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191127 Town Hall MIN= Attendance: Rick Strouth, John Veldman, Andrew Gilvesy, Jesse Goossens, Councillor Esseltine Staff: Ron Shaw, CAO Dave Rushton, Director of Finance Laurie Kirwin, Purchasing Coordinator Laura Pickersgill, Legislative Services Coordinator Regrets: Cephas Panschow, Development Commissioner Stephen Molnar, Mayor 1.Call to Order The meeting was called to order at 12:10 p.m. 2.Adoption of Agenda Resolution #1 Moved by: Jesse Goossens Seconded by: Andrew Gilvesy THAT the Town Hall Project Steering Committee Agenda dated November 27, 2019 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 of Previous Meeting The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE November 27, 2019 12:00 p.m. Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Town Hall Project Steering Committee Minutes – November 27, 2019 - 2 - Resolution #2 Moved by: Rick Strouth Seconded by: Penny Esseltine THAT the Town Hall Project Steering Committee Minutes dated October 28, 2019 be approved. Carried 4.1. Business Arising from the Minutes 4.1.1. Proponent Scoring Matrix (Financial Strength) According to section 6 of the RFP, the proponent with the lowest favoured score resulting from the Public Information Sessions, cannot be recommended to Council. Discussion was held regarding the evaluation of financial strength prepared by Colliers Project Leaders. It was noted that proponents could have provided more detailed financial information in their RFP. Staff to provide a report to Council with a recommendation and include the results from the survey. The report needs to include a thank you to Council for allowing the committee to undertake this project and that the committee wishes to continue working on this project. 5.New Business 5.1. Town Hall Project Steering Committee Public Information Sessions 5.1.1. Survey Results Legislative Services Coordinator provided a summary of the survey results from the Public Information Sessions. The results overall noted the cost was too high; the Town Hall should stay where it currently is; or that the Town should consider a design, build and Town Hall Project Steering Committee Minutes – November 27, 2019 - 3 - own option. 5.2 Recommendation to Council The following resolution was passed based on the discussion. Resolution #3 Moved by: Andrew Gilvesy Seconded by: Rick Strouth THAT based on the RFP process, the Town Hall Steering Committee recommends to Town Council that the preferred option is S.E.M. Construction; AND THAT the $8,000 honorarium be released to the other two proponents; AND FURTHER THAT the Town Hall Steering Committee would like to advise Town Council that all of the proposals received exceeded the financial benchmarks set out in the RFP. Carried 6.Next Meeting A meeting will be scheduled following Council’s decision at the December 9, 2019 meeting. 7.Adjournment Resolution #4 Moved by: Rick Strouth Seconded by: Jesse Goossens THAT the November 27, 2019 Town Hall Project Steering Committee meeting be adjourned at 12:56 p.m. Carried = ATTENDANCE: Mayor Stephen Molnar, Councillor Penny Esseltine, Andrew Gilvesy, Jesse Goossens, Rick Strouth, John Veldman Staff: Ron Shaw, CAO Dave Rushton, Director of Finance/Treasurer Cephas Panschow, Development Commissioner Laurie Kirwin, Purchasing Coordinator 1.Call to Order The meeting was called to order at 12:10 p.m. 2.Adoption of Agenda Resolution #1 Moved by: Rick Strouth Seconded by: Jesse Goossens THAT the Town Hall Project Steering Committee Agenda dated October 28, 2019 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: Andrew Gilvesy Seconded by: Rick Strouth THAT the Town Hall Project Steering Committee Minutes dated July 8, 2019 be approved. Carried The Corporation of the Town of Tillsonburg TOWN HALL PROJECT COMMITTEE October 28, 2019 12:00 p.m. Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Town Hall Project Steering Committee Minutes – October 28, 2019 - 2 - 4.1 Business Arising from the Minutes 4.1.1. Proponent Scoring Matrix The financial evaluation was outsourced to Josie at Colliers Project Leaders. The evaluation provided helpful details in ranking the financial strength of the proponents. The results will be brought forward at a future meeting for review by the Committee. 5.New Business a)Update- Council Decisions Ron Shaw advised that Council has directed the Committee to the complete the Request for Proposal process, but without full public engagement as that is not a mandate of this Committee. b)Next Steps Public Information Sessions will be held on November 21, 2019 from 10:00 a.m.- 2:00p.m. and on November 24, 2019. Staff and Councillor Esseltine are to draft a process overview information handout that includes each conceptual exterior drawing and costing breakdown. Staff to draft a comment sheet for the public. Notice of the Information Sessions will be provided through the Tillsonburg newspaper and on the Town website. Key stakeholder groups will be notified of the Information Session. Three Committee members are to host the public information session with one representative at each station to answer questions. 6.Next Meeting Wednesday, November 27, 2019 at 12:00 p.m. 7.Adjournment Moved by: Andrew Gilvesy Seconded by: Rick Strouth Town Hall Project Steering Committee Minutes – October 28, 2019 - 3 - THAT the October 28, 2019 Town Hall Project Steering Committee meeting be adjourned at 1:05 p.m. Carried Towards a New Town Hall Please provide your comments on Option A Respondents Responses 1 Simple design with lots of windows. Could possibly adjust colors of the walls. 