180911 Town Hall MIN=
ATTENDANCE:
Mayor Stephen Molnar
Councillor Penny Esseltine
Andrew Gilvesy, Chair
Jesse Goossens (left 1:23 pm)
John Veldman
David Calder, CAO
Dave Rushton, Director of Finance/Treasurer
Laura Pickersgill, Legislative Services Coordinator
Guest:
Laurie Kirwin, Purchasing Coordinator
Regrets:
Rick Strouth
Cephas Panschow, Development Commissioner
1. Call to Order
The meeting was called to order at 12:16 pm.
2. Adoption of Agenda
Resolution #1
Moved by: Penny Esseltine Seconded by: John Veldman
The Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
September 11, 2018
12:00 noon
Council Chambers
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Town Hall Project Steering Committee Meeting – Minutes - 2 -
THAT the Town Hall Project Steering Committee Agenda dated September 11, 2018
be approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes
Resolution #2
Moved by: Mayor Molnar Seconded by: John Veldman
THAT the Town Hall Project Steering Committee Minutes dated August 15, 2018 be
approved.
Carried
5. New Business
i) Confirmation of Interest from Bidders- David Calder
Responses were received from all three prequalified bidders indicating their
interest still remains in this project.
ii) Draft RFP- February 2018
Resolution #3
Moved by: Penny Esseltine Seconded by: John Veldman
THAT staff modifies Section 1 #12 a) in the draft RFP to indicate that $8,000
per proponent be provided to all proponents to help them prepare their
presentation to Council and to the public.
Carried
Staff to amend any references to allow for only 90 days for proponents to
submit proposals after the closing date unless an extension is required and
mutually agreed upon by both parties rather than the indicated 180 days.
Town Hall Project Steering Committee Meeting – Minutes - 3 -
Staff to complete Section 1 #1 e) anticipated schedule with proposed dates.
Staff to remove Section 2 #18 a) and #20.
Staff to amend any references to include the addition of the proponent’s
ability to provide their own land for use in the project.
Staff to amend Section 6 Evaluation Criteria to redistribute evaluation criteria
points from ‘Design Adherence and Value Added Features’ and be added to a
new section named ‘Inclusion of Multi-Use Features of the Building’.
Staff to amend any references made regarding square feet necessary from
21,000 sqft to 24,000 sqft to align with the space needs study.
Staff to include a reference to downtown study to include with RFP.
iii) Proposal from Colliers Project Leaders for Tenant’s Statements of
Requirements and Draft Lease
Staff to confirm with Colliers Project Leaders on pricing of quote to complete
the Tenant’s Statement of Requirements and Draft Lease.
iv) The CAO was directed to bring back a public engagement process for input
regarding Town Hall proposals.
6. Next Meeting – October 9, 2018
7. Adjournment
Resolution #4
Moved by: John Veldman Seconded by: Penny Esseltine
THAT the September 11, 2018 Town Hall Project Steering Committee meeting be
adjourned at 1:48 pm.
Carried