. 14: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein THAT Council receive Report FIN 13-25 Investment Policy; FURTHER THAT Council approves the Investment Policy as presented. "Carried" OPERATIONS 19. OPS13-15-Ice Resurfacer Tender Report tJ Page 9 of 11 Presented By: Director of Operations Staff to request that the Zamboni trainers return to do a follow-up after the training to ensure that all equipment is being used properly in order to ensure maximum life of the equipment. Staff to ensure that the maintenance costs of the unit are reflected in the 2014 budget. Resolution No. 15: Moved By: Councillor Klein Seconded By: Councillor Beres THAT Council receive Report OPS13-15; 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 Groenwald 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" 20. OPS13-16-Traffic Bylaw Amendment Report-Harvey Street Loading Zone tJ, Presented By: Director of Operations Resolution No. 16: Moved By: Councillor Klein Seconded By: Councillor Beres 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. "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 11 of 11 AND THAT Bylaw 3746, Airport Hangar Lease Amendment tJ.,;, AND THAT By-Law 3744, To Confirm the Meeting of June 24 2013.:. tJ, 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) David Calder/Tillsonburg (Friday June 28, 2013 03:57PM) Town ofTillsonburg http://notes.town.tillsonburg.on.ca/SuiteResponse/eGenda%205.0%20GA/eGenda50.nsf/... 19/06/2015 -.,J' Social Planning Council Oxford y www.spcoxford.ca Ashley Farrar Social Planning Co-ordinator Social Planning Council Oxford 35 Metcalf Street Woodstock, Ontario N4S 3E6 To: Donna Wilson, Clerk, Town of Tillson burg, I am writing to request that Matthew MacNeil, a resident ofTillsonburg, appear as a delegation for the July 8th council meeting at 6pm. Matthew's presentation, "Living Life in the Community: The Role of Transportation in Inclusion" will demonstrate the link between transportation and social inclusion. Matthew will discuss why transportation is important, and the impact of having no transportation. Matthew's presentation has been emailed to Amber Zimmer. Please feel free to contact me should you have any questions. Sincerely, Ashley Farrar Social Planning Co-ordinator Social Planning Council Oxford ashley.farrar@spcoxford.ca (519) 539-1111 Ext. 227 \ . J Living Life in the Community: The Role of Transportation in Inclusion By Matthew MacNeil: resident of Tillsonburg, Ontario I 1 I We need transportation To be able to: • fulfill civic responsibilities • serve as a volunteer • go shopping • enjoy a park • join a club • spend time with friends • enjoy our community 3 NO TRANSPORTATION? Don't bother with the programs People have to get to where they need to go! Without transportation, all of the dedicated effort to provide support may be wasted I 5 Why? There may be a baseball game in town ... But. .. Unless I spend $16 for a taxi (I also pay for the cost of the program), 1-2 hours of programming is not a valuable experience for me. I can't afford it. I 7 How can you help us... • I • ... get to work? • ... get more grants and funds for transportation? • ... partner in the use of your vehicles? • ... partner with other community resources to strengthen services? • ... navigate our community without a local bus? • ... with the high cost of taxis? • ... feel included in our community? 9 I What's next? • Continue connecting with interested community partners • Rogers: One on One • Tillson burg Resource Network presentation • Mount Elgin Golf Club fund raising tournament • July 27 • Customer focus groups • A full day planning event • Business plan • External funding applications 11 201 Queens Avenue, Suite 700 London, Ontario N6A 1J1 Tel: 519 672-0445 • Fax: 519 672-6562 Toll-free: 1 866 294-5446 wvvw.southwestlhin.on.ca South West LHIN Board of Directors Supports Complex Continuing Care and Rehabilitation Services Realignment This is the first in a series of decisions that will be required in order to implement the changes to bed distribution in the South West LHIN. Support at this time means LHIN staff and hospital partners will begin a detailed implementation planning process with identified area hospitals. Completion of the Realignment of Complex Continuing Care and Rehabilitation beds is targeted for 2014115. NEWS June 28, 2013 LONDON, ON-For Immediate Release At its meeting on June 26 in St. Thomas, the South West LHIN Board supported plans to realign Complex Continuing Care (CCC) and Rehabilitation (rehab) services across hospitals in the South West LHIN. Implementation of the recommendations will initially result in changes to the number of CCC and Rehab beds at four area hospitals. These recommended changes represent a continuation of efforts to rebalance services within the LHIN with an emphasis on strengthening community capacity and ensuring equitable access to specialized care. CCC beds are for patients whose complex medical needs require hospital care, with regular physician assessment and the support of specialized staff as part of their treatment process. Rehab beds are used by patients who undergo a goal-oriented process to recover from an illness or impairment in order to regain as much functional ability as possible before being discharged. The Board supported recommendations include the following changes: • Increasing 10 CCC beds at Grey Bruce Health Services, Owen Sound • Increasing 2 rehab beds at St. Thomas Elgin General Hospital • Decreasing 15 CCC beds at St. Thomas Elgin General Hospital • Decreasing 6 CCC beds at Tillsonburg District Memorial Hospital • Decreasing 9 CCC beds at Alexandra Hospital, Ingersoll • Implementing consistent criteria for access to these beds • Implementing centralized access through the South West Community Care Access Centre (CCAC) • Ensure ongoing data gathering and analysis using consistent definitions to monitor the process These changes, while challenging for some local communities, will strengthen the health system in the South West LHIN by providing: 201 Queens Avenue, Suite 700 London, Ontario N6A 1J1 Tel: 519 672-0445 • Fax: 519 672-6562 Toll-free: 1 866 294-5446 www.southwestlhin.on.ca Faye, a senior living in a rural community, was admitted to her local hospital after a fall. She anticipated moving directly from hospital to long-term care. Her care team, which included the hospital, the CCAC and community service providers, was able to help her return home through the use of the Home First philosophy of care. For the first three weeks that she was home, she was supported by a personal support worker 24 hours per day, and through home visits from physiotherapy and occupational therapists, nurses and nurse practitioners. Once Faye's health stabilized, she and her family were able to make decisions about Faye's future. Faye has decided to remain in her home, with Assisted Living supports. QUOTES "These are significant changes for the affected health care providers. The South West LHIN Board recognizes that these are difficult decisions to have to implement, but the detailed analysis and engagement done by staff, LHIN committees and our engagement