2 To plain 3 looks like a dated office building from the picture below. Not hugely fond of the massive ramp that would be required to access the main level of the building from the one side. 4 boring exterior; decent layout; good location 5 outside is very plain; like the environmental considerations 6 Nice concept but is missing the outside space 7 I think this just lacks a friendly appeal. It seems too institutional and lacking character 8 This is my favorite building location and parking setup. I like the exterior, business look, which has eye appeal for now and into the future. It appears to have all the necessary requirements to meet the needs and desires of the employees, to function efficiently. The many entrances allow for quick entrance and exit, especially to the large parking lot to the north for employees and visitors. It doesn't have a "show off" look, which as a taxpayer, I don't want to pay for. The future space (lower level) is a good idea. 9 Not bad just doesn’t really have any style to it 10 Very professional welcoming building. Lots of light through the windows. Great location. The green roof is very appealing as well. #1 choice 11 Blah and Boring and the colour is not modern. Appears like the land is uneven from the parking lot to the doors creating slip and fall hazards. Not sure where main entrance is... would be nice to have a big open, welcoming, inviting main entrance with plants, pictures of the trails, lake lisgar fountain, tulip trees planted outside to coincide with our logo. A small fountain outside, and maybe in the floor inside a nice glass tulip leaf with connected, enriched, inspired for all options below as well. Main entrance and parking lot are going together I am assuming for ease of use. 12 This is a central location with lots of parking. The green roof is a great initiative for the Town to support. It is the largest of the 3 which will be needed with all the storage required. 13 Looks like old post office building that used to be downtown 14 No 15 Of the 3 this option seems the most viable. That being said I thought that rental per annum of $217000 was etrocious $800000 is absolutely NOT a viable option 16 I like the open accessible stairway to the second floor, the potential for a green roof, and the positioning on the corner except the main entrance doesn't look totally accessible. 17 We are a small town and although we are growing having a right sized building is much more fitting. 18 Building is attractive, good location near post office with ample municipal parking available. It's close to the downtown core but not directly on Broadway which is nice to keep it central but not only focused on Broadway. 19 Not required 20 I like the overall look. Outside public space could be bigger. No dedicated lunchroom that I can see. 21 Plain but modern. 22 how would this benefit the tax payer? 23 Generic modern deco. Will look fantastic new, but will look dated quickly over time. 24 Not enough information. Knowing what the work spaces will look like is essential. Cubicles generally are not an effective solution, however they can be acceptable in some situations. Open concept work environments have proven to be a production deterrent, and a moral killer. 25 not needed, wasted money 26 Town loses a All day parking lot which we are already short on. 27 Don't need it. 28 To plain, not in keeping with the feel/look of Tillsonburg downtown. 29 We don't need a 20-30 million dollars expense to the taxpayer 30 Beautiful looking building, great idea with green space however doesn't represent town image 31 Ugly, no Character, very bland building. 32 What happens to all the parking spaces lost with the creation of the new building? 33 Has the appearance of a municipal building all work and no play! 34 Nice size and design 35 Least favourite. Stale design. 36 This is the most aesthetically pleasing option. But I don't think it is as great for the community as a whole. 37 This would be my preferred option. Looks modern. Green roof is afoot thing. 38 Very generic 39 Option A is boring and looks too much like an administrative building with no character 40 Simple and professional looking building 41 The look is in line with many other buildings in town. 42 too industrial looking, not much community gathering space, doesn't appear to have much parking 43 It takes away from Down town parking 44 NA do we need to spend extra dollars for this? 45 no future expansion built in, appears built for budget with no thought of an enlarging town, town property 46 interesting, contemporary design, more detail and design than option B Towards a New Town Hall Please provide your comments on Option B Respondents Responses 1 This would be my # 1 pick , I like that it ties together the original town hall look along with modern facility. Also using local - McLaughlin is a bonus & they have proven what they can do with the great job on the Heath's building. 2 Good Design. 3 Not my style 4 looks like a dated box with a couple of towers in the center of the facade. 