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020812 Regular Council AgendaDRAFT: Agenda: Meeting for the Committee"Open Council" Review Access: • Public Private AGENDA Town of Tillsonburg Meeting for the Committee "Open Council" on Monday August 12, 2002 07:00 PM Council Chambers Chair: Iry Horton Orders of the Day: Call to Order Closed Meeting Session Disclosure of Pecuniary Interest or the General Nature Thereof Minutes & Business Arising out of the Minutes Adoption of Agenda Public Meetings Delegations 2002 Second Quarterly Reports Community Services Operations Corporate Services Information Items Items of Public Interest By -Laws Closed Meeting Session continued Committee of the Whole Report Adjournment CALL TO ORDER CLOSED MEETING SESSION > PROPOSED RESOLUTION: RESOLVED THAT Town Council move into Executive Closed Session. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES & BUSINESS ARISING OUT OF THE MINUTES Page 1 DRAFT: Agenda: Meeting for the Committee"Open Council" > DJuly 8, 2002 PROPOSED RESOLUTION: RESOLVED THAT the Minutes of Council under date of July 8, 2002 be adopted, as amended. Note: Schedule B to By -Law 3030 to provide for the adoption of Budgetary Estimates and Tax Rates for 2002 replaced with the following: 3030 Final 2002.doc ADOPTION OF AGENDA > PROPOSED RESOLUTION: RESOLVED THAT the Agenda as prepared for the Council Meeting of August 12, 2002 be adopted. PUBLIC MEETINGS 1. Committee of Adjustment Application A-14/02 - George and Evelyn Schmidt Presented By: Mr. James Hill, Manager of Community and Strategic Planning, County of Oxford Notice of Public Hearing... Planning Comments from County of Oxford... Note: In addition, as a result of review of the subject application, the following responses were received: i) Long Point Region Conservation Authority - No comments. ii) Manager of Engineering - No comments. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment defer application A-14/02 for 7 Seres Drive for the following reason: 1) To allow the applicant to consider removal of the existing covering over the existing deck to bring the property more into compliance with all the provisions of the R1-9 zone. 2. Committee of Adjustment Application A-15/02 -James and Grace Jarrett D Presented By: Mr. James Hill, Manager of Community and Strategic Planning, County of Oxford Notice of Public Hearing... Planning Comments from County of Oxford... Note: In addition, as a result of review of the subject application, the following responses were received: i) Long Point Region Conservation Authority - No comments. Page 2 DRAFT: Agenda: Meeting for the Committee"Open Council" Manager of Engineering - No comments. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment approve application A-15/02 for 19 Wilson Avenue on the condition: 1. That the application be amended to request a variance to increase the permitted encroachment of the covered deck into the rear yard from 1.5 m (4.92 ft) to 2.3 m (7.55 ft). 3. Committee of Adiustment Application A-16/02 - Dalm Construction Limited Presented By: Mr. James Hill, Manager of Community and Strategic Planning, County of Oxford Notice of Public Hearing... Planning Comments from County of Oxford... Note: In addition, as a result of review of the subject application, the following responses were received: i) Long Point Region Conservation Authority - No comments. ii) Manager of Engineering - No comments. iii) Broadway Estates Inc. - In support of variance. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment approve application A-16/02 for 135 Glendale Drive on the condition: 1. That a building permit be issued within one year of the date of the Committee's decision. 4. Committee of Adjustment Application A-17/02 - Rudolf & Hildegard Cech D Presented By: Mr. James Hill, Manager of Community and Strategic Planning, County of Oxford Notice of Public Hearing... Planning Comments from County of Oxford... Note: In addition, as a result of review of the subject application, the following responses were received: i) Long Point Region Conservation Authority - No comments. ii) Manager of Engineering - No comments. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment approve application A-17/02 for 17 Seres Drive subject to the following condition: 1. That the application be amended to request a variance to reduce the rear yard depth from 10 m (32.8 ft) to 7.65 m (25.1 ft). Page 3 DRAFT: Agenda: Meeting for the Committee"Open Council" 5. Committee of Adjustment Application A-18102 - Dalm Construction Limited Presented By: Mr. James Hill, Manager of Community and Strategic Planning, County of Oxford Notice of Public Hearing... Planning Comments from County of Oxford... Note: In addition, as a result of review of the subject application, the following responses were received: i) Long Point Region Conservation Authority - No comments. ii) Manager of Engineering - No comments. iii) Broadway Estates Inc. - In support of variance. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment approves application A-18/02 for 128 Glendale Drive on the condition: 1. That a building permit be issued within one year of the date of the Committee's decision. 6. Committee of Adiustment Application A-19/02 - Lambert, John, Fran & Dianna Presented By: Mr. James Hill, Manager of Community and Strategic Planning, County of Oxford Notice of Public Hearing... 9 A-19-02.doc Planning Comments from County of Oxford... Ll L J A19-01-TIL.doc a19-02._p1.pdf Note: In addition, as a result of review of the subject application, the following responses were received: i) Long Point Region Conservation Authority - No comments. ii) Broadway Estates Inc. - In support of variance. iii) Fire Chief - No objections. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment approve application A-19/01 for 38 Sinclair Drive, subject to the following conditions: 1) A building permit be issued within one year of the date of the Committee's decision. 7. Application for Consent and Zone Change ZON 7-288 - 759414 Ontario Limited Page 4 DRAFT: Agenda: Meeting for the Committee"Open Council" Presented By: Mr. James Hill, County of Oxford 7-288.doc 7-288-key.pdf 7-288.pdf 7-288_byl.doc 7-288.EXP.doc 136-02 & ZON 7-288_,_plate3.p 136-02 & ZON 7-288_ plate2.r b6-02 & ZON 2-288 _aerial. Rpcniodinn > PROPOSED RESOLUTION: RESOLVED THAT the Council of the Town of Tillsonburg approve the attached zoning by-law amendment for the application of Rock Developments Inc., whereby lands located in Part Lot 7, Concession 10 (Dereham), in the Town of Tillsonburg, are zoned from 'Development (D)' to Special `Highway Commercial (C2-25)' and Special `Development (D-7)'. "Carried" 8. Cash in Lieu Reports Presented By: Mr. James Hill, County of Oxford i) Comments on Application for Cash in Lieu of Parking, 22 London Street East (Cathy Vindasius)... ii) Comments on Application for Cash in Lieu of Parking, 38 Ridout Street West (Vasco Serrador)... Reports to follow. Resolution DELEGATIONS COMMUNITY SERVICES OPERATIONS 9. Brookside Subdivision Proposal D Correspondence Received: i) Scott and Kathy Gooding ii) Jarvis/Hallett iii) Southside Group For purposes of reference: i) Previous Staff Reports of the Director of Operations: Page 5 DRAFT: Agenda: Meeting for the Committee"Open Council" a - February 6 2001.ti - March 1 2001.tif ii) Minutes from Public Meeting of July 9, 2002 (to follow) Resolution > PROPOSED RESOLUTIONS: RESOLVED THAT with respect to Brookside Subdivision, the 'status quo' be maintained, requiring both Glendale Drive and Allen Street to be constructed as fully developed road allowances to accommodate vehicular traffic across Clear Creek. RESOLVED THAT with respect to Brookside Subdivision, the subsisting Subdivision Agreement be amended, deleting requirements for such roadways to be constructed across Clear Creek. 2002 SECOND QUARTERLY REPORTS 10.2002 Second Quarterly Report - Corporate Services 2002 Staff Report dated July 31, 2002 regarding 2002 Second Quarterly Report for Corporate Services (supplementary reports - Council, Corporate Administration, Customer Service, Planning, Police, Protection) For Council to consider the following resolution: Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Staff Report dated July 31, 2002 regarding Corporate Services Second Quarter Report for the Period Ended June 30, 2002 be received for information. 11. Operations 2002 Second Quarterly Report D Presented By: Director of Operations 91 fii� June 2002 Operations Quarterly Report 2002 2nd Quarterly Report Final Draft to Steve Lund July 18 2(. 91 91 2nd quarter report 2002.do+ 011231 210 building.do W IRI 91 2nd. Quarter Report 2002 Fire.dc 2002 2nd. Quarter Fleet Report.dc 020406 700 qtr report.dc Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Staff Report dated July 31, 2002 regarding Operations 2002 Second Quarter Report for the Period Ended June 30, 2002 be received for information. Page 6 DRAFT: Agenda: Meeting for the Committee"Open Council' Note: Community Services 2002 Second Quarterly Report to be presented at Council Meeting of September 9, 2002. CORPORATE SERVICES 12. Personnel Policy Review (Item Deferred from Council Meeting of July 8, 2002) 91 91 91 020702 personnel policy review.doc02O7O3 Personnel Policy.doc By -Law 3029.DOC Staff Report dated July 2, 2002 regarding the Personnel Policy Review For Council to consider the following resolution: Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Staff Report dated July 2, 2002 regarding the Personnel Policy Review be received; AND THAT By -Law No. 3029, being a By -Law to Adopt a Personnel Policy and repeal By -Law No. 2927, to recognize the amendments to Schedule "A" of By -Law No. 2927, be presented to Council for enactment. 