with provider boards gives us complete confidence that they are the right decisions for the health system in the South West." Jeff Low, Chair, South West LHIN Board of Directors "The people of the South West LHIN have consistently told us that they want to be in their own homes. With the implementation of these initiatives, and additional investment in our community health service providers, we will improve our ability to care for people in the community. We are taking these steps to ensure that people can stay at home longer, avoid unnecessary hospitalizations and help to create a more sustainable health system." Michael Barrett, CEO, South West LHIN For additional information contact: Matthew Clarke 519 672-0445, ext. 2566 matthew.clarke@lhins.on.ca Toll-free: 1 866 294-5446 www.southwestlhin.on.ca MEPCO MlNICIPAL EMPlOYER PENSI<N CENlRE <NlARJO OMERS Update-june 28,2013 Necessary OMERS Benefit Reductions Fail to Pass MEPCO is disappointed that meaningful, and measured benefit reductions proposed by MEPCO/AMO in collaboration with other employer sponsors have failed. At its meeting on June 25, the Sponsors Corporation (SC) Board completed its consideration of the 2013 Specified Plan Change (SPC) proposals and did not approve any specific plan changes that would contribute to the Plan's sustainability and affordability. Proposed employer sponsor changes included, on a prospective basis, a reduction to indexing by 50 per cent for a period of time, a higher reduced benefit for those who elect to retire 5 years prior to their normal retirement age as well as a reduction to the benefit accrual rate in the pension formula from 2.0% to 1.85%. 1 These proposals were designed to relieve pressure on the high combined contribution rate which has reached a blended rate of 21.3%. Contribution rates for both employers and employees have increased 40% over 5 years. These three Plan change proposals would also help address some of the inter-generational impacts anticipated in the future with few new members supporting a larger cohort of retired members. Regrettably, these proposals failed to achieve the two thirds majority required of the SC for approval. On the positive side, employee sponsor proposals to move police civilians and paramedics into NRA 60 failed. Both proposals would have added costs to employers that have their own police services and that provide ambulance services as well as add new liabilities to the Plan. 2012 2014 2016 ·' ·4 ·• (7.1) .a (77) (8.8) (8.5) .\0 (9.6) (9.9) ·" OMERS 2016 2020 (41) (5.0) (5.8) (66) 2022 (3.1) 47 Why is it important to confront the sustainability of OMERS now? The Plan's current actuarial deficit of $10 b is not projected to diminish until 2022 (to $3.3 b). To achieve this reduction, OMERS must have an investment return of at least 6.5% annually. It also assumes no change to current demographic assumptions. M EPCO holds that there is a risk to relying on these assumptions. If they are not met, the Plan's liabilities will increase further and even more drastic actions will be needed. 1 For SPC technical information go to: http://www.omerssc.com/PianChanges/4783.aspx. 200 University Ave. Suite 801 www.mepco.ca Tel 416. 971.9856 ext 350 Toll Free in Ontario Toronto, ON, M5H 3C6 mepco@mepco.ca Fax 416. 971.6191 877.426.6527 The Premier of Ontario Legislative Building Queen's Park Toronto, Ontario M7A 1A1 La premiere ministre de !'Ontario Edifice de I'Assemblee legislative Queen's Park Nl June 26, 2013 His Worship John Lessif Mayor of Tillsonburg Chair Toronto (Ontario) M7A 1A1 South Central Ontario Region Economic Development Corporation (SCORED C) 4 Elm Street -Tillsonburg, Ontario N4GOC4 Dear Mayor Lessif: "''ID!III,. Ontario Thank you for taking the timeto write regarding the 2013 Ontario Budget. I appreciate the opportunity to hear feedback from your perspective as both Mayor of Tillsonburg and Chair of · ) SCOREDC. I was pleased with what our government was able to accomplish in putting together the budget. The people of Ontario expect their government to provide high-quality public services, especially during a recession and periods of slow economic growth. However, there is also an obligation to ensure that the cost of these supports does not lead to unsustainable debt levels and high interest costs for future generations. I have noted your comments on designing infrastructure investments to meet the unique r;teeds of rural and small urban municipalities, job creation and youth employment, transportation needs, and the costs of emergency services. As your valuable feedback will also interest my colleagues the Honourable Jeff Leal, Minister ofRural Mfairs, and the Honourable Glen Mumi.y, Minister of Infrastructure, I have forwarded a copy of your correspondence to them for their information andreview. · - Mayor Lessif, thank you again for writing. Please accept my best wishes. Sincerely, c!{~~ Kathleen Wynne Premier c: The Honourable Jeff Leal The Honourable Glen Murray ----------------------------- June 13, 2013 Kathleen Wynne, Premier Legislative Building Queen's Park Toronto, ON M7A lAl Dear Ms. Wynne: Re: Motion of "Not a Willing Host Community" for Industrial Wind Turbine Projects" Please be advised that on June 101h, 2013 Clearview Township Council passed the following resolution regarding the above matter: Moved by Councillor Paterson, Seconded by Councillor Preston: WHEREAS the Premier of Ontario has recently conveyed the Government's desire to limit Industrial Wind Turbine (IWT) Projects to communities that are willing hosts; AND WHEREAS Council for the Township of Clearview has taken a consistent position since the enactment of the Green Energy Act on issues related to IWT's, including the removal of municipal planning authority, the need for greater separations and the request for a moratorium on all installations until the completion of the Health Canada study; AND FURTHER THAT based on the consistent position of the Township ofClearview and the input received from the community regarding two specific Industrial Wind Turbine proposals currently in t~e application process (Fairview Wind Farm and Skyway 124), the Province of Ontario and specifically the Ministry of Environment is now advised that the Township of Clearview is an unwilling Industrial Wind Turbine host community, as defined in the Green Energy Act; And that the Township continues to be willing to consider other renewable energy projects that are of an appropriate scale and regulated by an appropriate regulatory regime; CleaJView Township· 217 Gideon Street· Stayner, ON-LOM 1SO · (705) 428-6230 www.cleaJView.ca Title: Report No.: Author: Meeting Type: STAFF REPORT FINANCE Parking Tax Levy FIN 13-31 Denis Duguay COUNCIL MEETING Council/Committee JULY 8, 2013 Date: Attachments: RECOMMENDATION RESOLVED THAT Council receive Report Fin 13-31 Parking Tax Levy as information. EXECUTIVE SUMMARY To provide further information to Council on the process involved with the parking tax levy. CONSULTATION/COMMUNICATION The ability to assess the parking levy and ultimately collect property taxes has multiple steps and different components in the process. The