5 good location; poor design (interior and exterior) especially with main entrance off the parking lot 6 Like the historical look and nod to the old Town Hall; like the location near Station Arts Centre 7 Looks like a school or college 8 I really like the historic look to this and think it may be nice for the town, but wish it had a nicer curb appeal like Option C 9 The building has an appealing, heritage type look. The inside appears to meet the employee needs (I don't work for the town) and I'm sure all the necessary communication devices have been planned for. However, I'm not completely happy with it's proposed location. My personal concern is the "main entrance" location, as was explained to me. It reduces any eye appeal to the back end of a parking lot (Catholic Church lot). This is not what I would call a visitor friendly look. Even though the location is closest to our home, this site location is at the bottom of my list. 10 Looks to vintage for my taste 11 Interesting, nostalgic, however don't feel there will be enough room for parking. 12 Option B a ties nicely into the heritage feature of Tillsonburg. Sorta matches the new condo's by Kelseys.. as long as it's open and bright and the architecture is like the pic and maybe a drive up entrance as well looks like under the pillars for the elderly, etc... 13 This is too busy of a location for people to access and parking here would be a concern. It is a beautiful design for exterior. 14 Very elaborate building, made too look like a heritage building 15 No 16 looks more stately. Like a piece of architect that will not go out of style 17 continuing on with comments from option A this is the least viable option and although the building is very nice I think restraint needs to be shown with somethin plain simple and functional Again the rent is way out of line. 18 I like the heritage feel of the building and the location. The windows look open and bright. Looks to be lots of parking. An entrance on each side is good as well. 19 Poor location choice by the station arts centre. A huge building was just constructed one block away from here. The area is getting over saturated. Lot seems too small to allow for this size of building and adequate parking. Station arts centre enjoys using this space in the summer for their children camp programs as well as farmers market. 20 Not required 21 I know it's supposed to echo the old town hall, but the overall look is more like a factory or train station. I understand that Fire Comm is included in these buildings, but this option has an open concept used for them. Not appropriate from a privacy point of view. 22 Pretty boring building 23 Scale is off, looks very silly and unattractive. 24 how would this benefit the tax payer 25 Interesting look, but speaks to the history of Tillsonburg more than the future. 26 not needed, wasted money 27 Town loses where the farmers market is for a large building that bring no cohesiveness with the buildings around it 28 Don't need it. 29 Really like the historic look, seems timeless and asthetically pleasing. But is there a cost to this? Where will it be located? will this look fit in with its surroundings? 30 Why move into a Heritage building Rolf St School! Ugly!!! 31 Fits Tillsonburg's factory/warehouse looks 32 Prefer the heritage appearance of this one over all others. If a new town hall is to be constructed and heritage theme needs to be part of it. 33 Looks like an educational institution. 34 to big looks like buildings in Ottawa and entrance looks like a mall setting 35 Best design, great use of space and location near the market and station arts. 36 I don't like the location of this option and I don't think it is aesthetically pleasing. The only thing I like about this option is the 2000 square feet in the basement. 37 Although I am interested in the history and appearance of the old town hall, I think this is too much. Although I like the location of this one best. 38 I like the historical feel of this option, and the land it would sit on has historic significance, as well. The building would fit in with the Station Arts Centre across the street. Also, the quality of the construction is assured as the McLaughlins have the highest reputation for excellence. 39 Very prison like 40 I like the old look, provides character 41 Looks like an early 1900s factory building. 42 Beautiful Design 43 very beautiful historic look with a lot of natural lighting, very inviting and welcoming community space 44 looks nicer 45 NA is this a need or wish? 46 too old fashion for a new town hall- a bunker, to far from main downtown, property not owned by town, building has space for growth- excellent 47 town history respects towns history with more room to bring in communities 48 not very interesting, too traditional, only very basic design info provided, site is less visible/accessible then Option A or C Towards a New Town Hall Please provide your comments on Option C Respondents Responses 1 2nd choice - I like the location, I like the layout that I can see but would like some closer up views to see how it really looks. Also somewhat local builders - Elgin Middlesex 2 Too much outside at the front of the building that could be utilized better. 3 Very welcoming to the public & employees. Very nice interior layout 4 feels the most welcoming and takes advantage of the changes of grade to provide appropriate access to each level 5 good location; excellent design/feel for both interior and exterior 6 Dislike the look of this building, but love the idea of public square and plaza gathering space 7 I like the concept 8 I like the curb appeal immediately on this option. It definitely gives a community friendly/welcoming vibe 9 This proposal has a good location with the adjacent parking. I'm not on board with all the open space to the west and south. Sure, it looks good on paper, but for what use. The building looks great, but at what cost. Too fancy for my "tax dollars". The inside appears to meet the employee needs, that's what counts. 