13. Adult Entertainment & Body Rub Parlour Regulating By-law D Entertainment Staff Report dated August 7, 2002 regarding an Adult Entertainment & Body Rub Parlour By-law Council is requested to consider the following resolution: Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Staff Report dated August 7, 2002 regarding the Adult and Body Rub Parlour Regulating By-law be received; AND THAT By-law No. 3010 being a by-law to licence, regulate and govern adult entertainment parlours and body rub parlours be presented to Council for first and second reading. 1.4. County of Oxford RE: Lifting of Part Lot Control - George Gilvesy D Resolution > PROPOSED RESOLUTION: RESOLVED THAT the lands consisting of Lots 23-30 and 40-47 incl. Plan 41 M-133, Town of Tillsonburg, be exempted from Part Lot Control and that the County be requested to enact the necessary exempting By -Law as well as entering into a standard Part Lot Control Agreement with the applicant. 15. Vance Sod Farms RE: Water Restrictions/Ban D Page 7 DRAFT: Agenda: Meeting for the Committee"Open Council" Resolution > PROPOSED RESOLUTION: RESOLVED THAT the correspondence received from Vance Sod Farms with respect to water restrictions and ban be received and referred to the upcoming meeting with the County of Oxford Public Works. 16. Bayham Trail Maintenance Committee RE: Maintenance Proposal D Resolution > PROPOSED RESOLUTION: RESOLVED THAT the correspondence containing the maintenance proposal of the Bayham trail be referred to the Otter Valley Utility Corridor and Trail Management Board for recommendation. 17. Mill Pond Estates - Traffic Impact Study Study as prepared by F.R. Berry & Associates, July 2002: a Traffic Impact Study.ti For Reference Purposes... Staff Report of Director of Operations(from Council Meeting of June 10, 2002): 91 M� South Bidwell Street Road Closure - Aspden Reque: aspden bidwell st request. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Mill Pond Estates Tillsonburg Traffic Impact Study, as prepared by F.R. Berry and Associates, dated July 2002, be received; AND FURTHER THAT public notice procedures under The Municipal Act for Road Closing commence for consideration by Council in September 2002. INFORMATION ITEMS 18.Ontario Provincial Police, Oxford County Detachment RE: Policing for Results Community Survey D Resolution 19. Long Point Region Conservation Authority Minutes - May and June 2002 D LPRCA Minutes of May 2002... LPRCA Minutes of June 2002... Page 8 DRAFT: Agenda: Meeting for the Committee"Open Council" 20. Tillsonburg Public Library RE: Promoting Tourism D 21. The Canadian National Institute for the Blind RE: Selling of 2003 Calendar in Tillsonburg For information only: ITEMS OF PUBLIC INTEREST BY-LAWS > By -Law 3029 - To adopt a Personnel Policy By -Law 3010 - To licence, regulate and govern Adult Entertainment Parlours and Body Rub Parlours (presented for first and second reading only) PROPOSED RESOLUTIONS: RESOLVED THAT By -Law 3010 to licence, regulate and govern Adult Entertainment Parlours and Body Rub Parlours; and By -Law 3029 to adopt a Personnel Policy be introduced and read a first and second time and be referred to Committee of the Whole for further consideration and this constitutes the first and second reading thereof. RESOLVED THAT Committee do now rise and go into Committee of the Whole for the purpose of considering By -Law numbers 3010 and 3029. RESOLVED THAT Committee do now rise and report on By -Law number 3029 as passed in Committee without amendment. RESOLVED THAT By -Law 3029 to adopt a Personnel Policy be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same and place the Corporate Seal thereunto. CLOSED MEETING SESSION CONTINUED COMMITTEE OF THE WHOLE REPORT ADJOURNMENT Town of Tillsonburg Page 9 MINUTES: Meeting for the Committee "Open Council" Iv 09 07 02 Review Access: • Public 0 Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Monday July 8, 2002 07:00 PM Council Chambers Chair: Iry Horton Orders of the Day: Call to Order Closed Meeting Session Disclosure of Pecuniary Interest or the General Nature Thereof Minutes & Business Arising out of the Minutes Adoption of Agenda Public Meetings Delegations Community Services Operations Corporate Services Information Items Items of Public Interest By -Laws Closed Meeting Session continued Committee of the Whole Report Adjournment CALL TO ORDER CLOSED MEETING SESSION > No. 1 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT Town Council move into Executive Closed Session. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Page 1 MINUTES: Meeting for the Committee "Open Council" MINUTES & BUSINESS ARISING OUT OF THE MINUTES > [June 24, 2002 No. 2 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Minutes of Council under date of June 24th, 2002 be adopted. "Carried" ADOPTION OF AGENDA > No. 3 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Agenda as prepared for the Council Meeting of July 8th, 2002 be adopted, as amended, deleting item 15. "Carried" DELEGATIONS 1. The Royal Canadian Legion RE: Canadian Military Heritage Victoria Cross Tattoo - September 15, 2002 D Presented By: Mr. David Wilkins, Planning Co-ordinator Mr. Carl Cowden and Mr. David Young, representing The Royal Canadian Legion, appeared before Council to brief the Council and public on what the Tattoo is and the Royal Canadian Legion's involvement. As well, it was noted that the Legion is requesting financial support. 2. Ontario Provincial Police - Oxford Detachment - 2001 Tillsonburg Annual Report D Presented By: Mr. Walter Burton, Chair, Tillsonburg Police Services and Inspector Jack Goodlett, Detachment Commander, Oxford Detachment Mr. Burton and Inspector Goodlett appeared before Council to present highlights of the 2001 Annual Report and answer questions of Council. As a result, the following resolution was passed. Resolution > No. 4 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the Council of the Town of Tillsonburg receive the Ontario Provincial Police, Oxford Detachment, 2001 Tillsonburg Annual Report. "Carried" PUBLIC MEETINGS 3. Application for Consent - Sobey's D Public Notice - Application for Consent - Land Division Committee - (File Page 2 MINUTES: Meeting for the Committee "Open Council" #B-6/02) - Sobey's Report from County Planner: D 6-02-TT. _supp.PDF Correspondence from Goodman & Carr, Barristers and Solicitors representing First Capital (Tillsonburg) Corporation (Town Centre Mall) ... filing their objection to the Application... and requesting that the matter be deferred. 020705 goodman & carr.tif Mr. Paul Michiels, County Planner, appeared before Council and reviewed the attached report. Mr. John McMann, Solicitor for Rock Developments, appeared before Council looking for a favourable response. He noted concerns with holding provision on development and a desire to discuss cost sharing issues. Mr. Michiels to provide copies of the Market Study to Council. Ms. Vivian Wong, noted an interest in the direction that the Town wants to lead the community in. She support the Sobey's development. Mr. Burwell, of 649 Broadway, filed a petition containing 125 signatures, in support of the development. The owner of Putters Mini Golf and Driving Range appeared before Council with concerns of flyballs going onto the property of the proposed development. Mr. McMann responded that retaining nets would be a solution. Mr. Tulio, Mr. McMann and the owner of Putters to discuss the issue. Ken Madill, Stantec Consulting, was present as well, and indicated a willingness to discuss servicing issues, etc. No other persons appeared before Council. The CAO noted that First Capital had filed a request, as attached, asking for deferral of the subject application. The following resolution was approved unanimously. Resolution > No. 5 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the Council of the Town of Tillsonburg advise the Oxford County Land Division Committee that it approve the application submitted by 759414 Ontario Limited, for the property located at Part Lot 7, Concession 10, in the Town of Tillsonburg subject to the conditions as contained in County Report No. 2002-148. "Carried" 4. Committee of Adiustment Application - Francis Flood (File A-08/02) Presented By: Mr. Paul Michiels, County Planner For Reference Purposes... Notice of Public Meeting and Planning Comments, as Page 3 MINUTES: Meeting for the Committee "Open Council" attached to Council Agenda of June 24, 2002: Noticeofof Public Hearing: L��-' l COA-A-08-02 Flood.ti Report from County Planner: 11 A08-02-TIL_rpt.pd, For Reference Purposes... Council Resolution from Meeting of June 24, 2002: Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the Tillsonburg Committee of Adjustment defer Application A-08/02 for 3 Sinclair Drive for the following reason: 1 } To allow the applicant to consider alteration or removal of the covering over the existing deck to bring the property into compliance with all the provisions of the R2-3 zone."Carried" Revised Comments from County Planner Llr--,K A08-02-TIL.PDF Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the subject application and report, as attached. Mr. Flood, the applicant, appeared in support of the application. No other persons appeared in support of, or opposition to, the subject application. Rpsnhdinn > No. 6 Moved by Councillor Lewis Seconded by Councillor Smith AND RESOLVED THAT the Tillsonburg Committee of Adjustment approve Application A-08/02 for 3 Sinclair Drive. "Carried" 5. Committee of Adjustment Application - Rene Byvank - Frantic Upholstery (File A-09/02-2) D Presented By: Mr. Paul Michiels, County Planner Comments from County Planner LJ A09-02-TIL_.supp.PD Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the subject application and report, as attached. Mr. Byvank, the applicant, appeared in support of the application. No other persons appeared in support of, or opposition to, the subject application. Resolution > No. 7 Moved