180815 Town Hall MIN=
ATTENDANCE:
Mayor Stephen Molnar
Councillor Penny Esseltine
Andrew Gilvesy, Chair
Jesse Goossens (arrived at 12:24 p.m.)
Rick Strouth
John Veldman
David Calder, CAO
Dave Rushton, Director of Finance/Treasurer
Cephas Panschow, Development Commissioner
Laura Pickersgill, Legislative Services Coordinator
Guests
John Alley, Colliers International
Regrets:
Lana White, Deputy Clerk/Executive Assistant
1. Call to Order
The meeting was called to order at 12:16 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 August 15, 2018 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
August 15, 2018
12:00 noon
Council Chambers
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Town Hall Project Steering Committee Meeting – Minutes - 2 -
4. Adoption of Minutes – July 3, 2018
Resolution #2
Moved by: Rick Strouth Seconded by: Mayor Molnar
THAT the Town Hall Project Steering Committee Minutes dated July 3, 2018 be approved.
Carried
5. Other Business
i) Appraisal – Municipal Parking Lots
Cephas Panschow provided a summary of the appraisal prepared by S.W. Irvine &
Associates.
The appraisal includes an environmental disclaimer to address concerns related to
the subject locations previously being utilized as a landfill.
The appraisal outlines proposed sites that could be provided to prequalified
developers with a starting point if they wish to use these sites when submitting their
proposals.
Staff to provide parking study to prequalified developers.
ii) Legal Survey Review (Draft)
Prior to obtaining a lot survey, the legal survey needs to identify where utilities are
located on the proposed sites and that it aligns with the appraisal sketch.
iii) Town Hall Options Analysis Presentation
John Alley presented an overview of the Town Hall Options Analysis presentation
prepared by Colliers International.
Options included:
-Option 1- RFP for Design-Build-Leaseback with an option of available Town-owned
property,
-Option 2- Design-Build on available Town-owned property and
-Option 3- Expansion of Current Lease.
In preparation of the space needs survey, the Town outside employees were not
included. Some supervisory inside staff members were left at the 10 Lisgar Ave
location.
Construction costs per square feet are comparable to other recently designed and
built municipal offices.
Town Hall Project Steering Committee Meeting – Minutes - 3 -
Staff to review and complete the Statement of Requirements, using outside
resources if necessary.
The draft RFP including the Statement of Requirements is to come back to the
committee.
Committee members would like to see the space needs study and has requested
that meeting materials be sent at least 48 hours ahead of a committee meeting.
Resolution #3
Moved by: Mayor Molnar Seconded by: John Veldman
THAT direction be requested for staff to send written correspondence to the three
prequalified developers to ensure their interest still remains in this project subject to
an RFP being released in late 2018 with a response required back from the
developer no later than September 4, 2018;
AND THAT staff facilitate the preparation of the final RFP (including Statement of
Requirements) involving internal and external resources.
Carried
iv) Construction Costs Analysis (Detailed)
This item was provided as background information.
6. Next Meeting – September 11, 2018
7. Adjournment
Resolution #4
Moved by: Rick Strouth Seconded by: Penny Esseltine
THAT the August 15, 2018 Town Hall Project Steering Committee meeting be adjourned at
2:08 p.m.
Carried