10 Loves this design 11 Unfortunately this feels too much like a "shopping mall" to me. I don't feel that the staff being on the upper level aids to ease for accessibility for the public. 12 the windows that hide behind the brick jut outs tend to be dull and not let a lot of light in. Again the colour for me needs to be updated like a grey... now we have the boring dull brown and it's cracking, changing colour looks horrible in my opinion. a bright working environment makes employees feel better I feel. 13 Having the services on the second floor does not make it accessible or transparent to the residents. This does not look professional and could easily be mistaken for a mall, not a Town Hall. 14 Modern and on par with what OXFORD a County has in Woodstock 15 No 16 this option appears to be also relatively plain until you get inside and it appears there is much wasted space that could be used more effectively The rent again is way out of line 17 I really like the pubic town square with seating and space for events. The council chamber areas looks open and bright. 18 Great idea to have a public space with options for entertainment. This option seems like the most forward thinking. It reminds me of Kitchener/Waterloo Centre in the square idea with public access spaces. 19 Not required 20 I like the location and large public space outside. I'm not a huge fan of the overall look. It's just too busy with the overheads and big block signage. 21 Is this an existing structure? It looks vaguely historical. 22 Too much going on looks like a community centre. 23 how would this benefit the tax payer? 24 Multifunctional, modern looking appeal. 25 not needed, wasted money 26 Town loses an all day parking lot with we are already short on for people the work/live downtown. 27 Don't need it. 28 Really like the community feel to this space. Feels very open and welcoming. But for me its about geography. Will this look natural in its surroundings? Will community space be used if not easily accessible? 29 Best looking design but most likely the most expensive. 30 Looks great 31 Doesn't fit with Downtown looks 32 Like the open outdoor space but building lacks heritage appearance. 33 Too historic looking. Time to start modernizing! 34 Looks like a shopping mall or hospital. 35 looks like a hospital or institution 36 love the outdoor space 37 I like how this option is a community space. I also like how it mirrors the Oxford County Building. 38 Not liking this one. 39 Very people oriented 40 This is the best option in terms of use of space 41 Looks like a massive building, beyond what Tillsonburg needs. 42 Very modern. Does not fit with the rest of the town buildings. 43 great community space and outdoor appeal, seems to be ample parking and a lot of natural light 44 takes away from Down town parking 45 NA this will benefit a senior based community in better services 46 modern and very people friendly- very much a community space, town property and space to expand 47 same as option A, these proposals are more visual exciting than option B Towards a New Town Hall Which proposal do you like the best Answer Choices Responses A 25.00% 13 B 26.92% 14 C 48.08% 25 52 Respondents Why? 1 Curious if there is a large cost difference to either of these designs 2 Matches the Town's heritage 0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% A B C Which proposal do you like the best Responses 3 This building feels most accessible/welcoming to the public. The offices are all located in one area and are centrally provided with reception. The public space is impressive and would lend to different types of town functions. Additionally, Option C has the ability to accommodate future growth within the building as there is plenty of space for additional offices when needed 4 Modern 5 I like the outdoor space and the modern look. 6 best layout (with public/council space on main floor and working area on 2nd floor); good location; best outdoor space (most interactive) 7 I THINK THIS IS A GOOD OPTION LOOKS MODERN BUT STILL LOOKS LIKE A MUNICIPAL BUILDING PROVIDES OPEN SPACE FOR GATHERINGS 8 Keeps a continuity of design with the new building by Kelly’s and an icon of design Rolph Street School. The refurbishing of some of the store fronts downtown are classic yet are modern and up to date. 9 The only reason I chose this one over Option B is because of the outdoor space and the welcoming/community friendly/gathering place that it appears to be. I do prefer the look of the building in Option B as it looks more like a town Hall 10 "IF" the town needs a new building, to consolidate efforts and increase efficiency, ok. But I'm for a simple approach to get the maximum for my tax dollars. This building and location meets this need, without looking like it cost too much. 11 Looks better in my opinion and has green space. Also looks more inviting with seating and a stage. 12 It matches the feel of the town 13 A looks professional, approachable and long-lasting. 14 As above..... 15 More welcoming. 