by Councillor Lewis Seconded by Councillor Smith AND RESOLVED THAT the Tillsonburg Committee of Adjustment approve the amended Application A-05/02 for 356 Tiilson Avenue subject to Page 4 MINUTES: Meeting for the Committee "Open Council" the following conditions: 1) That the proposed additions to the commercial building be limited to one storey in height; 2) That all requirements related to servicing of the property be addressed to the satisfaction of the Town's Manager of Engineering; 3) That the applicant install a planting strip or privacy fence along the easterly and southerly lot lines to the satisfaction of the Town's Chief Building Official; and 4) That a building permit be issued for the proposed additions within one year of the date of the Committee's decision. "Carried" 6. Committee of Adjustment Application - TDS Group Ltd. (File A-10102) d Presented By: Mr. Paul Michiels, County Planner Comments from County Planner El A10-02-TIL.PDF Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the subject application and report, as attached. A representative of TDS, the applicant, appeared in support of the application. No other persons appeared in support of, or opposition to, the subject application. Resolution > No. 8 Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT the Tillsonburg Committee of Adjustment approve Application A-10/02 for 301 Tillson Avenue, subject to the following conditions: 1) That the application be amended to request a variance to reduce the front yard from 18m (59.1 ft) to 14.2m (46.6 ft); 2) That a building permit for the proposed addition be issued within one year of the Committee's decision; 3) That a detailed drawing showing the location and dimensions of the proposed addition be reviewed and approved by the Chief Building Official. "Carried" 7. Committee of Adjustment Application - William John Hillis (File A-11102) D Presented By: Mr. Paul Michiels, County Planner Comments from County Planner 11 A11-02-TIL.PDF Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the subject application and report, as attached. No persons appeared in support of, or opposition to, the subject application. Page 5 MINUTES: Meeting for the Committee "Open Council" Resolution > No. 9 Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT the Tillsonburg Committee of Adjustment approve Application A-11/02 for 50 Hawkins Crescent, with the following conditions: 1) Grant an additional variance from Section 7.3.3.2.13.2 to reduce the required rear yard depth from 5.65m (18.53 ft) to 4.2m (13.7 ft) for the existing enclosed deck/sunroom; and 2) That the applicant submit a revised OLS survey of the subject property showing the location of the existing enclosed deck/sunroom, to the satisfaction of the Town's Chief Building Official. "Carried" 8. Committee of Adjustment Application -Eileen Louisa Harris (File A-12/02) D Presented By: Mr. Paul Michiels, County Planner Comments from County Planner LA Al2-02-TIL.PDF Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the subject application and report, as attached. Mr. Scott Campbell, representing the applicant, appeared in support of the application. No other persons appeared in support of, or opposition to, the subject application. Resolution > No. 10 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Tillsonburg Committee of Adjustment approve Application A-12/02 for 45 Sinclair Drive. "Carried" 9. Committee of Adjustment Application - Karen Cook (File A-13/02) E ) Presented By: Mr. Paul Michiels, County Planner Comments from County Planner LJ A13-02-TIL.PDF Mr. Paul Michiels, Planner, County of Oxford, appeared before Council and reviewed the subject application and report, as attached. Mr. Cook, the applicant, appeared in support of the application. No other persons appeared in support of, or opposition to, the subject application. Resolution > No. 11 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the Tillsonburg Committee of Adjustment approve Application A-13/02 for 20 Woodland Crescent on the condition that: Page 6 MINUTES: Meeting for the Committee "Open Council" 1) A building permit be issued within one year of the date of the Committee's decision. "Carried" DELEGATIONS - Continued 8:00 P.M. 10. Mr. Jim Hill, Manager of Community and Strategic Planning; and Ms. Marg Evans, County of Oxford Planning Department RE: Vacant Land Study Correspondence from Geoff VanderBaaren, Planner, of Mark L. Dorfman, Planner Inc. a Dorfman.tif For Reference Purposes... Excerpt from Draft County of Oxford Vacant Land Study: a Zimmer.tif For Reference Purposes —Submission and Council Resolution from Meeting of February 26, 2002: F) Moved b y Councillor Lewis Seconded by Councillor Beres AND RESOLVED THAT the Council of the Town of Tillsonburg support in principle the proposal of Hugh and Fred Zimmer to have Part of Lot 9, Concession 11 (Dereham) adjacent to the west side of Tillsonburg considered for future urban growth as part of the Official Plan Review."Carried" For Reference Purposes... Council Resolution from Meeting of June 24, 2002: Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT the Council of the Town of the Town of Tillsonburg continue to support in principle the proposal of Hugh and Fred Zimmer to have Part of Lot 9, Concession 11 (Dereham) adjacent to the west side of Tillsonburg considered for future urban growth as part of the Official Plan Review; AND FURTHER request a meeting with County Staff to review the Vacant Land Study."Carried" Ms. Marg Evans, County of Oxford Planning Department, appeared before Town Council and reviewed the Oxford Vacant Land Study, as attached. Mr. Jim Hill, Manager of Community and Strategic Planning, County of Oxford, was present to respond to questions of Council. The CAO confirmed with County staff that there did not appear to be any downside to showing a general intent for future growth and expansion of the subject area, as supported by the Township of South-West Oxford. Hugh and Fred Zimmer were present. The CAO confirmed with Mr. Hill that the previous resolutions of Council under dates of February 26 and June 24, 2002 were sufficient to indicate the intent of Town Council. Therefore, no resolution was passed this date. STAFF DIRECTION: Staff were directed to prepare correspondence to the County of Oxford, reiterating Town Council's resolution of June 24, 2002 and intent. Ms. Evans stated that copies of the Study would be made available to Town Council Page 7 MINUTES: Meeting for the Committee "Open Council" COMMUNITY SERVICES OPERATIONS 11. Request from Bayham to Resurface a Portion of Bayham Drive D Presented By: Director of Operations Correspondence from the Municipality of Bayham: 9kr---x Bayham.tif Resolution > No. 12 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the Staff Report from the Director of Operations dated July 3, 2002 be received; AND FURTHER THAT the Town of Tillsonburg share the total cost of $22,000 with the Municipality of Bayham on a 50150% basis for the resurfacing of Bayham Drive, Clearview Drive to the Trillium Railway Tracks. "Carried" 12. Recommendation for Repairs to Truck #61 -1998 GMC Topkick Dump Truck D Presented By: Director of Operations Resolution > No. 13 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT Staff be directed to replace the dump body on Truck #61, 1998 GMC Topkick, and repair and repaint the cab, with funding to come from savings realized from the purchase of the street sweeper. "Carried" 13. Request for Sign Variance - Making Good Spirits 91 n Making Good Spirits Variance.d Making Good Spirits.pc Resolution > No. 14 Moved by Councillor Lewis Seconded by Councillor Smith AND RESOLVED THAT the request from Making Good Spirits for variance to Sign By -Law 2976 be denied. "Carried" 14. Request for Road Closure - National Cycling Championships Page 8 MINUTES: Meeting for the Committee "Open Council" a Clive Egan.tif Resolution > No. 15 Moved by Councillor Beres Seconded by Councillor Molna Tillsonburg approve the revised route, of Tim Horton's National Cycling Championships, following conditions: r AND RESOLVED THAT the Council of the Town of Concession Street West, for the 2002 planned for August 8, 2002, subject to the 1) That all effected property owners within the Town of Tillsonburg, owning property along the proposed route, be contacted by the organizers of the Time Horton's National Cycling Championships and satisfactory arrangements be made with them; 2) That satisfactory arrangements for public safety be made with the Ontario Provincial Police, Tillsonburg Detachment. "Carried" CORPORATE SERVICES 15. Personnel Policy Review 91 020702 personnel policy review.doc02O7O3 Personnel Policy.doc By -Law 3029.DOC Item 15 was deleted from the Agenda. 