180221 Town Hall MIN=
ATTENDANCE:
Mayor Stephen Molnar
Councillor Penny Esseltine
Andrew Gilvesy
Jesse Goossens
Rick Strouth
John Veldman
David Calder
Cephas Panschow
Lana White
John Alley, Colliers Project Leaders Inc.
1. Call to Order
The meeting was called to order at 12:14pm.
2. Adoption of Agenda
Resolution
Moved By: J.Veldman Seconded By: Councillor Esseltine
THAT the Town Hall Project Steering Committee Agenda dated February 21, 2018 be
approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
J.Goossens declared an pecuniary interest with one of the buildings to be discussed.
Locations not to be included in the Minutes.
The Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
February 21, 2018
12:00 noon
Annex Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Town Hall Project Steering Committee Meeting – Minutes - 2 -
4. Adoption of Minutes – November 2, 2017
Resolution
Moved By: R.Strouth Seconded By: J.Goossens
THAT the Town Hall Project Steering Committee Minutes dated November 2, 2017 be
approved.
Carried
5. John Alley, Collier Project Leaders Inc. – Update (slide presentation attached)
i) Update on Development of RFP
ii) Presentation of Financial Options Analysis
iii) Determine if tax impact is acceptable and consider options to adjust cost
iv) Determine strategy for negotiations, single option or two options
v) Review Potential Sites for Option 2
vi) Confirm Next Steps
John Alley noted that the presentation and material circulated with the agenda had been
slightly revised to include the Strathallen component.
Options 1-5 were reviewed, with the focus being on options 1 to 3, recognizing the last 2
may not be ideal.
Representation from Finance to be invited to future meetings.
There was discussion regarding a potential surplus of Town owned assets, and potential
savings.
The Development Commissioner noted that the parking study draft is due by the end of the
month.
It was noted that one of the locations may not be available at this point. That would need to
be confirmed.
Discussion was held as to where this Committee originally started, in terms of what it hoped
to achieve through location and structure.
Discussion was held regarding the RFP and a multi-use building.
Noted was that we need as much information as possible, as a comparator, even if a
particular option is not a first choice.
J.Alley commented. It is hoped that the information provided to date can be used as an
indication of what the budget would be. What also needs to be flushed out is what the
existing costs are, as well as the potential of what we can get from disposing of assets.
Town Hall Project Steering Committee Meeting – Minutes - 3 -
Next steps were discussed.
D.Calder noted that he would like to refer back to the Space Needs Study.
To be identified are the costs of being in this building(mall), what buildings could be
disposed of, and incremental costs.
Also to be discussed is what the Town is willing to spend.
In parallel to the financial analysis, a site assessment needs to be prepared.
Further discussion was held regarding action items and continuing with the consultant.
The following motion was passed.
Resolution
Moved By: J.Veldman Seconded By: R.Strouth
THAT the CAO be directed to determine the current leasing costs, and any cost savings by
potential elimination of a building;
THAT the CAO have procurement obtain quotes on Town owned sites as identified by the
Development Commissioner through his parking study;
AND THAT the CAO request more funds from Council to continue the Town Hall Project
Steering Committee’s work with Colliers Project Leaders Inc.
Carried
The Development Commissioner left the meeting at 2:21pm.
6. Other Business
i) CAO Update from previous meeting
a. Current Costs (attachment)
Attached as information.
b. Land Evaluation
D.Calder noted that staff will do further work on this.
ii) Status of Town’s lease with mall - recent changes
D.Calder provided an update.
iii) Tillsonburg Town Centre Long Term Discussion, prepared by Strathallen
(attachment)
D.Calder reported on the meeting with the current landlord.
Town Hall Project Steering Committee Meeting – Minutes - 4 -
The provided attachment is what they brought forward, noting it is not a definitive
plan, as they could relocate current tenants to other locations if given time.
Clarification was given that they didn’t respond to the RFP because they were
changing ownership at that time.
The Committee was asked to give direction if they want a proposal from the current
landlord.
Discussion was held regarding the current mandate of the Committee.
It was felt that the door should be left open, and the information being brought
forward is important as a comparable.
iv) Proposed regularly scheduled meetings
Monthly meetings to be scheduled for a couple of months.
7. Next Meeting
Tentatively scheduled for March 21 at noon.
8. Adjournment
Resolution
Moved By: R.Strouth Seconded By: J.Veldman
THAT the February 21, 2018 Town Hall Project Steering Committee meeting be adjourned
at 2:25 pm.
Carried