200820 Town Hall MINThe Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
August 20, 2020
11:30 a.m.
Electronic Meeting MINUTES
Present: Councillor Esseltine, Councillor Luciani, Jesse Goossens, Andrew Gilvesy,
John Veldman
Staff: Kyle Pratt, CAO; Chris Baird, Interim Director of Recreation, Culture & Parks;
Geno Vanhaelewyn, Chief Building Official; Laura Pickersgill, Legislative Services
Coordinator
Regrets: Sheena Pawliwec, Mayor Molnar, Cephas Panschow, Development
Commissioner, Rick Strouth
1. Roll Call 2. Call to Order
The meeting was called to order 11:32 a.m. 3. Adoption of Agenda Resolution #1 Moved by: Councillor Luciani
Seconded by: Jesse Goossens
THAT the Agenda as prepared for the Town Hall Steering Committee meeting of August 20, 2020, be adopted. Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared. 5. Approval of Previous Minutes Resolution #2
Moved by: Jesse Goossens
Seconded by: Councillor Esseltine THAT the Minutes as prepared for the Town Hall Steering Committee meeting of July 30, 2020, be approved. Carried
6. General Business & Reports 6.1 Revised Terms of Reference Review
Laura provided a summary of the revisions made to the existing Committee’s Terms of Reference. Changes include changing design, build and own option to options rather than option.
Laura will send the final, cleaned up version of the Terms of Reference to the Committee for a final review. The Terms of Reference should be changed to allow for bringing options forward to
Council along with a recommendation. The secretary section will not be voted on but rather is a staff person. 6.2 Draft Worksheet Review & Discussion
John provided an overview of the draft worksheet created for the Committee’s framework. It was suggested that an owner be put to each action item. Staff will begin completing the worksheet with the most, recent, detailed information. Operational efficiency is listed twice and one line needs to be removed. It was
noted that information from the design, build and lease option will be used as a reference point for the other columns information. It was suggested that staff can provide detailed information in the spreadsheet that contains detailed information, required square footage, current costs per square
foot, number of buildings required, buildings that could be sold and what savings could be acquired. Once the Committee has this detailed information, a report could go to Council informing them of the current situation and then determine what the Town is willing to spend on a Town Hall and then more progression can be made.
Action items will be added beside each option on the spreadsheet. Laura will manage the records for this project. It was noted that the details from the S.E.M. Construction design, build, lease option could be used as the benchmark for one of the design, build and lease options.
Geno noted that design and build options are typically done with one firm the entire process. If a single design is tendered then the proposals would be more in line with one another rather than having each Proponent make their own building design.
It was mentioned that if an architect was hired to develop a design then quotes could be retained from various architects on their estimated costs to do such. Staff
will look into this further. A report could go to Council in October to request budget in 2021 to hire an architect if required.
Members were encouraged to look online for newly designed Town Halls and see who designed them. It was noted that the existing space needs study needs to be re-evaluated.
7. Round Table Staff will invite Strathallen to an upcoming meeting to provide an update on their previously proposed options.
It was suggested that a survey be circulated to Town staff to retrieve their thoughts and ideas on a corporate space. 8. Next Meeting September 17 at 11:30 a.m.
7. Adjournment Resolution #3 Moved by: Councillor Esseltine Seconded by: Councillor Luciani
THAT the August 20, 2020 Town Hall Steering Committee meeting be adjourned at 12:33 p.m. Carried