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170629 Town Hall MIN= ATTENDANCE: Andrew Gilvesy, Vice-Chair, Mayor Stephen Molnar, Councillor Penny Esseltine, Rick Strouth, John Veldman Staff: David Calder, Laurie Kirwin, Cephas Panschow, Tricia Smith 1. Call to Order The meeting was called to order at 12:15 p.m. 2. Adoption of Agenda Moved By: Rick Strouth Seconded By: Councillor Esseltine Resolution #1 THAT the Town Hall Project Steering Committee Agenda dated June 29, 2017 be approved. Carried 3. Election of Chair Discussion was held regarding the election of a committee chair. Councillor Esseltine nominated Andrew Gilvesy for the position of Chair. Rick Strouth seconded the nomination. Andrew Gilvesy let his name stand. There were no further nominations. All were in favour of the nomination. Discussion was held regarding the election of a Vice Chair. Mayor Molnar nominated John Veldman for the position of Vice Chair. Rick Strouth seconded the nomination. John Veldman let his name stand. The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE June 29, 2017 12:00 pm Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Town Hall Project Steering Committee Meeting Minutes, June 29, 2017 - 2 - There were no further nominations. All were in favour of the nomination. 4. Adoption of Minutes – June 19, 2017 Moved By: John Veldman Seconded By: Rick Strouth Resolution #2 THAT the Town Hall Project Steering Committee Minutes dated June 19, 2017 be approved. Carried 5. Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 6. Economic Development Commissioner – Presentation – Request for Proposal Proposals from: i) RFP Solutions ii) Cambridge Solutions iii) Colliers Project Leaders The Development Commissioner provided a summary of the Request for Proposals received. The committee discussed the scope of work and costing for each proposal, and reviewed additional information that had been circulated. Committee members asked questions regarding the proposals. Discussion took place in regards to using in-house technical advice. The RFP to include the standard provisions and vision for the Town. The committee discussed the use of a project manager to liaison with the project vendor. A recommendation was made for the committee to partake in the selection process for the project architect. Staff to confirm the proposed contract period with Cambridge Solutions Inc. Staff provided an update to each of the (3) pre-qualified proponents. A recommendation was made to interview each of the companies which submitted a Request for Proposal for comparative purposes. Town Hall Project Steering Committee Meeting Minutes, June 29, 2017 - 3 - Staff to make arrangements with RFP Solutions, Cambridge Solutions and Colliers Project Leaders to attend an interview with the committee on July 6, 2017 between 2 p.m. and 5 p.m. Resolution #3 Moved By: Rick Strouth Seconded By: John Veldman THAT the Town Hall Project Committee makes a recommendation to council for funding up to a limit of $25,000 to support the creation of an RFP for the Town Hall project and to assist with the vetting and selection process. Carried 7. Discussion - Additional Membership Discussion took place regarding the addition of new members to the committee. Interested persons are to submit an application through the Clerk’s Office for consideration by council. Staff to prepare an orientation package for vbnew members (i.e. Terms of Reference, Space Needs Study, etc.). 8. Next Meeting - Thursday, July 6, 2017 at 2:00 p.m. 9. Adjournment The Town Hall Project Steering Committee meeting adjourned at 1:38 p.m.