16. Employee Benefits Review Council consider providing the following resolution: Resolution > No. 16 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the recommendations contained within the Confidential Personnel Staff Report dated June 17, 2002 regarding an Employee Benefits Review be adopted, as amended, including the detailed proposed plan design as provided in the Employee Benefits Review Report dated May 2, 2002. "Carried" 17.2002 Budgetary Estimates and Tax Rates Staff Report dated July 4, 2002 regarding a By-law for Adopting the 2002 Budgetary Estimates and Tax Rates W r� a 020703 budget estimates & tax rates.dom20704 Hospital Report.doc 020705 2002 hospital.doc 9 020705 2002 tax & levy.doc Page 9 MINUTES: Meeting for the Committee "Open Council" For Council to consider passing the following resolution: Rpsnhifinn > No. 17 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT the Staff Report dated July 4, 2002, prepared by the Director of Corporate Services, regarding a By -Law for Adopting 2002 Budgetary Estimates, and Tax Rates, be hereby received; AND THAT By -Law No. 3030, being a by-law to provide for the adoption of budgetary estimates and tax rates, and to further provide for penalty and interest in default of payment for 2002, and By -Law 3031, being a by-law to levy an amount on a Public Hospital, be presented to Council for enactment. "Carried" INFORMATION ITEMS ITEMS OF PUBLIC INTEREST No. 18 Moved by Councillor Molnar Seconded by Councillor Beres AND RESOLVED THAT, in accordance with the Town of Tilisonburg Procedural By -Law 2978, the curfew of 10:30 P.M. be extended for the Council Meeting of July 8th, 2002. "Carried" BY-LAWS The following By -Law received third reading: By -Law 3023 - To Amend Zoning By -Law 1994, as amended (Gi r--T, 7-291_zba.pdf The following By -Laws received three readings: 19. By -Law 3024 - Master Service Agreement for Tilisonburg Hydro Inc E) 20. By -Law 3030 - To provide for the adoption of Budgetary Estimates and Tax Rates for 2002 020705 2002 tax & levy.doc 21. By -Law 3031 - To Lew an Amount on a Public Hospital 9 020705 2002 hospital.doc Resolution Page 10 MINUTES: Meeting for the Committee "Open Council" > Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT By -Law 3024 to execute a Master Service Agreement for Tillsonburg Hydro Inc.; By -Law 3030 to provide for the adoption of Budgetary Estimates and Tax Rates for 2002; and By -Law 3031 to levy an amount on a Public Hospital be introduced and read a first and second time and be referred to Committee of the Whole for further consideration and this constitutes the first and second reading thereof. "Carried" Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT Committee do now rise and go into Committee of the Whole for the purpose of considering By -Law numbers 3024, 3030 and 3031. "Carried" Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT Committee do now rise and report on By -Law numbers 3023, 3024, 3030 and 3031 as passed in Committee without amendment. "Carried" Moved by Councillor Smith Seconded by Councillor Lewis AND RESOLVED THAT By -Law 3023 to amend Zoning By -Law 1994, as amended (Gilvesy); By -Law 3024 to execute a Master Service Agreement for Tillsonburg Hydro Inc.; By -Law 3030 to provide for the adoption of Budgetary Estimates and Tax Rates for 2002; and By -Law 3031 to levy an amount on a Public Hospital be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same and place the Corporate Seal thereunto. "Carried" CLOSED MEETING SESSION CONTINUED >No. 19 Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT Town Council move into Executive Closed Session. "Carried" COMMITTEE OF THE WHOLE REPORT ADJOURNMENT > Meeting adjourned at 11:46 p.m. Approval Received: (1 of 1) Lana Verstraeten/Tillsonburg (Tuesday July 09, 2002 11:16 AM) Town of Tillsonburg Page 11 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO.3030 A BY-LAW TO PROVIDE FOR THE ADOPTION OF BUDGETARY ESTIMATES, TAX RATES AND TO FURTHER PROVIDE FOR PENALTY AND INTEREST IN DEFAULT OF PAYMENT THEREOF FOR 2002. WHEREAS Section 367 of the Municipal Act, R.S.O. 1990, chapter M.45, as amended, provides that the Council of a local municipality shall prepare and adopt estimates of all sums required during the year for the purposes of the municipality, WHEREAS Section 368 of the said Act provides that the Council of a local municipality shall, after the adoption of estimates for the year, pass a by-law to levy a separate tax rate on the assessment in each property class, WHEREAS Sections 362 and 363 of the said Act require tax rates to be established in the same proportion to tax ratios; and, WHEREAS certain regulations require reductions in certain tax rates for certain classes or subclasses of property. Now therefore the Council of The Corporation of the Town of Tillsonburg enacts as follows: I) That the budget estimates setting out the revenues and expenditures as detailed on Schedule "A" for the year 2002 as attached hereto and forming part of this by-law be adopted. 2) That the tax rates hereby adopted for each class for the year 2002, excluding local improvement rates or other special rates collected as taxes, shall be the tax rates as listed on Schedule "B" attached hereto and forming part of this by-law and the tax rate for each class shall be applied against the whole of the assessment for real property for that particular class. 3) That every owner shall be taxed according to the tax rates in this by-law. The taxes for a particular property shall be calculated by applying the Current Value Assessment times the tax rates set out as adjusted by the provisions of Bill 79, The Fairness for Property Taxpayers Act and further adjusted by Bill 140, The Continued Protection for Taxpayers Act 2001. Such taxes shall become due and payable in two installments as follows: ALL PROPERTY CLASSES: FIRST INSTALMENT Wednesday, August 28, 2002 SECOND INSTALMENT Friday, October 25, 2002 Notice of such taxes due shall be sent by first class mail to those persons shown as liable for the payment of taxes. 4) That a charge as a penalty of 1 and 1/4 per cent on the amount of any outstanding taxes levied in 2002 shall be made on the first day of default and on the first day of each calendar month thereafter in which default continues until December 31, 2002, and any such additional amounts shall be levied and collected in the same manner as if they had been originally imposed with and formed part of the taxes levied under this by-law. 5) That interest of 1 and 1/4 per cent on the amount of any taxes due and unpaid after December 31, 2002, shall be charged on the first day of each calendar month thereafter in which default continues. This by-law shall come into effect on the date of the final passing thereof. READ a first, second and third time, passed, signed, sealed and numbered 3030 this 8th day of July, 2002. Mayor Clerk 3 TOWN OF TILLSONBURG Schedule "B" to By -Law 3030 2002 TAX RATES TOTAL BASIC RTC GENERAL COUNTY SEWERS EDUCATION RATES PARKING B.I.A. TOTAL 1 RESIDENTIAL & FARM 0.00777812 0.00492789 0.00039322 0.00373000 0.01682923 0.00111787 0.01794710 2 MULTI -RESIDENTIAL 0.02131205 0.01350243 0.00107743 0.00373000 0.03962191 0.00306296 0.04268487 3 COMMERCIAL 0.01479243 0.00937187 0.00074783 0.02268259 0.04759472 0.00212597 0.00080644 0.05052713 VACANT UNITS/EXCESS LAND 0.01035470 0.00656034 0.00052348 0.01587781 0.03331633 0.00148818 0.00056451 0.03536902 VACANT LAND 0.01035470 0.00656032 0.00052348 0.01587781 0.03331631 0.00148818 0.00056451 0.03536900 4 INDUSTRIAL 0.02052393 0.01304329 0.00110963 0.03003531 0.06471216 0.06471216 VACANT UNITS/EXCESS LAND 0.01334056 0.00847821 0.00072126 0.01952295 0.04206298 0.04206298 VACANT LAND 0.01334056 0.00847813 0.00072126 0.01952295 0.04206290 0.04206290 5 LARGE INDUSTRIAL 0.02448631 0.01556145 0.00132386 0.03575170 0.07712332 0.07712332 VACANT UNITS/EXCESS LAND 0.01591610 0.01011486 0.00086051 0.02323861 0.05013008 0.05013008 6 PIPELINES 0.00979498 0.00620569 0.00049518 0.01436592 0.03086177 0.03086177 7 FARMLAND 0.00194454 0.00123198 0.00009831 0.00093250 0.00420733 0.00420733 8 FARMLAND DEV PH 1 0.00350015 0.00221758 0.00017695 0.00167850 0.00757318 0.00757318 Review Access: • Public (DD Private Committee: Open Council Author: Lana Verstraeten Author's Email: Lana Verstraeten/Tillsonburg Subject: Committee of Adjustment Application A-14/02 - George and Evelyn Schmidt Details: Notice of Public Hearing... EA COA - A-14-02 Schmidt Planning Comments from County of Oxford._. A14-02-TIL.doc A14-02_pl.pdf SUBMISSION Presenter's Name: Mr. James Hill, Manager of Community Strategic Planning, County of Oxford Presenter's Email: Request: Resolution Cc: History Thursday August 08 2002 10:20 AM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" File: A-14/02 Date: July 25, 2002 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT NOTICE OF PUBLIC HEARING Please take notice that the following application has been submitted to the Tillsonburg Committee of Adjustment under section 45 of the Planning Act, R.S.O. 1990. Before making its decision on the application, the Committee will hold a public hearing to consider submissions from both the applicant and every other person who desires to be heard in favour of and/or against the application. The public hearing is to be held: Date: Monday, August 12, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Malt, 2°`' Floor OWNERS/APPLICANTS: George & Evelyn Schmidt 7 Seres Drive Tillsonburg, Ontario N40 5E6 LOCATION: AGENT: Shirley Magashazi Remax 565 North Broadway Tillsonburg ON N4G 3S8 Lot 10, Plan 41 M-86, municipally known as 7 Seres Drive, in the Town of Tillsonburg, County of Oxford. PURPOSE OF APPLICATION: The applicants are applying for relief from rear yard requirements of the existing single family dwelling to recognize an existing deck. The Applicant has requested the following minor variance from the `Special Residential First Density (R1-9)' zone: "L Permission for relief from Section 5.25.3.2, Open, Unenclosed Porch, Balcony Deck and Sten Encroachments Into Required Yards, to increase the permitted projection into the required rear yard from the maximum of 1.5m (4.92 ft.) to 2m (6.56 ft.) to recognize an existing covered deck to the rear of a single family dwelling; and 2. Permission for relief from Section 6.3.12.2.3., Lot Coverage, to increase the maximum lot coverage for all buildings and structures from 40% to 42% to recognize an existing covered deck and porch. " You are invited to present your comments regarding the application either in person at the public hearing or in writing to the Secretary -Treasurer prior to the public hearing. If you do not attend or are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. If you would like a copy of the Decision of the Committee of Adjustment, please request, in writing, a "Notice of Decision" from the Secretary -Treasurer. The Notice of Decision will be mailed not later than ten days from the date of the Committee's decision. Please be advised that the Oxford County Public Health and Planning Department will be conducting a review of the application and if you would like a copy of the Planning Report or have any questions, please contact Paul Michiels, Planner at 842-9200 extension 236. Yours very truly,, `I—...7�tLC;Ca.c 1 David C. Morris, AMCT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2ad Floor Tillsonburg ON N4G SA7 Plate Location Map G.