parking levy is calculated in the following manner: the budget amount from operations is determined; the Revenue manager then calculates tax rates based on the return assessment from MPAC for qualifying properties and the tax ratio submitted by the County of Oxford; the calculated tax rates are then included in the final levy bylaw. The next step is just as critical since all tax rates from the Town of Tillson burg have to be entered in the Municipal Tax Equity (MTE) website for the capping calculation. Deadlines are provided by the County of Oxford (June 6, 2013) to permit timely billing for all lower tiers in the County of Oxford. All or any changes in the assessment can and will change the amount collected, creating either a surplus or a deficit for the parking budget. Final bills are then generated and are required to be mailed at least twenty one days before the due date, in this case July 31/2013. Steps involve required balancing, calculation and verifying that all information is received from MPAC and MTE is imported accurately into the accounting system. CAO Title: Report No.: Author: Meeting Type: STAFF REPORT OPERATIONS SERVICES Linkoln Group Subdivision -Barker Street OPS 13-19 S.T.Lund, P.Eng., PWLF, Director of Operations COUNCIL MEETING Council/Committee JULY 08, 2013 Date: Attachments: ONE RECOMMENDATION RESOLVED THAT Council receive Report OPS 13-19 Linkoln Group Subdivision -Barker Street Report as information; FURTHER RESOLVE THAT Council approves funding the $17,500 shortage from the Barker Street Subdivision from the 2013 capital roads budget. EXECUTIVE SUMMARY The Town is placed in the position to complete subdivision work in the Georgian Heights Subdivision. The amount of capital work shortfall is $17,500 which is recommended to be funded from the 2013 Roads budget since it was $20,000 under budget. COMMENTS The Town has been placed in the situation to complete remaining subdivision work in the Georgian Heights Subdivision which consists primarily of the top lift of asphalt on Barker and Moncie Streets. Staff have estimated the remaining subdivision work based on the 2013 Concrete and Asphalt Tender pricing to be $41,100. The amount of security the Town holds is $23,620 leaving a $17,500 shortfall which could be funded from the Town roads capital paving projects this year as the asphalt tender was approximately $20,000 under budget (see Report OPS13-13 attached). This shortfall is due to the fact security was based on prices in the mid 1990's and it has taken that long to complete development of the subdivision. There is a significant difference in construction prices now to compared when the subdivision agreement was signed. CAO Title: Report No.: Author: Meeting Type: STAFF REPORT OPERATIONS SERVICES Tender Results for Hot Mix Asphalt Paving OPS 13-13 S.T.Lund, P.Eng., PWLF, Director of Operations COUNCIL MEETING Council/Committee MAY 27 2013 Date: Attachments: NONE RECOMMENDATION RESOLVED THAT Council receive Report OPS 13-13 Hot Mix Asphalt Paving as information. RESOLVE THAT Tender T2013-003 be awarded to Permanent Paving Ltd. of Bright, Ontario at a cost of $268,661 (HST included). EXECUTIVE SUMMARY Tenders were called for the Hot Mix Asphalt Paving Tender with seven plan takers and a total of four bids were received on May 14th, 2013 with the lowest bid from Permanent Paving Ltd. of Bright, Ontario at a cost of $268,660.33. (HST included). COMMENTS The project includes resurfacing of Cedar Street, Pine Street, Concession Street from Broadway to Rolph Street, and Wabash Road. These areas were identified in the 2013 Operations Services Business Plan and Budget under Capital and Maintenance Programs. Also minor asphalt patching and repairs will be made for Tillsonburg Hydro Inc. and Town Water Department. The tender was advertized on the Tillsonburg website, Tillsonburg News and the Daily Commercial News. CAO STAFF REPORT DEVELOPMENT & COMMUNICATION SERVICES Title: License Agreement Report No.: DCS 13-57 Author: DAVID SAMIS Meeting Type: COUNCIL MEETING Council/Committee JULY 8, 2013 Date: Attachments: AGREEMENT AND SITE PLAN RECOMMENDATION RESOLVE THAT Council receives Report DCS 13-57; FURTHER RESOLVE THAT Council authorize the Mayor and Clerk to enter into the license agreement attached to Report DCS 13-57. EXECUTIVE SUMMARY At the Council meeting of June 28, 2013, Council approved changes to the Traffic By-law to permit a loading/unloading zone in the area shown on the attached site plan. Council will recall that the Town of Tillsonburg is the land owner over the area where the loading/unloading zone is being located. Subsequent to this approval, staff have further researched the appropriate agreement and/or mechanism to enact the loading/unloading zone and based on consultation with legal counsel a license agreement is the most appropriate mechanism to do so. A license agreement protects the municipality from a liability associated with the functioning of the loading/unloading zone BACKGROUND Previously, the building owner (First Capital) approached municipal staff with the desire to develop a loading/unloading zone on the lands as shown owned by the Town on the attached site plan. At the end of May 2013 the building transferred ownership to Retrocom REIT. The new building ower continued to pursue the approval of the loading/unloading zone with the municipality which resulted in the amendment to the traffic by-law approved by Council on June 28, 2013. 17"36'00"W 20.42~ --~ -~ SITE PLAN 1:250 / / ~ / / / / ./ / // / EXISTING ADJACENT BUILDING / / X I I "4 I EXISTING TRANSFORMERS / / / / / / / / EXISTING COMMERCIAL RETAIL CENTRE ( GENERAL NOTES 1 i. ALL DIMENSIONS AND DISTANCES ARE SHOWN IN METERS AND CAN BE CONVERTED TO FEET BY DIVIDING BY 0.304B 2. LOADING STANDARDS ARE AS FOLLOWS (UNLESS OTHERWISE INDICATED): DIMENSIONS: 14.0m)(4.0m(45'-11''x13'-1") VER~CAL CLEARANCE: 4.5m(i4'-9') ACCESS DRIVEWAY WI Om 6.0m(i9'-8') iO f LEGEND 1 PROPERTY LINE EXISTING CONDmDNS ---------FIRE ROUTE El IRON BAR S)-FIRE DEPARTMENT CONNECTION FH <@ FIRE HYDRANT ~ 'NO PARK' ZONE c=l NEW ASPHALT AREA ~ TRANSFORMER LP. LIGHT POLE • MAN ODOR ~ STOP SIGN ~ 'NO STOPPING' SIGN 20 T~IS O~WI~ S111.ll BE ~EAD IN CONJU~liJN Wllfo ~ll Ol>lRIHI,TEODOCUMlNTS&SPEGifiCMION:, F£PffiOOCTI0~0Fif{OfiAw...o:;~ANDRli.AIEIJ COCU!otNIS INPAAIORINWHJLl~ FOI®ODEN WTHlUT II{COI'iSUUANI'SWAI11ENHlOUI~I ~-PROJECT NORTH TRUE NORTH £_ llf'(llll(lloPLRCIIYCOMI.tENT~ II] ISSUED FOR ENCROACH PERMITill>•l•l (l] ISSlfDFOAPERMIT A REWCAIEFOC,?AOOvtiOC~I,Alll' LJ..lCORBCUT IT] ISSlfDF0.9PERMIT [D ISSUEDFORCOOAOINATION No. DESCRIPTION DATE b:.~W61'JN DISSUED OAf'PFO{Al lAST \WAKED ON ~ CHECKED DRAWING CHRONOLOGY grevstone -' dt>~lgrlnruup h,,._ ll RENOVATION TILLSON BURG TOWN CENTRE 200 BROADWAY STREET ~LLSONBURG ONTARIO STORE NUMBER PROJECTNUMSER: 11249 SITE PLAN ~~ J.C ~~ 11~~ 00.