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170117 Development MIN= ATTENDANCE Andrew Burns, Deb Gilvesy, Lisa Gilvesy, Mel Getty (Departed 8:25 AM), Kirby Heckford (Arrived 7:48 AM), Ashton Nembhard, Steve Spanjers, Randy Thornton, Cedric Tomico, John Veldman (Departed 9:40 AM) Staff Present: David Calder, Kevin Deleebeeck, Cephas Panschow, Geno Vanhaelewyn MEMBERS ABSENT/REGRETS Jesse Goossens, Councillor Jim Hayes, Mayor Stephen Molnar, 1. Call to Order The meeting was called to order at 7:30 AM. 2. Adoption of Agenda Moved By: R. Thornton Seconded By: J. Veldman Proposed Resolution # 1 THAT the Agenda as prepared for the Development Committee meeting of January 17, 2017 be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof – None Declared 4. Adoption of Minutes of Previous Meeting 4.1. Minutes of the Meeting of December 13, 2016 Moved By: R. Thornton Seconded By: S. Spanjers Proposed Resolution # 2 THAT the Minutes of the Development Committee Meeting of December 13, 2016 be approved. Carried The Corporation of the Town of Tillsonburg Development Committee January 17, 2017 7:30 AM Boardroom, Customer Service Centre 10 Lisgar Ave, Tillsonburg MINUTES Development Committee Meeting Minutes (January 17, 2017) - 2 - 5. Delegations and Presentations 5.1. Building Permit Fee Review Chief Building Official provided an overview of the fee review process. Building permit fees have not been raised since 2006 and it is desirable to have a Cost Stabilization Reserve Fund to help balance fluctuations in the impact to taxation due to the variability of building activity from year to year. Building permit fees are recommended to be based on a full cost recovery approach including direct and indirect costs. Direct costs are estimated at $316,500 and indirect costs are estimated at $32,034 for a total annual cost of $348,564. Actual revenue has ranged from $193,000 to $405,000 over the past five years. The fee increases recommended by the consultant are significant and staff has prepared a revised fee schedule that is more reflective of what the market can bear and specific market demand. Tillsonburg will still be in the mid-range of fees for residential when compared to neighbouring jurisdictions, on the low range for industrial and mid-range for commercial developments. Next step is to report back to Council. Committee raised the following questions:  Why is this being done now? Budget pressures and since it has been 11 years from the last review.  Information provided appears to be based on average building permit values, but what would the building permit cost be at the low end and high end?  Although a permit fee increase appears to be warranted, is there an opportunity to phase-in the increases over a period of years?  How much funds are in the unofficial reserve now?  Has staff looked at how a full year revenue model would work, i.e. use a sample year and apply all the new fees to compare revenue based on actual data? Committee was generally in favour of the staff recommendation on rates and was appreciative of the analysis and extra work that has gone into this process. 5.2. 2017 to 2020 Proposed Water and Wastewater Rates Director of Operations provided an overview of his report to Town Council regarding the County’s Water/Wastewater Rate Review. The water system is owned/operated by the County, but approximately 40% of the operations are done by Town staff. Four major components of study are rate funding requirement, user rates, reserve continuity schedule and proposed rate increases. Water rates are proposed to increase by an average of 2.6% resulting in an annual Development Committee Meeting Minutes (January 17, 2017) - 3 - charge of $427 in 2020. Sewer rates are proposed to increase by an average of 1% for an annual charge of $412 in 2020. Tillsonburg offers annual water/sewer costs for a typical user that will remain the second lowest in the County. Key issue is how fast reserves are built up and when they are used and how is that balanced with use of debt. Current plan is to conduct operational improvements (Phase 1) to the Tillsonburg Waste Water Treatment Plant (WWTP) in 2023, but this would not increase capacity. Both water and wastewater (69%) have significant capacity at this time. Even with water allocations to new development, the system will only reach 80% of the rated capacity. Questions:  When is the WWTP expansion planned? Can a 10 year capital budget for the systems be provided?  If Tillsonburg’s target for their reserve fund to total system assets is 5%, how does this compare to other municipalities? Woodstock/Ingersoll at 8 – 10% of system assets.  What is the projected transfer of $4.9 M from reserves in 2018 for? Committee appreciated the information. There was some concern about the impact of all of the County/Town rate increases being planned. While these are reasonable on an individual basis, they could result in a significant impact to the end users. Discussion regarding potential lost opportunities if capacity is not available. This is being reviewed by staff to ensure that Tillsonburg remains competitive. Committee would like staff to confirm that the enhancements and expansions do not get pushed further into the future. [Additional Information provided subsequent to meeting: When WWTP capacity reaches 80-85%, a Class Environmental Assessment (EA) is triggered with the assumption that the EA project will take 2 years and design/construction another 3 years for a total of 5-6 years. With the Tillsonburg WWTP, a Class EA has been completed, so if a critical need arose, it would take approximately 3 years to complete an expansion. Tillsonburg requested a phase-in of the $30 M WWTP upgrade project a few years ago with the understanding that Phase 1 upgrade (~ $6M) would improve operational efficiency of the plant (but not increase capacity). Phase 2 (~ $23M) future expansion would add 4,000 m3/d capacity.] 6. Information Items 6.1. Community Strategic Plan – No update 6.2. Post-Secondary Education – No update 6.3. Tillsonburg Hydro Inc – No update Development Committee Meeting Minutes (January 17, 2017) - 4 - 6.4. Town Hall Task Force – No update 7. General Business & Reports 7.1. Chamber of Commerce Awards Selection – Initial Review Staff reviewed the preliminary list of investments made in Tillsonburg over the past year. A number of suggestions were made for research/future consideration. 8. Committee Minutes & Reports 8.1. Tillsonburg District Chamber of Commerce – Concern regarding traffic delays at Broadway/North St intersection has been received. Has this intersection been looked into? Understanding is that the County has determined that the traffic doesn’t warrant changes at this time. Issue appears to be the short duration of the green light in the north-south direction given that Broadway is the primary route for movement of goods and the associated impacts to pavement from heavy braking. Is it possible for County to review? Concern has also been raised by the Police Service Board. 8.2. Downtown Business Improvement Association – Christmas Crawl went well and is continuing to pick up momentum and positive feedback. WiFi enhancements are still in the works and with relocation of receivers to light poles and additional receivers, service levels should go up. Expecting 2 – 3 Façade Improvement Grants in the spring. Annual General Meeting is being planned for Tuesday, March 28, at 5:30 PM. 8.3. Tillsonburg District Real Estate Board Year-end numbers were strong despite a minor slowdown in December. Values and units sold were up significantly year over year. 8.4. Physician Recruitment One office has recruited a new physician. Meeting scheduled for next month. 9. Correspondence - None 10. Other Business 10.1. Roundtable • Norfolk County is going through the five year review of their Official Plan and the review includes a change in the designation of the Norfolk Mall area from Hamlet to Commercial. County Planning department has provided comments and there is concern about this change as it could affect the viability of Tillsonburg’s downtown if full blown commercial users are permitted there. Communication has been made. 11. Closed Session - None 12. Next Meeting Development Committee Meeting Minutes (January 17, 2017) - 5 - The next meetings of the Development Committee will be 12 noon on Tuesday, January 24 (awards) and Tuesday, February 14, 2017. 13. Adjournment Moved By: K. Heckford Seconded By: Proposed Resolution 4 THAT the Development Committee Meeting of January 17, 2017 be adjourned at 10:10 AM.