16 It provides a central location, ample parking, accessible to the public, and looks both professional and suited to the current structures of Tillsonburg. 17 It’s modern and seems like it would fit the new town slogan better. 18 None....I think they are all unnecessary and will cost the town too much money. Our tax dollars are better spent on other things. This looks to just be a project for show rather than a necessity. 19 Think that the community gathering space/courtyard is essential to create a sense of community and belonging for the citizens around "their" townhall. 20 more stately. Won't look dated in a decade 21 Just looks open and friendly 22 see above 23 Location. Heritage feel. 24 Most forward thinking. Great location. Involves community space. Sufficient parking. Centrally located but not concentrated on Broadway. 25 We don't need a new Town Hall. Renovate the upstairs of the Mall. Stay where you are 26 Distinguished but understated look. Feels more like Tillsonburg. 27 This looks like a modern, dynamic and utilitarian structure. There is a screen for public movies and spaces for community activities and socializing. It does look very expensive. 28 D. None of the above. We need to repair the water park and slide as well as implementing a splashpad for all our youth to enjoy. This is far more important than new chambers. Where would said building be put? Thank you for the chance to have some input. 29 Best looking out of all buildings. The other 2 are not attractive or appealing and would probably cost more to build. Option a is the best in looks and price. 30 none of the above- unnecessary waste of money 31 Looks to be very multifunctional, with a modern aestetic. Looks like it will serve Tillsonburg residents better than the other two options. 32 None of this is necessary . The current offices are perfectly accessible and there is already ample parking. Its a mall. An outdoor space for people to loiter is not needed. People are not going to make use of any sort of gathering space at a town hall. 33 Since this looks more like our town. 34 None. I don’t feel we need this. There are many other things in our community the money could be spent on. Why are we not fix old instead of building new. The town has been notorious for building new things but not taking care of them then wanting to build something new to replace it when it becomes in bad shape. 35 Don't need it. 36 NONE OF THE ABOVE!!! This is absolutely ludicrous. Taxpayers cannot afford this unnecessary luxury. Money should be used more prudently, start by fixing up the Community Centre, before it becomes dilapidated, and fix the Pool, along with other town owned properties first and foremost. Town Council should be striving to work within their budget and in the best interests of all tillsonburg taxpayers, instead of these ludicrous pipe dreams and personal ego trips. TILLSONBURG CANNOT AFFORD ANY OF THESE TOWNHALL OPTIONS, IMO. As a taxpayer, I expect more from tillsonburg mayor & councillors. Those options are a JOKE.....we are a small town, not a luxurious big city like Toronto, Montreal, Ottawa etc., Try living within our means and be responsible/accountable for taxpayers money! 37 Feels like the most community focused option 38 None of them Too much of taxpayers money on a building 39 Although all of the above proposals are good, we believe that the Maple Lane School which is sitting empty would be better used for the purpose of the new facility. There is ample parking, and should you be required to put on additions, you can build up to make it benefit the town, plus it would be far cheaper than building a brand new building for millions of dollars which the town really can't afford. We, as tax payers would be paying for this new Taj Mahal(AKA the County of Oxford building in Woodstock) for years to come. 40 As the modern looks are very nice they do not support the local image of the Town 41 Building fits the theme of our community 42 Green space around. Not crowded. Building design 43 I like the idea of a public square 44 Looks like an efficient building. 45 It has the appearance of a building that is not opulent and should be able to be built without too many cost overruns. 46 looks most appropriate that would blend into towns appearance. 47 meets the design theme for the town 48 The sense of community this option fosters. The fact that it seems light and airy which is the exact opposite of the current town staff offices. The location is great. 49 Appearance, green roof. If it could be located at Bidwell and Bridge, that would be great. 50 Answered above. 51 More attuned to respecting the population 52 Option C has a site that provides multiple uses and I like that it includes community space since a Town Hall represents community. I like that it is a modern look with indoor and outdoor space. It feels the most welcoming. 53 Simple building, looks like it would meet the town's needs. 