170719 Town Hall MIN=
ATTENDANCE:
Mayor Stephen Molnar
Andrew Gilvesy, Chair
Jesse Goossens
Rick Strouth
John Veldman
David Calder
Laurie Kirwin
Lana White
Regrets:
Councillor Penny Esseltine, Cephas Panschow
1. Call to Order
The meeting was called to order at 12:14 p.m.
2. Adoption of Agenda
Resolution #1
Moved By: John Veldman Seconded By: Rick Strouth
THAT the Town Hall Project Steering Committee Agenda dated July 19, 2017 be approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None
The Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
July 19, 2017
12:00 noon
Annex Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Town Hall Project Steering Committee Meeting – Agenda - 2 -
4. Adoption of Minutes – July 6, 2017
Resolution #2
Moved By: Rick Strouth Seconded By: Mayor Molnar
THAT the Town Hall Project Steering Committee Minutes dated July 6, 2017 be approved.
Carried
5. Resolutions passed at the July 10, 2017 Council Meeting
D.Calder spoke to the following. Provided as information.
i) Committee Appointment:
THAT Council receives Report CL 17-16, Committee Appointment;
AND THAT Jesse Goossens, be appointed to the Town Hall Project Committee;
AND THAT By-law 4122, to amend Schedule A of By-Law 3876, be brought forward
for Council consideration.
ii) Honourary Chair:
THAT Report CAO 17-05 Town Hall Project Committee, Honourary Chair, be
received for information;
AND THAT the Tillsonburg Town Council recognize Marty Klein as Honourary Chair
of the Town Hall Project Committee.
iii) Funding Request:
THAT Report CAO 17-04 Town Hall Project Committee – Funding Request –
Drafting RFP, Vetting and Selection Process – Town Hall Project be received for
information;
AND THAT the Tillsonburg Town Council approves the request of the Town Hall
Project Committee for a funding allocation of $25,000 for the purposes of contracting
with a vendor for the preparation of an Request for Proposal (RFP) document,
subsequent vetting of responses to the RFP and evaluation of the responses for
vendor selection for the Town Hall Project.
Town Hall Project Steering Committee Meeting – Agenda - 3 -
6. Economic Development Commissioner – Request for Proposals
Proposals from:
i) Cambridge Solutions (Same Proposal from July 6 Meeting)
ii) Collier Project Leaders Inc. (Revised Proposal)
Committee members discussed the two proposals, in terms of their presentations, price,
efficiencies, experience, proposed process, support, etc.
Comments and opinions of those that had sent regrets were also considered.
J. Goossens, noting he was new to the Committee, commented but chose not to vote on the
decision.
Following final comments from members, and recognizing that both Cambridge and Collier
could provide the service we are requesting, the following resolution was passed.
Resolution #3
Moved By: Rich Strouth Seconded By: John Veldman
THAT the Town Hall Project Steering Committee recommends to staff the hire of Collier
Project Leaders Inc. to prepare a RFP, as per the amended July 12, 2017 document.
Carried
A face-to-face kick-off meeting with Collier to be requested, rather than a phone call. This
will facilitate sufficient conversation. Future meetings by phone would be fine.
L.Kirwin confirmed the 3 parties that had expressed interest in this project remain interested.
The door can be left open if we are approached by another interested party.
7. Next Meeting
L.Kirwin to connect with Collier, and determine when they will be available for a kick-off
meeting.
Staff will also contact Cambridge, and thanking them for their proposal.
To be discussed at the kick-off meeting – feasibility of a Committee member sitting in on
meetings with proposed vendors, for the purpose of quality control, and as an observer that
would report back to the Committee.
Town Hall Project Steering Committee Meeting – Agenda - 4 -
John Veldman left the meeting at 1:06 p.m.
8. Adjournment
Resolution #4
Moved By: Rich Strouth Seconded By: J.Goossens
THAT the July 19, 2017 Town Hall Project Steering Committee meeting be adjourned at
1:10 pm.
Carried