& E. Schmidt, 7 Seres Drive, Application A-14102 xme�mgn�mxn,rxarmwn c i B� W o b) ul 0 J W K LEGEND °x+ pm umx, ® SubJmi Prppeny W � .......,tee. n+...mr Z `1.J n `o 1dO'V m u S \ t3 0 LA LA K 1- � o K = 0 The Corporation of the COUNTY OF OXFORD Phone: (519) 539-9800 DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-14102 MEMORANDUM To: Chair and Members of the Tillsonburg Committee of Adjustment From: Paul Michiels, Oxford County Community and Strategic Planning Office Re: Planning Comments on Application for Minor Variance A-14/02 Date: August 12, 2002 BACKGROUND Applicants: George and Evelyn Schmidt Agent: Shirley Magashazi Location: 7 Seres Drive Official Plan: Low Density Residential Zoning By-law: Special Residential First Density (R1-9) Adjacent Uses: Residential in all directions Proposal: The applicant is proposing to recognize an existing covered deck to the rear of the existing single detached home and to increase the maximum lot coverage from 40% to 42%. Requested Relief: (1) Relief from Section 5.25.3.2, Open, Unenclosed Porch, Balcony. Deck and Step Encroachments into Required Rear Yard, to increase the permitted encroachment into the rear yard from 1.5 m (4.92 ft) to 2.0 m (6.56 ft) to recognize the location of an existing covered deck; and (2) Relief from Section 6.3.12.2.3, Lot Coverage, to increase the maximum lot coverage for all buildings and structures from 40% to 42% to recognize an existing covered deck. COMMENTS Intent and Purpose The Official Plan states that the Committee of Adjustment, when of Official Plan: considering an application for minor variance, shall take into consideration the provisions of the Planning Act and the following: • The objectives and policies of the Official Plan can be met if the minor variance is granted; • The request for variance constitutes a minor departure from the standards of the Zoning By -Law; • The general intent and purpose of the Zoning By -Law; and • Whether the variance is desirable for the appropriate development of land. P.O. Box 397, Court House, Woodstock, Ontario N4S 7Y3 • planning@county. oxford. on.ca August 9, 2002 Page 2 The Official Plan also contains a number of policies which the Committee of Adjustment shall take into account in reviewing the desirability of minor variances. These policies state that the Committee consider whether there are any constraints and/or restrictions to meeting the requirements of the zoning by-law due to the physical or inherent conditions of the site or whether alternative designs which would be in conformity with the zoning by-law are clearly not feasible or appropriate. Intent and Purpose The purpose of the rear yard provision in a Residential zone is to provide of Zoning By -Law: adequate area for maintenance and drainage, separation between buildings on adjacent properties for privacy, and to provide open space and amenity area. Covered porches, decks and balconies are permitted to encroach slightly into the rear yard, due to the fact that they typically impact only a portion of the rear yard area. It should be noted that a larger rear yard encroachment is permitted for uncovered porches, decks and balconies to recognize that such features do not have the same massing effect as covered or enclosed structures and, therefore, may project further into the required rear yard. The purpose of the lot coverage provision in a Residential Zone is to prevent overbuilding of a low -density residential lot. It also ensures the amount of open space is consistent with other properties in the immediate area and ensures adequate open space for outdoor amenity areas and drainage. Extent of Variance: The variance for lot coverage is not minor. Desirable Use or Plate 1, Location Map, is an aerial photograph of the subject property Development/Use: showing the location of the property in relation to the abutting properties, existing zoning, and the location of buildings and structures. Plate 2, Applicant's Sketch, includes a description of the property. The application indicates that the subject property is approximately 527.94 m2 (5682.7 ft2) and contains a 194.52 m2 (2093.8 ft) two storey residential dwelling constructed in 1987. The covered deck was constructed at a later date. The applicant has requested a minor variance to increase lot coverage from 40% to 42% to recognize the existing covered deck. According to the applicant's sketch plan, the existing covered deck is setback approximately 8.0 m (26.2 ft) from the rear lot line, instead of the 8.5 m (27.9 ft) required in the Zoning By-law. It should be noted that the covered deck would comply with the rear yard setback requirements for an uncovered deck if the covering were removed. While we recognize that this is an existing situation, our office is concerned with the fact that the lot coverage is exceeded. Lot coverage is an effective tool in preserving the low -density character of this area. Although the location of structures can be controlled through setback requirements, the `massing' of structures can only be controlled through lot coverage. The 40% maximum lot coverage in this area of Hickory Hills August 9, 2002 Page 3 is already quite high when compared to the maximum lot coverage for dwellings in the R1 or R2 zones at 30% and 35% respectively. The subject property also exceeds the minimum requirements for lot frontage, lot area and lot depth in the R1-9 zone provisions and the lot does not have an irregular shape or any other unique constraints. In this case, the existing dwelling was constructed to the maximum permitted lot coverage of 40%, which is the reason the lot now has no remaining flexibility to accommodate any additional covered structures. The existing covered deck located to the rear of the dwelling reflects a building form that is characteristic throughout Tillsonburg and only impacts a small portion of the required rear yard. However, in this case the maximum lot coverage for the property has been exceeded. It is, therefore, the opinion of this office that the proposed variance from lot coverage is not appropriate in this case and cannot be supported. In order to comply with the lot coverage, the applicant would require removal of the coverings from the existing side steps, front porch and deck. Such changes would reduce the `massing' effect of the structure and bring the property into compliance with the lot coverage and encroachment provisions of the R1-9 zone, eliminating the need for the requested variances. Therefore, we would suggest that the application be deferred to allow the applicant to consider removal of these existing coverings. However, we do also recognize that the committee has recently recognized such lot coverage variances in Hickory Hills for existing structures, based on their intention to review the zoning for the area. Recommendation: That the Tillsonburg Committee of Adjustment defer application A-14102 for 7 Seres Drive for the following reason: 1) To allow the applicant to consider removal of the existing covering over the existing deck to bring the property more into compliance with all the provisions of the R1-9 zone. Authored By: Reviewed By: Christine O'Malley Student Planner Paul Michiels Planner Approved By: James Hill, MCIP, RPP Manager of Community and Strategic Planning PLATE 1: A-14/02 (7 SERES DRIVE - G AND E SCHMIDT) Location on Aerial Photograph NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONBURG- COMALLEY LEGEND Zoning Line Subject Property TILL505BURG I I ANo NA RiI GTiN INFORMATION YY5TFM .n.NTv oc fjxFORn CREATED ON: I54UL-2002 1 .1 f- IR I V E, !6,76 -K 3. Z 3 C; LOT -10' N 1 N 2 -3 !-oT ? Plate 2: A-14102 Q Seres Drive - G and E Schmidt) Applicant's Sketch Review Access: • Public Private Committee: Open Council SUBMISSION Presenter's Name: Mr. James Hill, Manager of Community Strategic Planning, County of Oxford Author: Lana Verstraeten Presenter's Email: Author's Email: Lana Verstraeten/Tillsonburg Request: Resolution Subject: Committee of Adjustment Application Cc: A-15/02 - James and Grace Jarrett Details: Notice of Public Hearing... na COA - A-15-02 Jarrett Planning Comments from County of Oxford... ILI A15-02-TIL.doc A15-02__pl.pdf History Thursday August 08 2002 11:05 AM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" File: A-15/02 Date: July 25, 2002 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT NOTICE OF PUBLIC HEARING Please take notice that the following application has been submitted to the Tillsonburg Committee of Adjustment under section 45 of the Planning Act, R.S.O. 1990. Before making its decision on the application, the Committee will hold a public hearing to consider submissions from both the applicant and every other person who desires to be heard in favour of and/or against the application. The public hearing is to be held: Date: Monday, August 12, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Mall, 2nd Floor OWNERS/APPLICANTS: James & Grace Jarrett 1 108-750 Wonderland Road London, Ontario N6H 4K9 LOCATION: AGENT: Mandryk, Stewart & Morgan 65 Bidwell Street Tillsonburg ON N4G 3T8 Lot 34, Plan 41 M-86, municipally known as 19 Wilson Avenue, in the Town of Tillsonburg, County of Oxford. PURPOSE OF APPLICATION: The applicants are applying for relief from rear yard requirements to recognize an existing covered deck to the rear of a single family dwelling. The