54 nicest looking building, natural lighting, very welcoming looking, seems very accessible 55 it develops a section of town that has not been used in a long time 56 I hope staff in new town hall will be happier and better able to do the job hired to do We are not Toronto! Cannot afford 57 modern/open courtyard/community building/great location/space to grow 58 none of the above 59 this design is the most interesting and well developed of the 3, option A would be my 2nd choice Towards a New Town Hall Do you have any comments that you would like to be considered by the Town in making this decision? Respondents Responses 1 Use local - not someone from Toronto 2 I don not believe that the Town should not lease, but should build to own. 3 A lease to own option makes the most sense. Why would we lease indefinitely and pay some off someone else's asset and have nothing to show for it in the end. 4 Would it be cheaper to fix and build on the property where the Customer Service is right now? Probably cheaper than leasing in the long run. 5 need to consider this design/build option as well as a "stay in place" option -- need to engage landlord to put together a plan to utilize mall space and expand it so that there is a better visual (no one knows where the offices are - very poor visibility at present) 6 None of these options is financially prudent. If the Town is to move to a new facility, they need to own the building and the land, and not be left at the mercy of a new landlord and subsequent hikes in rent. 7 WILL REQUIRE MORE MAINTENANCE WITH THE OPEN SPACE FOR SPECIAL EVENTS AND IS CONNECTED TO ALL THE PATHWAYS IN THE TOWN 8 Come in on budget and on time 9 None of the options really show the parking layout, accessibility parking, and distance to the doors. In a town like Tillsonburg with many seniors, and residents with mobility and/or physical challenges; convenience of parking as well as a short distance to the entrance can be a real issue particularly in inclement weather. 10 After reading the information sheet, it really strikes me hard, that the tax payers are being asked to shell out approximately 4 times the present lease cost. I'm sure efficiency will increase, with one location, but 4 times more?? Please review these proposals again. I'm sure there are available savings. Thank you. 11 In fairness to all designs I have no idea what the cost comes in at on any of them 12 Personally due to how much it is to lease any of these options per year I think it’s a waste of money. 13 If this project were to go through are there ideas proposed to perhaps bring the works department to where the Hydro Operations currently are and therefore potentially sell off land where works department is? And/or keep Works building, bring hydro operations to works and house the billing and administrative personnel in the new building therefore allowing the Town to sell the property at 10 Lisgar? Just a question to see if it can help off set costs. Thanks. Sure would be great to have a proper Town Hall! 14 Ease of use, bright and welcoming and forward thinking for everyone.... 15 I feel very strongly that the funds used to create a Town Hall should be utilized in another way. Currently the Customer Service Center offers a central and accessible place for the residents. To lease a building at $800,000- $850, 000 and keep the operating expenses of the CSC building which they own is not a wise use of finances! 16 Don’t like any option because the option we are picking to pay for the building. Why lease and not buy 17 I think all proposals are unnecessary and will cost the town too much money. Our tax dollars are better spent on other things, things that are deteriorating in town. This looks to just be a project for show rather than a necessity. And who does the town think is going to pay for this extravagance....the tax payers that's who. No thanks! 18 If the build is given a go ahead, make sure whatever option is selected has enough office and storage space to meet the needs of a growing municipality. Really short sighted if a new building is "out grown" within 5 to 10 years of completion. 19 I feel we do not need this. The cost is just too highly plus why would we not sell off some of our assets to support this? Or utilizing property we already have. 20 I think the base of work done was done well but the town needs to know are we able to free up other buildings as people get moved to the new offices and which ones and will we be selling them Where is the money coming from are we gaining $600000 in efficiency a year (duplication of services etc. I said 20 years ago we should of never moved into the Mall as the location was poor and not really good for the average person and I thought that rent was way too high and that we should of built back then. Have we looked into buying an old factory/building that is empty and for sale and updating that to our needs. We as a town need to be more frugal in our approach to things and I don't believe this is the correct approach Renting is always a bad idea ALW AYS 21 I think that the accessibility for residents at any of the developments would be far superior to the town centre mall location. Bringing staff together a plus as well. 22 Please consider size of project and land proposed. The land at the corner of Bridge St and Bidwell St is too small for this size of a building. The community also enjoys this greenspace as it is used by the Station Arts Centre summer camp programs and the summer farmers market. We LIKE greenspace. Please stop building on every last patch of it! 23 See above 24 I would like the Town to choose the option which is most affordable but also captures the needs of the space survey. Consider repercussions of leaving the mall. And consider the synergies of connecting to the mall. 25 All of the options have been very well thought out. At this time due to the costing I believe we should look at other options. I don't believe that moving the Town Hall from the Tillsonburg Town Centre is the correct option. 