220118 Town Hall AGDPage 1 of 2
The Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
January 18, 2022
12:00 p.m
Electronic
AGENDA
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved by:
Seconded by:
THAT the Agenda as prepared for the Town Hall Steering Committee meeting of
January 18, 2021, be adopted.
3.Minutes of the Previous Meeting
Proposed Resolution #2
Moved by:
Seconded by:
THAT the Minutes as prepared for the Town Hall Steering Committee meeting of
October 8, 2021, be adopted.
4.Disclosures of Pecuniary Interest and the General Nature Thereof
(ATTACHED)
Page 2 of 2
7.Round Table
8.Next Meeting
To be determined
9. Adjournment
Proposed Resolution #4
Moved by:
Seconded by:
THAT the January 18, 2022 Town Hall Steering Committee meeting be adjourned
at _____ p.m.
Closed Session
Proposed Resolution #3
Moved by:
Seconded by:
THAT the Town Hall Steering Committee move into closed session to consider a
trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a
person, group of persons, or organization; (Town Hall Conceptual Designs)
5.
General Business and Reports
None.
6.
The Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
October 8, 2021
10:00 a.m.
Electronic Meeting
MINUTES
Present: Councillor Luciani, Mayor Molnar, John Veldman (Left 10:10 a.m.), Andrew
Gilvesy, Jesse Goossens and Councillor Esseltine.
Absent with Regrets: Rick Strouth.
Also Present:
Kyle Pratt, CAO
Cephas Panschow, Development Commissioner
Sheena Pawliwec, Director of Finance/Treasurer
Renato Pullia, Interim Director of Finance/Treasurer
Carlos Reyes, Director of Operations and Development
Haley Gamble, Fabrik Architects
1.Call to Order
The meeting was called to order at 10:05 a.m.
2.Adoption of Agenda
Resolution #1
Moved by: Councillor Luciani
Seconded by: Councillor Esseltine
THAT the Agenda as prepared for the Town Hall Steering Committee meeting of
October 8, 2021, be adopted.
Carried
3.Minutes of the Previous Meeting
Resolution #2
Moved by: John Veldman
Seconded by: Councillor Luciani
THAT the Minutes as prepared for the Town Hall Steering Committee meeting of
August 24, 2021, be adopted.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest declared.
5. General Business and Reports
5.1. Space Needs Study – Final Draft (Presented by H. Gamble, Fabrik
Architects)
Haley Gamble of Fabrik Architects was present to provide an overview of the
updated space needs study. Fabrick Architects re-evaluated the original 2016 study
by KNY Architects which included a review of Administrative and Operational
floorplans. Fabrik has since completed a Public Works space review.
One of the driving factors was the potential impact of the pandemic Work-from-home
models on a new Town Hall and future space needs.
Provided two scenarios in updated space needs study with one being Maximum
Flexibility (and larger floor area with less Work-from-home) and the second being an
Optimized Floorplan (increased Work-from-home).
Original space needs accounted for 45 staff in the new Town Hall whereas the
current study includes 63 staff.
Despite this increase in projected occupant load Fabrik was able to find a space
needs reduction between 1,028 square feet (4%) and 8,413 square feet (35%)
through the incorporation of work space sharing and a hybrid work from home
model.
Considered three locations: 200 Broadway (Renovation & Expansion), 10 Lisgar
(Renovation and re-purposing), and Municipal Parking Lot (new development).
There was discussion regarding the potential redevelopment of the Public Works
space (20 Spruce Street) and how that would impact space needs. Fabrik is willing
to elaborate more on the connection to the Public Works Space Needs study.
Staff will be reviewing the potential overlap.
Staff to circulate report on Public Works Space Needs.
It was suggested that this committee do a tour of the various space locations.
There was discussion about pandemic considerations in design.
6. Closed Session
Resolution #3
Moved By: Jesse Goossens
Seconded By: Mayor Molnar
THAT the Town Hall Steering Committee go into Closed Session to consider a matter
in accordance with the Municipal Act section 239: (b) personal matters about an
identifiable individual, including municipal or local board employees.
Carried
7. Resolutions resulting from Closed Session
Resolution #4
Moved by: P. Luciani
Seconded by: P. Esseltine
RESOLVED THAT the Town Hall Steering Committee endorse the staff
recommendation regarding RFP 2021-008 (Town Hall Space Need Design and
Information Technology Strategy)
Carried
8. Round Table
Design and IT Modernization Strategy to be completed by December 31 and report
to Province by January 2022.
It was discussed that the timing of the site feasibility study would be a good time to
conduct space tours.
9. Next Meeting
To be determined in conjunction with input from selected consultant.
Tour to be scheduled outside of meeting.
10. Adjournment
Resolution #5
Moved by: Councillor Luciani
Seconded by: Councillor Esseltine
THAT the October 8, 2021 Town Hall Steering Committee meeting be adjourned at
11:42 p.m.
Carried