Applicant has requested the following minor variance from the `Special Residential Second Density (R2-3)' zone: "l. Permission for relief from Section 7.3.3.2.13.2., Open, Unenclosed Porch, Balcony.. Deck and Step Encroachments Into Required Yards, to increase the permitted projection into the required rear yard from the maximum of 1.5 m (4.92 ft.) to 2.5 m (8.2 ft.) to recognize an existing covered deck to the rear oJ'a single family dwelling" You are invited to present your comments regarding the application either in person at the public hearing or in writing to the Secretary -Treasurer prior to the public hearing. If you do not attend or are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. If you would like a copy of the Decision of the Committee of Adjustment, please request, in writing, a "Notice of Decision" from the Secretary -Treasurer. The Notice of Decision will be mailed not later than ten days from the date of the Committee's decision. Please be advised that the Oxford County Public Health and Planning Department will be conducting a review of the application and if you would like a copy of the Planning Report or have any questions, please contact Paul Michiels, Planner at 842-9200 extension 236. _ urs ve , Da ' orris, AMCT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2nd Floor Tillsonburg ON N4G 5A7 nib \V� / 9 JA G. Jarrett, 19 Wilson Ave. LEGEND �M�,n�c�palLml. aSubject N,My f."fou --I COMOVERS The Corporation of the COUNTY OF OXFORD DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-15102 MEMORANDUM Phone: (519) 539-9800 Fax: (519) 537-5513 To: Chair and Members of the Tillsonburg Committee of Adjustment From: Paul Michiels, Oxford County Community and Strategic Planning Office Re: Planning Comments on Application for Minor Variance A-15/02 Date: August 12, 2002 BACKGROUND Applicants: James and Grace Jarrett Agent: Mandryk, Steward & Morgan Location: 19 Wilson Avenue Official Plan: Low Density Residential Zoning By-law: Special Residential Second Density (R2-3) Adjacent Uses: Residential in all directions Proposal: The applicant is proposing to recognize an existing covered deck to the rear of the existing single detached home. Requested Relief: (1) Relief from Section 7.3.3.2.13.2, Open, Unenclosed Porch, Balcony. Deck and Step Encroachments into Required Rear Yard, to increase the permitted encroachment into the rear yard from 1.5 m (4.92 ft) to 2.5 m (8.20 ft) to recognize the location of an existing covered deck. COMMENTS Intent and Purpose In compliance. of Official Plan: Intent and Purpose The purpose of the rear yard provision in a Residential zone is to provide of Zoning By -Law: adequate area for maintenance and drainage, separation between buildings on adjacent properties for privacy, and to provide open space and amenity area. Covered porches, decks and balconies are permitted to encroach slightly into the rear yard, due to the fact that they typically impact only a portion of the rear yard area. It should be noted that a larger rear yard encroachment is permitted for uncovered porches, decks and balconies to recognize that such features do not have the same massing effect as covered or enclosed structures and, therefore, may project further into the required rear yard. P.O. Box 397, Court House, Woodstock, Ontario N4S 7Y3 a planning@counfy.oxford. on.ca August 9, 2002 Page 2 Extent of Variance: The variance for rear yard encroachment is minor. Desirable Use or Plate 1, Location Map, is an aerial photograph of the subject property Development/Use: showing the location of the property in relation to the abutting properties, existing zoning, and the location of buildings and structures. Plate 2, Applicant's Sketch, includes a description of the property. The application indicates that the subject property is approximately 392.28 m2 (4222.47 ft2) and contains a 178.42 m (1920.5 ft2) one and a half storey residential dwelling constructed in 1989. The covered deck was constructed at a later date and is well screened by existing shrubbery. The applicant has requested a minor variance to allow an additional rear yard encroachment of 1.0 m (3.28 ft) to recognize the existing covered deck. According to the applicant's sketch plan, the existing covered deck is setback approximately 7.76 m (25.46 ft) from the rear lot line, instead of the 8.5 m (27.9 ft) required in the Zoning By-law. It should be noted that the covered deck would comply with the rear yard setback requirements for an uncovered deck if the covering were removed. The existing covered deck located to the rear of the dwelling reflects a building form that is characteristic throughout Tillsonburg and only impacts a small portion of the required rear yard. In this case, the maximum lot coverage for the property has not been exceeded. It is, therefore, the opinion of this office that the proposed variance for rear yard encroachment is appropriate in this case and can be supported. Recommendation: That the Tillsonburg Committee of Adjustment approves application A-15/02 for 19 Wilson Avenue on the condition: 1. That the application be amended to request a variance to increase the permitted encroachment of the covered deck into the rear yard from 1.5 m (4.92 ft) to 2.3 m (7.55 ft). Authored By: Reviewed By: Christine O'Malley Student Planner Paul Michiels Planner Approved By: James Hill, MCIP, RPP Manager of Community and Strategic Planning yk :14e. Ar A 1 1 PLATE 1: A-15/02 (19 WILSON AVE - J AND G JARRETT) Location on Aerial Photograph NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONBU RO - COMALLEY LEGEND Subject Property 1 ,1 ` 1 c 1 j `v` TILLSONBURG ro xopz LANV RELAIEU INFORMATION SYSTEM f.O UNTY OF OFFpgp CREATED ON: 15-JUL-2002 12 07 1-*AX q IQ 4 12 3082 IWIRAX 'I'll, -CUUNTY 111.1"i L /,V F0ijjyjFnI_y (SEE: G.Y-LAW 1,0 REGISTEAU) AS JYJ DRIVE 1 nFF r"E "CE UF-AA1f-4G 02 J) 0( yr.% �b nIEG'O PLAN 41M-86 14 0 Mot ( MFAS) 4.00 PLAN .1 j k4 - EIC>) LOT %a 4.29 341,74 07 PORCH LC`T 'r, S T0nF Y tr. 70 Irl S T f)" F Y OWE L L I ING ir ALUMINjUm Sjoltio, w L7 ,4. Q CC)14Cnl)E TF Potjsq,()AT10�4 NOICU W M to L) Ni 0, Lf- io R H1%3 L/ LJ-2 01 Received zz-gaf-91 )Z:05ptl fro'.1-5;9 34? V0,81 D1 51r, 9 ,Q Plate Wi�,Vp Ave - J and G Jarrett) e Applicants S etch Review Access: • Public Private Committee: Open Council Author: Lana Verstraeten Author's Email: Lana Verstraeten/Tillsonburg Subject: Committee of Adjustment Application A-16/02 - Dalm Construction Limited Details: Notice of Public Hearing... RA COA - A-16-02 Dalm. Planning Comments from County of Oxford... D A16-02-TIL.doc A16-02__pl.pdf SUBMISSION Presenter's Name: Mr. James Hill, Manager of Community Strategic Planning, County of Oxford Presenter's Email: Request: Resolution Cc: History Thursday August 08 2002 11:05 AM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" File: A-16/02 Date: July 25, 2002 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT NOTICE OF PUBLIC HEARING Please take notice that the following application has been submitted to the Tillsonburg Committee of Adjustment under section 45 of the Planning Act, R.S.O. 1990. Before making its decision on the application, the Committee will hold a public hearing to consider submissions from both the applicant and every other person who desires to be heard in favour of and/or against the application. The public hearing is to be held: Date: Monday, August 12, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Mall, tad Floor OWNERS/APPLICANTS: Dalm Construction Limited 9 Belmont Avenue Tillsonburg ON N4G 5V9 LOCATION: Lot I and Part Lot 2, Plan 41M-147, municipally known as 135 Glendale Drive, in the Town of Tillsonburg, County of Oxford. PURPOSE OF APPLICATION: The applicants are applying for relief from rear yard and exterior side yard requirements of the RI zone to allow for the construction of a single family dwelling on the property. The Applicant has requested the following minor variance from the 'Residential First Density (R 1)' zone: 1. Permission for relief from Section 6.2.1.1.6., Rear Yard, to reduce the rear yard from the required 12m (39.3 ft.) to 11.8 m (38.7 ft.) to allow for the construction of a single family dwelling. 2. Permission for relief from Section 6.2.1.1.9., Exterior Side Yard, to reduce the westerly exterior side yard from the required 7.5 m (24.6 ft.) to 6.7 m (21.98 ft.) to allow for the construction of a single family dwelling. " You are invited to present your comments regarding the application either in person at the public hearing or in writing to the Secretary -Treasurer prior to the public hearing. If you do not attend or are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. If you would like a copy of the Decision of the Committee of Adjustment, please request, in writing, a "Notice of Decision" from the Secretary -Treasurer. The Notice of Decision will be mailed not later than ten days from the date of the Committee's decision. Please be advised that the Oxford County Public Health and Planning Department will be conducting a review of the application and if you would like a copy of the Planning Report or have any questions, please contact Paul Michiels, Planner at 842-9200 extension 236. avi �CT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2"d Floor Tillsonburg ON N4G 5A7 :mb A RI-13 1 Dalm Construction Ltd., 135 Glendale Dr. Application A-16/02 NOTCH ,a�OT, Mxp SUMv Y U 0 J !0 4 C I L PART 1 % PART PLAN 41R - 6121 s , IA 5 �I s LOT 'I I ' LOT 2 REGISTERED [ PLAN [ a 41M - 147 PART i PART 2 PLAN .41R - 6 F m PART 1 41R - 1661 Q G LOT T CONCESSION 11 R v GEOGRAPHIC TOWNSHIP OF DEREHAM LEGEND Zanln9 Line aMV TGiyal LiTna ' Subject Propeny U SKETCH PREPARED FOR MONOR VARIANCE APPUCA 7I0V LOT i AND PART OF LOT 2 REGISTERED PLAN 41M-147 (DESICNA IED AS PART I PUN 4IR-6720) TOWN OF TILLSONSURG COUNTY OF OXFORD scAu - I: 2" ®.., iMETRIC �Ga..,RD .D R[... o-,.Dx<. ,„,. "0 <•• ICAUTION N VYD •M A •<,M MTn,wWG oypeeOYap, NOTE 111 •N�H Mixnr[x<H,RO a. R,n aWM. RD Mw na-[)A .T<„n —1 x,....