\'YI I ~~;:a (OAAS hOTEOI A1.0 R2 This licence agreement made as of this_ day of ____ , 2013 BETWEEN: THE CORPORATION OF THE TOWN OF TILLSONBURG (the "Town") -and- RETROCOM REAL ESTATE INVESTMENT TRUST (''Retrocom") WHEREAS the Tillsonburg Town Cenb:e Mall (the ''Mall") is located at 200 Broadway Street in Tillsonburg and is bordered by Broadway Street, Bridge Street East, Harvey Street and Ridout Street East (the "Adjacent Streets"); AND WHEREAS the Town owns and has jurisdiction over the Adjacent Streets; AND WHEREAS Retrocom owns the Mall building, though not the adjacent land; AND WHEREAS Retrocom has requested that the Town provide additional loading and unloading space for vehicles delivering to and/or picking-up goods from the Mall; AND WHEREAS the Town is seeking to create some loading and unloading space beside the Mall along Harvey Street in the area more particularly described in Schedule "A" (the "Loading Zone"); AND WHEREAS the Town, as licensor, agrees to licence the Loading Zone to Retrocom for its non-exclusive use and for the sole purpose of loading and unloading goods from vehicles; AND WHEREAS the Council of the Town, at its meeting on , 2013, agreed to licence the Loading Zone to Retrocom in accordance with the terms and conditions contained in this Agreement; AND WHEREAS Retrocom, as licensee, agrees to licence the Loading Zone m accordance with the terms and conditions contained in this Agreement; NOW THEREFORE this Agreement witnesseth that, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, and the covenants set out in this Agreement, the parties hereto agree and covenant as follows: 9951798.1 6. Upon the signing of this Agreement, Retrocom shall provide the Town with twelve (12) post-dated cheques as payment of the Licence Fee for the first twelve (12) months of the Term. Thereafter, Retrocom shall provide the Town with twelve (12) finiher post-dated cheques thirty (30) days prior to each successive twelve (12) month period of the Term. 7. There shall be no abatement or deferral of the Licence Fee and under no circumstances shall the Licence Fee be refunded. 8. Retrocom hereby waives and renounces any and all future claims and set-offs against the Licence Fee and all rights of abatement or deduction from Licence Fee and agrees to pay the Licence Fee regardless of any claim or set-offwhich may be asserted by Retrocom or on its behalf. Performance Criteria 9. Subject to the terms and conditions of this Agreement, the parties acknowledge and agree that Retrocom and the Tenants will enjoy the use of the Loading Zone without interference from the Town during Business Hours, provided that Retrocom uses, and ensures the Tenants use, the Loading Zone in accordance with the terms and conditions of this Agreement. 10. Retrocom shall be fully responsible and liable for all acts of the Tenants while the Tenants or any one of them are using the Loading Zone. The Town shall not be liable for any loss or damage sustained by Retrocom or the Tenants resulting directly or indirectly from the use of the Loading Zone or any part thereof or for any reason at any time whether during or after the Te1m of this Agreement, nor shall it be liable for any loss of or damage to the Loading Zone however occasioned except if such loss or damage is caused by the negligence or willful act of the Town or anyone for whom the Town is at law responsible. Retrocom shall be liable for all loss or damage caused to the Loading Zone by the operations ofRetrocom and/or the Tenants and by the negligence or willful act ofRetrocom and/or the Tenants. Retrocom shall not commit or permit any waste, injury or damage to the Loading Zone, or anything which shall constitute a nuisance, during its use and occupation of the Loading Zone. 11. Retrocom agrees that the Town may access the Loading Zone for general maintenance purposes, snow removal or to undertake any repairs deemed necessmy by the Town, acting reasonably. Notwithstanding the foregoing, the Town is under no obligation to maintain the Loading Zone. 12. Retrocom acknowledges and understands that the Town's by-laws continue to apply with respect to the Loading Zone. 3 9951798_1 against any and all costs, expenses, claims and demands arising from any default hereooder by Retrocom. Termination or Default 20. Should any of the following shall occur: (a) Retrocom fails, for any reason, to make any payment of the Licence Fee to the Town as and when the same is due to be paid hereooder and such default continues for five (5) business days after written notice thereof to Retrocom; {b) Retrocom fails, for any reason, to observe or perform any obligation of Retrocom pursuant to this Agreement other than the payment of any of the Licence Fee and such default continues for fourteen (14) days after written notice thereof to Retrocom; (c) Retrocom becomes bankrupt or insolvent or takes the benefit of any statute for bankrupt or insolvent debtors or makes any proposal or anangement with creditors, or steps are taken for the winding-up or other termination of Retrocom's existence or liquidation of its assets, or a receiver or other similar person takes control of the assets or business of Retrocom or a substantial portion thereof; or, (d) Retrocom ceases to use the Loading Zone for a period of sixty ( 60) days, then in addition to any other rights or remedies to which the Town is entitled hereooder or at law, the Town shall, upon the provision of written notice of the default, have the following rights and remedies, which are cumulative and not altemative, namely: (a) to immediately terminate this Agreement; and/or (b) to charge interest on any sums due and owing by Retrocom to the Town at the rate of one per cent (1%) above the Prime Rate _per annum from the date originally due. 21. Should the Town require the use of the Loading Zone for any reason whatsoever the Town may terminate this Agreement upon the provision of sixty (60) days written notice to Retrocom. Notice 22. Any notice or consent to be given ooder this Agreement must be in writing, signed by or on behalf of the party giving such notice and delivered by hand or mailed by prepaid first class mail in Canada and addressed as follows: 5 9951798.1 27. Retrocom shall not hold itself out to be an agent or partner of the Town and nothing in this Agreement shall have the effect of creating an agency relationship between the Town and Retrocom. Headings 28. Article, section and/or paragraph headings are for reference purposes only and shall not in any way modify or limit the statements contained in any article, section or paragraph. Assignment 29. This Agreement may not be assigned by Retrocom without the prior written consent of the Town, which may be withheld in the Town's sole and absolute discretion. Amendments 30. This Agreement shall not be modified or amended except by instrument in writing signed by the parties to this Agreement or by their successors or assigns. Applicable Law 31. This Agreement shall be construed in accordance with the laws of the Province of Ontario. Compliance with Laws 32. Retrocom agrees that it shall strictly abide by and conform with all applicable present and future laws, ordinances, rules, regulations and directions of any federal, provincial or local government or agency thereofhaving direct or indirect jurisdiction over the Loading Zone. No Waiver 33. No failure or delay on the part of the Town to exercise any of its rights under this Agreement shall operate to waive or extinguish any such right, nor shall any partial exercise of any right under this Agreement preclude any other or further exercise thereof, or the exercise of any other right. 