171102 Town Hall MIN=
ATTENDANCE:
Mayor Stephen Molnar
Councillor Penny Esseltine
Andrew Gilvesy
Jesse Goossens
Rick Strouth
David Calder
Cephas Panschow
Laurie Kirwin
Lana White
John Alley, Colliers Project Leaders Inc.
Regrets:
John Veldman
1. Call to Order 105
The meeting was called to order at 1:05pm.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Esseltine Seconded By: Rick Strouth
THAT the Town Hall Project Steering Committee Agenda dated November 2, 2017 be
approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
The Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
November 2, 2017
1:00 pm
Annex Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Town Hall Project Steering Committee Meeting – Minutes - 2 -
4. Adoption of Minutes – August 2, 2017
Resolution #2
Moved By: Rick Strouth Seconded By: Mayor Molnar
THAT the Town Hall Project Steering Committee Minutes dated July 19 and August 2, 2017
be approved.
Carried
5. John Alley, Collier Project Leaders Inc. – Update
i) Colliers Agenda
ii) Results of Proponent Consultations
Mr. Alley provided update information and facilitated discussion according to the agenda he
provided.
Findings from Commercially Confidential Consultations were discussed.
In the prequalification, it was identified that the Town may have interest in purchasing. If the
Town wants to consider purchasing at some point, it needs to be clear at what point and with
what terms. The timing needs to be identified to prepare the proposal.
With respect to time needed to prepare the proposal, a couple months is needed, allowing time
for design/purchase cycles.
An honorarium was discussed. Colliers recommends $15,000.
A realistic construction timeframe is 18 months, depending on start time.
With respect to operations/tenancy, clarification is needed for what the Town is looking for.
With respect to commitments from the Town, all proponents are willing to proceed quickly, but
need a timely response from the Town.
Roles and responsibilities will need to be carefully identified.
Clarification was given regarding to the pre-qualification stage. Lands were not identified to
proponents, allowing people without land to participate.
Options and next steps were discussed.
Town Hall Project Steering Committee Meeting – Minutes - 3 -
It was discussed that the CAO and Committee Chair would provide an update to Council.
The CAO and Development Commissioner need to discuss land.
Staff need to identify current costs – what it costs the Town to operate in current locations.
Colliers to prepare shadow costs.
3 Action Items were identified for the CAO:
i) Shadow costs
ii) Current costs
iii) Land evaluation of Town owned land
Council feedback needed with respect to costs.
Staff were also asked to get a value on a piece of property being discussed.
Resolution #3
Moved By: R.Strouth Seconded By: J.Goossens
THAT the Town Hall Steering Committee give the CAO permission to proceed with
action items as discussed, and report back to the Committee.
Carried
Following presentation to the Committee, presentation will be made to Council. December
11, 2017 is the target date for presentation to Council.
6. Next Meeting – The next meeting will be at the Call of the Chair.
7. Adjournment
Proposed Resolution #4
Moved By: R.Strouth Seconded By: J.Goossens
THAT the November 2, 2017 Town Hall Project Steering Committee meeting be adjourned
at 3:09pm.
Carried