<,,.. N.Y. rn - ,.vmaD w. ro•T,.0 r a IN - ma v<rcx .n cw,<nv w N.<,nx -ti�R w� ooa rwD'Yc :m• ar Q 6V1WwT 202 pM HUS= AIAK G Lre. :mwi "i,a°`•`.�:`ii,.ssa:a .i ws,io w"..<:,<I'n.x fANKIM HUSTED SURVEYING LTD. PROECT: 02-6185 The Corporation of the COUNTY OF OXFORD Phone: (519) 539-9800 DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-16/02 To: Chair and Members of the Tillsonburg Committee of Adjustment From: Paul Michiels, Oxford County Community and Strategic Planning Office Re: Planning Comments on Application for Minor Variance A-16/02 Date: August 12, 2002 BACKGROUND Applicant: Dalm Construction Limited Agent: Henry Dalm Location: 135 Glendale Drive Official Plan: Low Density Residential Zoning By-law: Residential First Density (R1) Adjacent Uses: Residential (north, east), School (south), Quarter Line Road (west); vacant residential lots Proposal: The applicant is proposing to change the rear yard and exterior side yard depth to allow for the construction of a single detached dwelling that was designed for a symmetrical lot configuration. Requested Relief: (1) Relief from Section 6.2.1.1.6, Rear Yard, to reduce the minimum rear yard depth from 12 m (39.3 ft) to 11.80 m (38.7 ft) to recognize the irregular lot width. (2) Relief from Section 6.2.1.1.9, Exterior Side Yard, to reduce the minimum exterior side yard depth from 7.50 m (24.6 ft) to 6.70 m (21.98 ft) to recognize the irregular lot width. COMMENTS Intent and Purpose In compliance. of Official Plan: Intent and Purpose The subject property is located in the `Residential Type 1 (R1)' Zone in of Zoning By -Law: the Town's Zoning By -Law 1994. The purpose of the rear yard and exterior side yard provisions in a Residential zone is to provide adequate area for maintenance and drainage, separation between buildings on adjacent properties for privacy, and to provide open space and amenity area. Extent of Variance: The variances are minor. P.O. Box 397, Court House, Woodstock, Ontario N4S 7Y3 & planning@county.oxford.on.ca A-16/02 Page 2 Desirable Use or Plate 1, Location Map, is an aerial photograph of the subject property Development/Use: showing the location of the property in relation to the abutting properties, existing zoning, and the location of buildings and structures. Plate 2, Applicant's Sketch, includes a description of the property. The application indicates that the subject property is approximately 766.78 m2 (8253.55 ft2). The proposed one storey dwelling will have a gross floor area of 179.4 m2 (1931.05 ft). The applicant has requested a minor variance to allow additional rear yard and exterior side yard encroachments of 0.20 m (0.66 ft) and 0.80 m (2.62 ft) respectively,'to recognize an irregular lot width. According to the applicant's sketch plan, the lot width is 21.7 m (71.19 ft) in the front and 20.1 m (65.94 ft) to the rear. To alter the depth would require extensive redesign of the proposed dwelling. There is a school to the south along the rear lot line of the property with back lotting lots to the north along Quarter Line Road. Therefore any established building lines would not be impacted. As well, only a 4.7 m (15.5 ft) wide portion of the dwelling would encroach into the required exterior side yard, resulting in no negative impact on maintenance areas, drainage and landscaping. It is, therefore, the opinion of this office that the proposed variances to reduce the rear yard and exterior side yard depths are appropriate in this case and can be supported. Recommendation: That the Tillsonburg Committee of Adjustment approve application A-16/02 for 135 Glendale Drive on the condition: 1. That a building permit be issued within one year of the date of the Committee's decision. Authored By: Reviewed By: Christine O'Malley Student Planner Paul Michiels Planner Approved By: James Hill, MCIP, RPP Manager of Community and Strategic Planning LEGEND I Zoning Line }Subject Property i II��J PLATE 1: A-16/02 (135 GLENDALE DRIVE - DALM CONSTRUCTION LTD) Location on Aerial Photograph NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONBURG- COMALLEY 1 � 1 r TILLSONBURG I moz AND RFIGTFJ INFORMATION 9V 9TFM u COUNTY OF JF40RJ CREATED ON: 16-JUL-2002 1-iF.Al I() A Lr Li. r-) f Dl f V r SKETCH PREPARED FOR MONOR VARIANCE APPI ICA 77ON LOT 1 AND PART OF LOT 2 REGISTERED PLAN 41M-147 (DESIGNAMD AS PART 1 PLAN 41R-6720) TOWN OF TILLSONBURG A N COUNTY OF OXFORD Ito W TW SCALE 1: 250 ON 11,115 N.M4 AP;'. SN W.IRL.` s%No CA44 METRIC AUTION CAUTION MiS IS NOT A Pi. AN OF r_4i W*r",1;-. T ttt.'.:1 I WA nF 0T-FD i Fi TRAM AC 111(�K OR i MANCING PUPP011i NOTE (11 PRCIPEIPFY [AM8NSW`N.', %jRf AS 41')W'I ON DIP, * '6: 1 1 1. ALN 4 1 fif - 6 AND HAVE NOT BEEIIN vERIFIEU 8f FIELD (2) f,popoc_�LD eull.01W', PWFir:_`N BY Wf ACIUAL '�IJWVLY PRCV0SUP 110T C01',TFAGE ',3% C 1 4 j' 71-0F, SKE-:TCH WA. COMVLEHU) (.,-14 Wit 'oils 15 NOT Ott WHAL COPY UK ESS J j T 1� A N Mr./) ';,':'A t COPYRIGHT 2002 KIM HUSTED SURVEYING LTD. r Ar"'I'T -1 R 1, 114F. REPROOXICTION, ALATRAIW)tj. OR IjSr Or Dii,; RfPfk1 IN '*W,,LF O/P N FLAN 411 f? FART WIHWT IK. 1hRiT-WjJ1 PERW..1'-xv OV VIM HUSTEC) 1.>t1fz1eTflW,* "T"I y PROH1811ED KIM HUSTED SURVEYING LTD. "'.)ART j 4-J* 1'83 B -11 ONTARIO LAND SURVEYOR e 30 HARVEY STREET, TILLSONBURG, ONTARIO, N 4G 3J8 LOT 7 C 0 jtj C � PHONE: 519-842-3638 FAX_ 519-842-3639 PROJECT.02-6185 REFERENCE; FILE/ MV Plate 2: A-16102 (135 Glendale Dr- Dalm Construction Ltd) Applicant's Sketch Review Access: • Public ( Private Committee: Open Council Author: Lana Verstraeten Author's Email: Lana Verstraeten/Tillsonburg Subject: Committee of Adjustment Application A-17/02 - Rudolf & Hildegard Cech Details: Notice of Public Hearing... Md COA - A-17-02 Cech. Planning Comments from County of Oxford... A17-02-TIL.doc a17-02_pl1.pdf SUBMISSION Presenter's Name: Mr. James Hill, Manager of Community Strategic Planning, County of Oxford Presenter's Email: Request: Resolution Cc: History Thursday August 08 2002 11:14 AM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" File: A- l 7/02 Date: July 25, 2002 ToNvN OF TILLSONBURG COMMITTEE OF ADJUSTMENT NOTICE OF PUBLIC HEARING Please take notice that the following application has been submitted to the Tillsonburg Committee of Adjustment under section 45 of the Planning Act, R.S.O. 1990. Before snaking its decision on the application, the Committee will hold a public hearing to consider submissions from both the applicant and every other person who desires to be heard in favour of and/or against the application. The public hearing is to be held: Date: Monday, August 12, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Mall, 2"d Floor OWNERS/APPLICANTS: Rudolf & Hildegard Cech 17 Seres Drive Tillsonburg, Ontario N4G 5E8 LOCATION: AGENT: Shirley Magashazi Remax 565 North Broadway Tillsonburg ON N4G 3S8 Lot 13, Plan 41 M-86, municipally known as I7 Seres Drive, in the Town of Tillsonburg, County of Oxford PURPOSE OF APPLICATION: The applicants are applying for relief from rear yard requirements to recognize an existing sunroom located to the rear of a single detached dwelling. The Applicant has requested the following minor variance from the 'Special Residential First Density (RI-9)' zone: 1. Permission for relief from Section 6.3.12.2.5., Rear Yard. to increase the permitted projection into the required rear yard from the maximum of 10 m (32.81.1i) to 7.65 m (25.1 ft.) to recognize all existing sunroom to the rear of a single family dwelling. " You are invited to present your comments regarding the application either in person at the public hearing or in writing to the Secretary -Treasurer prior to the public hearing. If you do not attend or are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. If you would like a copy of the Decision of the Committee of Adjustment, please request, in writing, a "Notice of Decision" from the Secretary -Treasurer. The Notice of Decision will be mailed not later than ten days from the date of the Committee's decision. Please be advised that the Oxford County Public Health and Planning Department will be conducting a review of the application and if you would like a copy of the Planning Report or have any questions, please contact Paul Michiels, Planner at 842-9200 extension 236. ve ruly, Dav d . Morn , MCT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2"d Floor Tillsonburg ON N4G 5A7 Rudolph & Hildegard Cech, 17 Sates Dr. Application A-17/02 N. ..I o�w�.R.x Oa EEaE° Oil IVE u� LJi 14 LOT IL Lor IB D r- - nEFi15TFRED•-'•a•,•O•PLAN 41M-JB LDT 2J LOT 2Y )I LAND nCGJSTn An't COMPILED I PLAN NO Is"s I tr � ?Op Subject Progeny BV/L OaNG LOC91ION SUNV: r Or LOT 13 REGISTERED PLAN 41M-66 TOWN OF TILLSONBURG COUNTY OF OXFORD SCALE 1 no METRIC RIM 5+.STLD OLS .SOB SURVEYOR'S CERTIFICATE NOTES LEGEND IMgeM1ONI YtnYge q.. u.0 (D COPTA.4.I arx. xVif(0 SVnv EYIkC LTD CIM HOSTED Sun VIEVING LTD. . ....Da m P.Dxc,-$6 D6(PSI ,%EFEnENCE- The Corporation of the COUNTY OF OXFORD Phone: (519) 539-9800 DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-17/02 MEMORANDUM To: Chair and Members of the Tillsonburg Committee of Adjustment From: James Hill, Oxford County Community and Strategic Planning Office Re: Planning Comments on Application for Minor Variance A-17/02 Date: August 12, 2002 BACKGROUND Applicant: Rudolf and Hildegard Cech Agent: Shirley Magashazi Location: 17 Seres Drive Official Plan: Low Density Residential Zoning By -Law: Special Residential First Density (R1-9) Adjacent Uses: Residential in all directions Proposal: The applicant is applying for relief from rear yard depth requirements of the existing single family dwelling to recognize an existing enclosed deck (sunroom). Requested Relief: 1) Relief from Section 6.3.12.2.5, Rear