7 9951798.1 IN WITNESS WHEREOF the parties hereto have signed this Agreement on the date first above written. SIGNED, SEALED AND DELIVERED ) RETROCOM REAL ESTATE In the Presence of ) INVESTMENT TRUST 9951798_1 ) Per: ) ) ) ) Name: ) Title: ) ) I have authority to bind the Trust. ) ) THE CORPORATION OF THE ) TOWN OF TILLSONBURG ) ) Per: __________ _ ) John Lessif, Mayor ) ) Per: __________ _ ) Donna Wilson, Town Clerk ) ) IIW e have authority to bind the ) Corporation. 9 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 DAVIDSAMIS David Samis Darrell Eddington DATE: JUNE 15, 2013 DATE: June 17, 2013 DATE: June 17, 2013 STAFF REPORT DEVELOPMENT AND COMMUNICATION SERVICES Report Title: Report No.: Author: Meeting Type: Council Date: Attachments: RECOMMENDATION: AWARD OF CULTURAL FUNDS DCS 13-56 COLLEEN PEPPER, Marketing and Partnerships Officer COUNCIL MEETING JULY 8, 2013 Resolve that Council receive Report DCS 13-56 Cultural Funds Applications and further resolve: That the Station Arts Centre be awarded $225 for their Creative Imaginations Festival held as part of Turtlefest; That the Festival of Music be awarded $750 for their annual July 1, 2013 event; That the Canada Day Committee receive $5000 for their annual fireworks display; That the Tillsonburg Tri-County Agricultural Society receive $1050 for the Tillsonburg Fair on August 15-18, 2013; And that all disbursements be funded from the 2013 Economic Development budget. EXECUTIVE SUMMARY The purpose of this report is to seek Council approval for the recommendation made by the Tillsonburg Cultural Advisory Committee for the disbursement of a portion of the funds available in the 2013 Economic Development budget. The mandate of the Cultural Advisory Committee includes making recommendation to Council regarding grant applications received for cultural events in the Town of Tillsonburg. This intake of grant applications was received over the past three months. The application from the Creative Imaginations Festival is to enable free arts activities to be offered to families as part of Turtlefest. In particular, the event provides opportunities for low-income children to enjoy arts programming, and learn about other cultural activities. The application from the Canada Day Committee is to enable a fireworks display to conclude the Town of Tillsonburg's Canada Day celebration. This is a free and entertaining event for all ages to come and enjoy. The application from the Tillsonburg Tri County Agricultural Fair Society is to enable an expanded homecraft area and new free children's games area as part of the Tillson burg Fair on August 15-18, 2013. CONSULTATION/COMMUNICATION The applications were reviewed by the Cultural Advisory Committee, which is comprised of a number of community volunteers appointed by Council, Councillor Chris Rosehart and staff. FINANCIAL IMPACT /FUNDING SOURCE The grants will be funded from the $10,500 approved for Cultural funding in the 2013 Economic Development Budget. The balance remaining in this account after these allocations is $3475. APPROVALS Author Name/Signature Director Name/Signature Finance Name/Signature Page 3 I 3 Date: Date: Date: CAO MEETING: PLACE: DATE: TIME: AGENDA ITEM I 2 ) 3 4 5 6 7 8 9 .,-/' ·' Minutes GENERAL MEETING Tillsonburg, OPP Detachment Boardroom Wednesday, May 15,2013 8:00a.m. DISCUSSION Call to Order Attendance The Chair welcome CAO David Calder to the meeting. Declaration of Pecuniary Interest Approval of Agenda The Agenda was presented to the Board for approval. Approval of Previous Minutes Present: Regrets: The Minutes of a meeting of the Board held on April 17, 2013 were presented to the Board for approval. Issues Arising from previous minutes Presentations I Delegations Correspondence Financial The Chair distributed a financial report from the Finance Department for three months ending March 31, 2013 for Board information. ~·. -~..,-. -~-~---,--~--..,-,---- -~ ~~··. 2 OUTCOME/ACTION The Chair called the General session of the Board to order at 8:00am. Larry Scanlan, Chair John Smith, Vice Chair David Palmer Mayor John Lessif Deputy Mayor Mark Renaud Susie Wray, Secretary S/S John Murray CAO David Calder Insp/Detachment Commander, Tim Clark None declared On motion made by John Smith, seconded by David Palmer, and carried, the Agenda was approved. On motion made by John Smith, seconded by David Palmer and carried the Minutes ofthe meeting held on Aprill7, 2013 were approved. None None None 1 ;·---.----------------------.---------------, AGENDA· ITEM 10 coni 'd DISCUSSION -, Staff Sergeant, John Murray noted that a hand held device initiative was initiated in April. The fine involves a $155 ticket and loss of2 demerit points. 0 Staff Sergeant, John Murray presented the OPP Auxiliary Westem Region Monthly Unit Summary for April2013 which represents the following contract code locations: Ingersoll, Tillsonburg, EZT, Blanford Blenheim and Norwich Township. • Authorized Strength for April is reported as 35, Actual is 24 • Total Hours for April =577 • Total Hours YTD = 2045 • Total Hours within Tillsonburg for April, 24 0 Crime Stoppers of Oxford Inc. Report Staff Sergeant, John Murray presented the report for Oxford Crime Stoppers for April 20 13. ) Monthly Tip Statistics for April 2013 Total Calls Received, 29 Woodstock PS Tips, 14 OPP Tips, II Assigned out to other Crime Stoppers Programs , 4 Calls received after hours by answering service, II Web Tips ,10 CS Statistics (YTD= Year To Date I Sf= Since Inception) Tips Received, 29 I YTD 117 I SI 8,344 Arrests, 1 I YTD 2 /SI I 009 WPS Arrests, 0 I YTD II SI, N/ A OPP Arrests, 0 I YTD 0 I SI, N/A Other Arrests (Immigration), 0 I YTD, I I Sl, I Web Tips, I 0 I YTD 43 I SI, 369 In House, 6 I YTD 24 I SI, 1123 Call Centre, II I YTD 341 SI, 1507 E-Transfer, 2, YTD 16 I SI, 1170 Cases Cleared (YTD= Year To Date I Sf= Since Inception) Total Cleared, 0 I YTD 7 I SI, 1,327 Total Charges Laid, 0 I YTD 2 I Sl, 2,426 WPS Charges, 0 I YTD 21 SI, N/A OPP Charges, 0 YTD 0 I Sl, NIA Rewards Approved, 0 I YTD 2 I Sl, 1428 Property Recovered, $0 I YTD $0 I SI, $2, I 06,091 Narcotics Recovered, $0 I YTD $0 I SI $7,226,059 Meetings/Events Attended this Month Ingersoll Board of Works Presentation; Ontario Sex Offender registry Training; Rogers Cable; CS Board; OUTCOME/ACTION 3 AGENDA ITEM DISCUSSION 10 cant 'd Presentations I Meetings: II • Cops for Kids event at North Broadway Church - Minute To Win It • Attended Grade II Law class with SOCO PC Bailey to speak with youth regarding gathering of evidence. • Attended Crime Stoppers Appreciation Luncheon D Staff Sergeant, John Murray presented copies of cheques from the provincial government for Prisoner Escort in the amount of $945.00 and for the 20 12-20 13 RIDE program in the amount of $8,796.64 Committee Reports 12 OAPSB 13 14 IS Spring Convention Other Business I Public Discussion D Crime Stoppers Update D Megatech Speed Sign D J.D. Badges Date of Next Meeting