26 I know its more expensive than the current Town Centre lease, but this is a home of our own rather than a piece of a shopping mall. I like the idea of having all the resident-facing services (and then some) in one building. 27 Why not continue with the way things are? Why spend so much on a new structure, when the old structures work? 28 See above 29 Getting all of Tillsonburg's services under one roof will benefit the town. One stop will be very convenient to Tillsonburg residents. 30 Not enough information. Knowing what the work spaces will look like is essential. Cubicles generally are not an effective solution, however they can be acceptable in some situations. Open concept work environments have proven to be a production deterrent, and a moral killer. So if any of these solutions support an open concept environment, I would not choose it. Also, this is a VERY expensive solution, and frankly a waste of tax payers money so far. 31 Cost, cost cost. My tax dollars better not be increasing just because you want a pretty space to work at. Why is this space needed? What programs are you referring to that would use the space. No examples are given. How can you justify spending this kind of money? How would this benefit those of us who live here? 32 Should this not have been considered when they decided to demolish the old town hall? 33 I don’t feel we need this. There are many other things in our community the money could be spent on. Why are we not fix old instead of building new. The town has been notorious for building new things but not taking care of them then wanting to build something new to replace it when it becomes in bad shape. I thought this motion was defeated by council already so I am not sure why we are continuing to waste time and money on it. 34 I don't agree that we need a new townhall. Hope this gets voted down. 35 I feel this is an unnecessary project and a waste of tax payer money and had utilized town staff time enough already. I have never had an issue accessing any of my town services needs. The change of one central phone number has resolved any past issues I have had. NO to all 3. 36 I am not in favor of this project. During times of restraint the Town needs to lead by example and make due with what they have. I am tired of rising tax bills to foot these ideas. Meanwhile the outdoor pool and community center need repairs. Enough. I will certainly remember the names and faces of those who are pushing for this added expense when it comes time to vote 37 How can we include green technology and features into this design? (ie. grey water, green roofs, green energy, Efficient use of water and energy) 38 I’m curious to know more details regarding your needs assessment. They appear to be very large buildings. Hopefully money well spent for the town. Is money being put towards the pool? I have fond memories as a child there and that place is always packed. It would be really disappointing if another summer went by without the slide working. It attracts people to the town. Isn’t that what we want? Thank you. 39 To expensive. I have heard McLaughlin is already got the contract in hand on their property across from the Station Arts building. 40 What the town sorely needs is housing for those people that are less fortunate than those that are sitting on Town Council. 41 Why are only lease cost looked at? 42 Should we do this, put building B on C property. That being said I think this is too high a price to pay 43 Design the interior to today’s workplace. No walls, minimum offices, take a look at how businesses like Siemens, McDonald’s and others have created a workplace that integrates people vs departments.. design the size of the building to accommodate 1/3 of the staff. Allow staff to work at home, work when they want. We need a bigger library, lol at partnership with Oxford County Library like Ingersoll did. 44 I would like to know where option D and E are? ie; Status Quo and Status Quo with options provided by the Mall owner. You appear to be trying to slant the view to your personal preference. Please, please treat the taxpayer with some modicum of respect! Transparency, transparency,transparency!!!!!!! 45 Pick on that suites our town and location is a key piece. 46 where is the option put forth from the mall? It is known that they were willing to put external access, signage, etc, and provide the entire top floor to the town. This would be much more cost effective for the town. Our taxes are already too high when compared to other communities and this white elephant of a project will just increase to that. The extra $600,000 a year would be better spent on an aquatics centre. 47 Is there a cost difference in the three? Are any of these existing building? 48 Please account for long term storage/archival storage of town records. 49 What happens to the upper part of the mall when the town moves out? 50 If it has taken four years to get to this point you have to make a final decision NOW....or this will never happen. Plus the longer you take the more it is going to cost! 51 Why not look at other options where it would not cost the town $800,000/year 52 Each of the designs are wonderful however the town's financial situation does not dictate that we can afford a new build town hall. We need to be fiscally responsible over the coming years to bring our deficit to a reasonable amount. 