Adjournment Larry Scanlan, Chair OUTCOME/ACTION None Larry Scanlan and John Smith to attend the Spring OAPSB convention and to register online. Chair to invite the Chair of the Oxford Crime Stoppers Board to the June Tillsonburg police Services Board meeting. On motion made by Deputy Mayor Renaud, seconded by David Palmer and carried it was resolved that the Chair send correspondence to Chief Superintendent Cain requesting that the OPP redirect the Oxford County Crime Stopper Officer's hours exclusively to Oxford. The Chair reported that the speed sign has been installed on Quarterline Road. The Chair is to work with the CAO regarding the development of a Memorandum of Understanding between the Board and the Town with regard to the speed sign. The Chair distributed identification badges to Board members. Wednesday, June 19,2013 On motion made by Deputy Mayor Renaud, seconded by David Palmer and carried, the meeting was adjourned at 9:30 a.m. 5 Annandale National Historic Site Museum Advisory Committee The museum advisory committee held its first meeting of the new term on April 301h at 2:30pm with the following people in attendance: Donna Wilson, Rick Cox, Dave Beres, Mary Lou Sergeant, Bob Marsden, Patty Phelps, Dianne MacKeigan. Regrets: Stan Windsor Donna Wilson made a presentation to members laying out the expectations for the committee. New officers were elected. Bob Marsden is to continue as Chair of the committee and Dianne MacKeigan will serve as secretary. August 31st is the deadline to have items included in the town's budget. Goals for the 2013-2014 year should be determined by May 131h. Our deadline was extended because we are not meeting before this date. Goals and terms of reference will be worked on at our next meeting. We then watched a brief video on serving customers with disabilities. Next meeting will be held Thursday, May 23rd at 2:30. Adjournment at 4:05 Accessibility Advisory Committee Minutes from the meeting of January 23, 2013 In Attendance: Donna Wilson Councillor Getty Mike Cerna Michael Kadey 1) Meeting called to order by Donna Wilson at 3:00 2) Approval of Agenda Moved by: Mike Cerna Seconded by: Michael Kadey Resolve that the agenda for the meeting of January 23, 2013 be adopted. "Carried" 3) Adoption of Minutes from previous meeting Moved by: Mike Cerna Seconded by: Michael Kadey Resolve that the minutes of October 10, 2012 be approved. "Carried" 4) Disclosure of Pecuniary Interest: none were disclosed 5) Site Reviews -identification of priority items • Committee reviewed the list and identified key locations that should have priority focus. • To provide to Senior Management in the Spring to be reviewed prior to budget process. 6) Committee Review of Cemetery Location • Review of this site is still to be completed 7) Accessible on demand taxi cabs, new legislated requirements -survey • Survey was advertised in Focus on Tillsonburg • Surveys available at CSC and Corporate • No survey's were received • One Taxi company provided a survey. Accessibility Advisory Committee Minutes from the meeting of May 7, 2013 In Attendance: Mike Cerna, Michael Kadey, Helen Lamas-Parker, Donna Acre, Irene Streng, Larry Streng, Councillor Stephenson, Amber Zimmer, Donna Wilson 1) Meeting called to order by Donna Wilson at 3:10pm -Introduction of members -Agenda item #5 and 6 were conducted here 2) Approval of Agenda Moved by: Helen Lamas-Parker Seconded by: Mike Cerna Resolve that the agenda for the meeting of May 7, 2013 be adopted. ~~carried" 3) Adoption of Minutes from previous meeting -deferred until next meeting 4) Disclosure of Pecuniary Interest: none were disclosed 5) Committee Training-Donna Wilson -D. Wilson led training on conducting meetings and accessibility 6) Election of Chair and Secretary -M. Cerna nominated H. Lamas-Parker as Chair 11Carried" -M. Kadey nominated D. Acre as Secretary 11Carried" 7) Terms of Reference -Reviewed what the committee accomplished in the past two years and discussed future goals. -Discussion took place regarding automatic doors in the mall being a barrier. -Committee will write goals at next meeting. 8) Round Table -H. Lamas-Parker presented results of review of accessibility at the Airport. 9) Next Meeting-June 4, 2013 11) Meeting Adjourned: The meeting was adjourned at 5:00. --Page 11 TOWN OF TILLSONBURG DEVELOPMENT COMMITTEE Minutes DATE: Thursday, Aprilll, 2013 TIME: 7:30am LOCATION: Board Room, Customer Service Centre-10 Lisgar Ave Committee Members in Attendance: Scott McLean, Henry Spanjers, Randy Thornton, Lisa Gilvesy, Cedric Tomico, Melissa Verspeeten, Kirby Heckford, Ann Loker, Councillor Mel Getty Staff Present: David Calder, David Samis, Amber Zimmer, Colleen Pepper Regrets: Mike Bossy, Mayor John Lessif 1) Adoption of Agenda Randy Thornton -1st Henry Spanjers-2nd "Carried" 2) Adoption of Minutes Scott McLean-1st Henry Spanjers-2nd "Carried" 3) Committee Terms of Reference/Mandate -A. Zimmer -Amber Zimmer was introduced to the Committee and will be preparing the agenda and minutes. - A previous terms of reference was reviewed and changes and new additions were discussed -The following terms were suggested: 1. Develop a Strategic Plan for the Town and promote the implementation of the Plan 2. Review and update the economic development strategy for the Town 3. Become familiar with the needs of, and stay in touch with, all of the businesses and industries in the Town and its commercial catchment area 4. Develop and implement a system of welcoming new businesses in Town CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.tillsonburg.ca --Page 13 Resolution: RESOLVED THAT the Committee recommends that Council approve the proposed Urban Design Study. Randy Thornton -I st Cedric Tomico -2nd "Carried" 8) Residential Marketing Update-C. Pepper -Chair introduced Colleen Pepper, Marketing and Partnerships Officer -Mrs. Pepper presented an update on marketing for the Town including information on discovertillsonburg.ca, truck advertising at Verspeeten Cartage, radio advertising at easy 101, and the launch of three kiosks. 9) Chamber Update-L. Gilvesy -The Chamber of Commerce Award for Excellence will be one May 9th, 2013 -First official Annual General Meeting -The new president is Marcel Rosehart 10) BIA Update-C. Tomico -Free wifi will be available for public in BIA zone -BIA is developing their face book page to create links between businesses -Turtlefest will now include a Friday night block party -The Annual General Meeting will be held on May 29th 11) Real Estate Board Update-M. Verspeeten -There are 127 listings in the area, which includes residential and commercial -Future updates will include a breakdown of statistics for Tillsonburg into residential, commercial, and industrial, as well as quarterly statistics for the area 12) Roundtable -C. Tomico informed the committee that Habitat for Humanity is coming to Tillsonburg in 2014 -County development charge RFP was sent out -Staff will ask for a Committee member to sit on steering committee and will also get local representation -will bring this topic forward on next agenda Adjourned at 9:57am Henry Spanjers -1st Next Meeting: Thursday, May 9th, 2013, 7:30am CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone# (519) 842-6428, Fax# (519) 842-9431 Web: www.tillsonburg.ca Page 11 TOWN OF TILLSONBURG DEVELOPMENT COMMITTEE MINUTES DATE: Thursday, May 9, 2013 TIME: 7:30am LOCATION: Board Room, Customer Service Centre -10 Lisgar Ave Meeting was called to order at 7:34am. Committee Members in Attendance: Scott McLean, Henry Spanjers, Randy Thornton, Lisa Gilvesy, Cedric Tomico, Melissa Verspeeten, Kirby Heckford, Ann Loker, Councillor Mel Getty, Mike Bossy, Mayor John Lessif Staff Present: David Calder, David Samis, Amber Zimmer, Colleen Pepper 1) Adoption of Agenda Mel Getty -1st Scott McLean-2nd "Carried" 2) Disclosure of Pecuniary Interest No disclosures of pecuniary interest were declared by the Committee 3) Adoption of Minutes Randy Thornton -1st Henry Spanjers-2nd "Carried" 4) Committee Terms of Reference-A. Zimmer -Discussion took place regarding the proposed terms of reference -Staff will change the terms and bring back a new proposed terms to next meeting 5) Council Meeting Update-L. Gilvesy -Chair will make quarterly reports to Council -Staff will add section to the agenda named "Council Update List" to allow discussion every meeting regarding future Council updates CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 842-6428, Fax (519) 842-9431 www. tillsonburg.ca Page 13 10) Residential Marketing Update-D. Samis -The Town currently has three committed partnerships with local builders -Advertisements will be created including in New Homes and Condo magazine, radio and print ads, and at trade and home shows 11) Taiwanese Asian Investment Group Update -Mayor Lessif gave an update regarding Oxford County developing business relationships with the Taiwanese community in Toronto as well as Taiwan 12) Chamber Update-M. Bossy -Mentor program for new business start up will begin soon -The Tillsonburg Junior Achievement won company ofthe year and 10% oftheir revenue went to hospital -Suzanne Renken was elected to Ontario Chamber executive officers 13) BIA Update-C. Tomico -Annual General Meeting is June 5th -Downtown Wi-fi will be installed soon -Downtown facade Improvement program to be launched -Turtlefest in June 14111-15th 14) Real Estate Board Update-M. Verspeeten -Residential update -new buildings up but still down 5% from last year -Commercial update -14 buildings available for lease, 10 buildings available for sale 15) Roundtable -H. Spanjers gave recruiting information report 16)Date of Next Meeting -Thursday June 131\ 2013-7:30am 17)Adjourned at 9:37am Randy Thorton -1st "Carried" CORPORATE OFFICE 200 Broadway, Tillsonburg, Ontario, N4G 5A7, Telephone (519) 842-6428, Fax (519) 842-9431 www.tillsonburg.ca MINUTES Town of Tillson burg Meeting for the Cemetery and Heritage Advisory Committee on on April4, 2013@ 3:30p.m. Marwood Lounge CALL TO ORDER: The meeting was called to order at 3:40PM by Donna Wilson who officiated until the elections for Officers were completed. MEMBERS PRESENT: John Armstrong, Kelly Batt, Sandra Bray, Reg Butcher, Paul Decloet, Robert Marsden, Susan Saelens, Marian Smith, Brian Stephenson, Maurice Verhoeve, Janet Wilkinson, Donna Wilson, Amber Zimmer MEMBERS ABSENT/REGRETS: Judy Biro, Biff Jarvis DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF: None declared MINUTES & BUSINESS ARISING OUT OF THE MINUTES: ADOPTION OF AGENDA: N/A PRESENTATIONS/DEPUTATIONS ) • Donna Wilson presented a slide presentation on the roles of officers, members, staff and council liaisons; meeting structures; Terms of Reference and the establishment of sub-committees. GENERAL BUSINESS AND REPORTS: • Members introduced themselves and information was exchanged on the past business of each of the committees being brought together under this committee. • Reg Butcher (Ostrander Funeral Home) and Maurice Verhoeve (Verhoeve Funeral Home) preferred to be advisors to this committee rather than members and will be present only when cemetery issues are being discussed. • Donna Wilson presided over nominations, voting and acceptance of officers. The following were nominated and unanimously accepted as officers: Robert Marsden -Chair, Paul DeCioet-Vice Chair and Marian Smith - Secretary. • The meeting was then turned over to Robert Marsden to Chair. • Tillsonburq Cemeterv -There was a general discussion about the sign at Tillsonburg Cemetery. It was decided that this would be put on the agenda for the next meeting to discuss further. The proposed landscaping for the existing sign will be displayed on the Town website for members to review prior to the next meeting. • Members are to forward to Robert Marsden any goals that this committee should be accomplishing. • Sub-committee "Keep Tillsonburg Beautiful" -volunteer members must be approve by Council to be covered by liability insurance. CORRESPONDENCE: None OTHER BUSINESS NEXT MEETING DATE: May 2, 2013 at 3:30 p.m. in the Marwood Lounge. Future meetings will be the first Thursday of each month unless designated otherwise. ADJOURNMENT: The meeting was adjourned at 4:30 p.m. MINUTES Town of Tillsonburg Meeting for the Cemetery and Heritage Advisory Committee on on May 2, 2013 @ 3:30 p.m. Marwood Lounge CALL TO ORDER: The meeting was called to order at 3:30 PM by Robert Marsden. MEMBERS PRESENT: John Armstrong, Kelly Batt, Paul Decloet, Biff Jarvis, Robert Marsden, Susan Saelens, Marian Smith, Maurice Verhoeve, Janet Wilkinson, Amber Zimmer MEMBERS ABSENT/REGRETS: Judy Biro, Sandra Bray, Reg Butcher, Brian Stephenson DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF: None declared ADOPTION OF AGENDA: • Additions to New Business: Goals, Ad Hoc Committees, Appointment of Ad Hoc Committee, suspension of meetings in summer, and meeting dates for the year • Resolved That the agenda as prepared for this meeting be adopted with the additions as noted. Moved by Sue Saelens, seconded by Janet Wilkinson. Carried. MINUTES & BUSINESS ARISING OUT OF THE MINUTES: • Resolved That the minutes of the meeting of April 4, 2013 be adopted as presented. Moved by Sue Saelens, seconded by Janet Wilkinson. Carried. PRESENTATIONS/DEPUTATIONS • Due to technical difficulties, the Accessible Customer Service training video will be presented at the next meeting. NEW BUSINESS: 1. Terms of Reference-were reviewed and Goals for 2013-2014 were drafted. See document attached to these minutes. 2. Rolph Street School-John Armstrong reported that a letter had been sent to the Thames Valley Board of Education and a reply had been received. Committee members are to read the letters and discuss at the next meeting. 3. Heritage Tree Project, Town Clean Up & "Keep Tillsonburg Beautiful" -Marian Smith gave an overview of the heritage/significant trees project. An ad hoc committee will be struck at the next meeting which will deal with all of these projects. 4. Heritage street names -an ad hoc committee will be struck at the next meeting 5. Committee Name -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. Moved by Sue Saelens, seconded by Paul DeCioet. Carried. 