53 would be very good to have one space where all employees and services are accessible out of one building 54 The Town should consider the effect on the taxpayer. The Town should also concentrate on fixing the buildings it already has without adding more. You didn't provide any costing so I am not going to vote on something when I don't know what the cost is. I like customer service where it is, it is easy to access. 55 Do we have other priorities like promoting local businesses, inticing more factories to this area, promoting more local better paying jobs in Tburg area, supporting programs and services in area, etc, etc, keeping what we have and providing quality services 56 put on town land, I would rather the Town own it instead of leasing, building a town hall has to modern and iniviting to the citizens, not a banker 57 if you don't own it don't do it consider future financial risk and increase in taxes T O W A R D S A NEW TOWN HALL Through the decades since the demise of the Tillsonburg Town Hall on Market Square more than forty years ago, the location of town offices and workspaces in Tillsonburg has been spread through a number of buildings in a variety of locations in town. A move to bring staff together in one space to facilitate a more cohesive work environment and to increase convenience and accessibility for Tillsonburg residents started in 2015 with the formation of a Town Hall Project Steering Committee. Reporting to council, the committee was tasked with a number of responsibilities including, but not limited to: • development of a Town of Tillsonburg Space Needs Study (2016) • a public request for Expressions of Interest (an investigation of potential community partnerships), followed by a request for pre-qualification process (RFPQ) which resulted in three companies being identified as developers going forward (2017) • identification of a possible site location (2018) • development and release of a Request for Proposal (RFP) and a Tenant Statement of Requirements document to which developers would need to adhere (2018/19) • receipt of three new town hall proposals (2019) The committee continued to consider budget requirements, conceptual design elements and the public information session prior to making a recommendation to council. Why a New Town Hall? Some of the potential positive results that motivated the Town Hall Project Steering Committee in its development of this project include the following: • a single, identifiable municipal town hall in the downtown core • increased convenience for local residents in accessing municipal facilities and staff • improved accessibility • support for Economic Development • an outdoor public gathering space • a building designed to accommodate a variety of workplace program spaces • ample parking for employees and visitors Where Are We Now? Three proponents have completed responses to the RFP (Request for Proposals) process, and developed what the committee feels are impressive designs for a new town hall in Tillsonburg, while taking into account all of the requirements and information that the committee has assembled since its start. The direction provided by council to the Town Hall Project Committee was to consider Design, Build, Leaseback proposals only, based on the desire to minimize the amount of debt the town would incur. However, the Design, Build, Leaseback model does result in an increase in tax dollars required. The three proposals received are from Dancor (A), E&E McLaughlin (B) and S.E.M. Construction (C). Building sizes range from 25,025 to 27,198 sq ft. Average annual lease costs over a 30 year period range from $800,000 ($29/sq ft) to $850,000 ($31/sq ft). These costs include building maintenance throughout the term of the lease. The town is currently paying about $217,500 in annual lease costs for the 12,000 sq ft of space at the Town Centre Mall. The Town owns the Customer Service Centre. The Steering Committee plans to provide a recommendation to Council on December 9, 2019. The Town is not required to commit to any of these proposals. DANCOR (Option A) • Corner of Brock Street East and Harvey Street • 27,198 sq ft • Dancor Design • Clean and professional exterior design • BAS Building Automation System • Treats building like a living thing • Modern design throughout • Green Roof E&E McLAUGHLIN (Option B) • Corner of Bridge Street and Bidwell Street • 25,025 sq ft • Robert Dick, Architect • Respecting and reflecting the town’s history • Brick and window design elements mimic the old town hall • Combines heritage with modern • Ample natural lighting throughout • Natural gathering space • 2,000 sq ft in basement S.E.M. Construction (Option C) • Corner of Brock Street East and Harvey Street • 26,905 sq ft • Paul Ventin, Architect, VG Architects • Elevate design build to purpose built • Top floor, one stop service • Lower floor belongs to the community • Council chamber opens to civic square/ multi purpose plaza • Natural light on all sides • State of the art building Towards a New Town Hall SURVEY Please return survey to Laura Pickersgill at lpickersgill@tillsonburg.ca 1. Please provide your comments on Option A 2. Please provide your comments on Option B 3. Please provide your comments on Option C 4. Which proposal do you like the best? A B C Why is this your preference? 5. Do you have any other questions or comments that you would like to be considered by the Town in making this decision?