6. Cemetery Sign -Resolved That an ad hoc committee be established for the purpose of gaining public feedback regarding signage at the cemetery. Further Resolved That the members of this ad hoc committee include: Paul DeCioet, Reg Butcher, Maurice Verhoeve, Brian Stephenson, Sue Saelens, Biff Jarvis, Don Millman, Kelly Batt, Amber Zimmer and Robert Marsden. Moved by Sue Saelens, seconded by Biff Jarvis. Carried. This ad hoc committee will meet Wednesday, May 15 at 3:30 p.m. in Marwood Lounge. 7. Resolved That there will be no meetings in July and August. However meetings may be at the call of the Chair. Moved by John Armstrong, seconded by Paul DeCioet. Carried. 8. Meeting dates for the year: June 6, September 5, October 3, November 7, December 5, January 2 (2014), February 6, March 6, April 3, May 1. Meetings will be at 3:30 p.m. and held in the Marwood Lounge, Community Centre Complex unless otherwise designated. GENERAL BUSINESS AND REPORTS: None CORRESPONDENCE: None OTHER BUSINESS: None THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3750 A By-Law to amend Zoning By-Law Number 3295, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillson burg deems it advisable to amend By-Law Number 3295, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By-Law Number 3295, as amended, is hereby amended by changing to 'R1A-14', 'R1A' and 'R2-9' the zone symbols of the lands so designated 'R1A-14', 'R1A', and 'R2-9' on Schedule "A" attached hereto. 2. This By-Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 81h day of July, 2013. READ a third time and finally passed this 81h day of July, 2013 Mayor-John Lessif Clerk -Donna Wilson SCHEDULE "A" TO BY-LAW No. 3750 PART LOT 7 CONCESSION 12 (DEREHAM) PART OF PART 1, REFERENCE PLAN 41 R-7974 LJ.J z :::; z 5: 0 1-- 0:: LJ.J 1--0:: <( :::> 0' I 1.!1-' TOWN OF TILLSONBURG I :--------: I : ~--~--~--~· I ; L _____ __j I , I I :--------\ I ! :s 10 I"? :~ I'"' 1;2 i ~~"Mw--25 12.5 0 r 5 0 OC\1 .-!i~ ~<0 .-!Joo '"' z _._.-.._ .. ]_~OLIN lAVE ---RlA-14 ~~--~~ N (\/ -----~ \ N77-35-10E ' 230.78 '----------------------------------------- BALDWIN STREET s METRES 25 50 75 100 I R2-9 I AREA OF ZONE CHANGE TO R2-9 == THIS BY-LAW IS INTENDED TO ENCOMPASS PART OF DRAFT PLAN OF SUBDIVISION 32T-06005 IR1A-14 I AREA OF ZONE CHANGE TO R1A-14 I R1A I AREA OF ZONE CHANGE TO R1A NOTE: ALL DIMENSIONS IN METRES lxr$dc;if?J/iff!J~,,,rfta Produced By The Department of Corporate Semces Information Systems ©2013 THIS IS SCHEDULE "A" TO BYLAW No. 3750 , PASSED THE 8th DAY OF July , 2013 MAYOR -John Lessif CLERK-Donna Wilson THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NUMBER 3749 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 81h day of July, 2013 WHEREAS Section 5 (1) of the Municipal Ad, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSON BURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillsonburg at its special meeting and regular meeting held on July 8, 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 Tillsonburg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of The Corporation of the Town of Tillsonburg. 4. This by-law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 81h DAY OF JULY, 2013. READ A THIRD AND FINAL TIME AND PASSED THIS 81h DAY OF JULY, 2013. MAYOR -John Lessif TOWN CLERK-Donna Wilson COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: July 8, 2013 RESOLUTION NO.: 1 MOVED BY: THAT the Agenda as prepared for the Council Meeti g of July 8, 2013, be adopted. dcarried D Recorded Vote D Defeated D Deferred D Tabled COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: July 8, 2013 RESOLUTION NO.: 2 MOVED BY: THAT Council move into Closed Se sion, to consider: Matters relating to advice that is subject to solicitor-client privilege, including communications necessary for that purpose (use of subdivision securities); Matters relating to personal matters about an identifiable individual-including Municipal Employees, IT Security. cz{ Carried D Recorded Vote D Defeated D Deferred D Tabled +Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: July 8, 2013 RESOLUTION NO.: MOVED BY: THAT the Minutes of the Council Meeting of June 24, 2013 be approved. ; I 0 D Carried Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: _6=----Date: July 8, 2013 RESOLUTION NO.: MOVED BY: THAT Council receive Report FIN 13-31, Parking Tax Levy as information. ~arried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: _7;....__ MOVED BY: s;A RESOLUTION NO.: SECONDEDBY: -~--~==~-=~----------00::::::::::::: Date: July 8, 2013 THAT Council receive Report OPS 13-19, Linkoln Group Subdivision-Barker Street report as information; FURTHER THAT Council approves funding the $17,500 shortage from the Barker Street Subdivision from the 2013 capital roads budget. D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: ---'8~-Date: July 8, 2013 RESOLUTION MOVED BY: THAT Council receives Report DCS 13-57; FURTHER THAT Council authorize the Mayor and Clerk to enter into the attached license agreement. d Carried D Recorded Vote D Defeated D Deferred D Tabled ----¥Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: _9::___ Date: July 8, 2013 7 MOVED BY: 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 by-law be brought forward authorizing the contract with Deloitte LLP. ~ried D Recorded Vote D Defeated D Deferred D Tabled ~ayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 10 Date: July 8, 2013 RESOLUTION NO.: 8 () MOVEDBY: ~~ SECONDEDBY: --~~--------~~==~=---~----- THAT Council receive Report DCS 13-56 Cultural Funds Applications; ~ FURTHER THAT funding be awarded as follows: tS'O the Station Arts Centre be awarded $~or their Creative Imaginations Festival held as part of Turtlefest; ~ 1 \ S"b 0 the Festival of Music be awarded p5'6for their annual July 1, 2013 event; the Canada Day Committee receive $5000 for their annual fireworks display; the Tillsonburg Tri-County Agricultural Society receive ~for the Tillson burg Fair on August 15-18, 2013; 1L '1f-0 0 AND FURTHER THAT all disbursements be funded from the 2013 Economic Development budget. D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 12 Date: July 8, 2013 RESOLUTION NO.: 9 MOVED BY: THAT staff prepare a cemetery report on an overall vision for the cemetery, in collaboration with the Cemetery, Heritage and Beautification committee and the Staff of the Museum; FURTHER THAT the report 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. c6 Carried D Recorded Vote D Defeated D Deferred D v Tabled Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: 13 Date: July 8, 2013 RESOLUTION NO.: MOVED BY: THAT By-Law 3750, To amend Zoning By-Law Number 3295, Colin Ave and By-Law 3749, To Confirm the Proceedings of the Council Meeting of July 8, 2013 be read for a first and second time and this constitutes the first and second reading thereof. ficarried D Recorded Vote D Defeated D Deferred D Tabled COUNCIL RESOLUTION AGENDA ITEM NO.: 13 Date: July 8, 2013 RESOLUTION NO.: MOVED BY: THAT By-Law 3750, To amend Zoning By-Law Number 3295, Colin Ave and By-Law 3749, To Confirm the Proceedings of the Council Meeting of July 8, 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. D Carried Recorded Vote D Defeated D Deferred D Tabled V Mayor's Initials