Yard, to reduce the rear yard from the required 8.47 m (27.8 ft) to 7.65 m (25.1 ft) to recognize an existing sunroom. COMMENTS Intent and Purpose In compliance. of Official Plan: Intent and Purpose The subject property is located in the `Special Residential First of Zoning By -Law: Density (R1-9)' Zone in the Town's Zoning By -Law 1994. The purpose of the rear yard provision in a Residential Zone is to provide adequate area for maintenance and drainage, separation between buildings on adjacent properties for privacy, and to provide open space and amenity area. An enclosed deck (sunroom) is considered a built structure that contributes to the lot coverage of the dwelling. Extent of Variance: The variance is minor. Desirable Use or The application indicates that the subject property is Development/Use: approximately 529 m2 (5694.1 ft2) and contains a 199.75 m2 (2150.09 ft2) one storey residential dwelling constructed in 1986. The sunroom was constructed in 1997 and is well screened by existing shrubbery. P.O. Box 397, Court House, Woodstock, Ontario N4S 7Y3 • planning@county. oxford. on.ca A-17/02 Page 2 The applicant has requested a reduction in the rear yard depth from 8.47 m (27.8 ft) to 7.65 m (25.1 ft) to recognize an existing sunroom; however, the R1-9 Zone in the Zoning By -Law requires a minimum rear yard setback of 10 m (32.8 ft). Lot coverage is an effective tool in preserving the low -density character of this area. Although the location of structures can be controlled through setback requirements, the 'massing' of structures can only be controlled through lot coverage. In this case, the 40% maximum lot coverage in this area of Hickory Hills has not been exceeded. The existing enclosed sunroom located to the rear of the dwelling reflects a building form that is characteristic throughout Tillsonburg and only impacts a small portion of the required rear yard. Plate 1, Location on Aerial Photograph, is an aerial photograph of the subject property showing the location of the property in relation to the abutting properties, existing zoning, and the location of buildings and structures. Plate 2, Applicant's Sketch, includes a description of the property; however it does not include the existing sunroom and its corresponding dimensions. It is the opinion of this Office that the proposed variance to reduce the rear yard depth is appropriate in this case and can be supported. Recommendation: That the Tillsonburg Committee of Adjustment approves application A-17/02 for 17 Seres Drive subject to the following condition: 1. That the application be amended to request a variance to reduce the rear yard depth from 10 m (32.8 ft) to 7.65 m (25.1 ft). Authored By: Approved By: Christine O'Malley Student Planner James Hill, MCIP, RPP Manager of Community and Strategic Planning R1 LEGEND sv / Zoning Line Subject Property R2-3 k *y# A �A- v u A r, ER I R1 n�� Jr >W:' L. {� +}�'l.Ty �� F�"NR��.yA' f ��4 F4 .Ma � ♦ " I I- i •'. ` .a. �r �..t. M fi � mLwuauRG PLATE 1: A-17/02 (17 SERIES DRIVE - R AND H CECH) 2002 Location on Aerial Photograph My ANO F.LAIE IN OPMAtION 9Y9rEM NOTE: THIS IS NOT A PLAN OF SURVEY cooNry n� oAc ono TILLSONSURG - COMALLEY CREATED ON: 30-JUL-2002 3 Plate 2: Applicant's Sketch PLATE 1: A-17/02 (17 SERIES DRIVE - R AND H CECH) Location on Aerial Photograph NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONSURG - COMALLEY LEGEND Zoning Line FI Subject Property I I I - I t I n iwiz TILLSO?IBUX QT '002 OF LAND RELAl ED INFORMATION SYSTEM C.UNTv OXFORD CREATED ON: 30JU12002 A 4.79 . . . . ......... .......................... )9 Plate 2: Applicant's Sketch Review Access: • Public ` Private Committee: Open Council Author: Lana Verstraeten Author's Email: Lana Verstraeten/Tillsonburg Subject: Committee of Adjustment Application A-18/02 - Dalm Construction Limited Details: Notice of Public Hearing... FRI COA - A-18-02 Dalm (Smitt Planning Comments from County of Oxford... A18-02-TIL.doc a18-02_pl1.pdf SUBMISSION Presenter's Name: Mr. James Hill, Manager of Community Strategic Planning, County of Oxford Presenter's Email: Request: Resolution Cc: History Thursday August 08 2002 11:15 AM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" File: A-18/02 Date: July 25, 2002 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT NOTICE OF PUBLIC HEARING Please take notice that the following :application has been submitted to the Tillsonburg Committee of Adjustment under section 45 of the Planning Act, R.S.O. 1990. Before making its decision on the application, the Committee will hold a public hearing to consider submissions from both the applicant and every other person who desires to be heard in favour of and/or against the application. The public hearing is to be held: Date: Monday, August 12, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Mall, 2"d Floor OWNERS/APPLICANTS: Dalm Construction Limited 9 Belmont Avenue Tillsonburg ON N4G 5V9 LOCATION: Part Lots 65 and 66, Plan 4 l M-147, designated as Part 29 on 41 R-6720, municipally known as 128 Glendale Drive, in the Town of Tillsonburg, County of Oxford. PURPOSE OF APPLICATION: The applicants are applying for relief from lot coverage requirements to allow for the construction of a single family dwelling on the property. The Applicant has requested the following minor variance from the 'Residential First Density (R 1)' zone: 1. "Permission for relief from Section 6.2.1.1.4., Lot Coverage, to increase the maximum lot coverage for all buildings and structures from 30% to 31.5% to allow for the construction of a _Tingle family dwelling with a covered front porch. " You are invited to present your comments regarding the application either in person at the public hearing or in writing to the Secretary -Treasurer prior to the public hearing. If you do not attend or are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. If you would like a copy of the Decision of the Committee of Adjustment, please request, in writing, a "Notice of Decision" from the Secretary -Treasurer. The Notice of Decision will be mailed not later than ten days from the date of the Committee's decision. Please be advised that the Oxford County Public Health and Planning Department will be conducting a review of the application and if you would like a copy of the Planning Rep_gn.or.tia any questions, please contact Paul Michiels, Planner at 842-9200 extension 236. uly, AD td I �CT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2nd Floor Tillsonburg ON N4G 5A7 :nib 1 LEGEND �a011L111 1 `1 , \ ` `Vv �tAuniCiDCl Lim�19 0 Calm Construction Ltd., 126 Glendale Dr. Application A-18/02 +or]�� s�or. w.R or swrvr+ ® Subjem Pranmy J9 i LOT 60 SKE FCH n1 PREPARED Epp WNOR VARIANCE APPUCA RCN PART OF LOTS 65 AND 66 REGISTERED PLAN 41M-147 pART y (DESYMA AD AS PART I6 AIR-67") vanT v .rn TO4rT! OF TILLSONBURG COUNTY OF OXFORD "PA TES LOTSCAIE-1: 250RT 19N ]PART za METRICVP atR - 6T20 CAUTION NOTE i aA�ertu .ma I ]oor w vR.s,w� IrOR psrm � ��d� SKIM 'I I I OH iAR10OUNDRSURnEN OR Lrop .10 xM.SY 9ALE1, 11LL9dWR4 d1Mp. ]q . w..a r •e GL ENOALE ORIYE -1 VNOACLRA o2-6130 flEENCG N1 / uv The Corporation of the COUNTY OF OXFORD Phone: (519) 539-9800 DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-18/02 MEMORANDUM To: Chair and Members of the Tillsonburg Committee of Adjustment From: James Hill, Oxford County Community and Strategic Planning Office Re: Planning Comments on Application for Minor Variance A-18/02 Date: August 12, 2002 BACKGROUND Applicant: Dalm Construction Limited Agent: Henry Dalm Location: 128 Glendale Drive Official Plan: Low Density Residential Zoning By -Law: Residential First Density (R1) Adjacent Uses: Residential; vacant residential lots Proposal: The applicant is proposing to increase lot coverage to accommodate a covered porch with the construction of a single detached dwelling. Requested Relief: 1) Relief from Section 6.2.1.1.4, Lot Coverage, to increase the maximum lot coverage for all buildings and structures from 30% to 31.5% to allow a proposed covered porch. COMMENTS Intent and Purpose In compliance. of Official Plan: Intent and Purpose The subject property is located in the 'Residential Type 1 (R1)' of Zoning By -Law: Zone in the Town's Zoning By -Law 1994. The purpose of the lot coverage provision in a Residential Zone is to prevent overbuilding of a low -density residential lot. It also ensures the amount of open space is consistent with other properties in the immediate area and ensures adequate open space for outdoor amenity areas and drainage. Extent of Variance: The variance is minor. Desirable Use or The application indicates that the subject property is Development/Use: approximately 617.1 m2 (6642.41 ft2). The proposed one storey dwelling will have a gross floor area of 138.0 m2 (1485 ft). The subject property exceeds the minimum requirements for lot frontage, lot depth and lot area in the R1 Zone. The proposed P.Q. Box 397, Court House, Woodstock, Ontario N4S 7Y3 • planning@county.oxford.on.ca A-18/02 Page 2 single family dwelling for the subject property will be similar in size to the other single storey dwellings in the area. It may be argued that the design of single family dwellings constructed in the area are too large for the associated lot sizes, as it allows little opportunity for any accessory structures such as sheds and covered decks to be located on these properties. It should be noted that the requested 31.5% lot coverage for the proposed main dwelling does not allow any remaining lot coverage for the future construction of accessory buildings or structures on this property. Plate 1, Location on Aerial Photograph, is an aerial photograph of the subject property showing the location of the property in relation to the abutting properties, existing zoning, and the location of buildings and structures. Plate 2, Applicant's Sketch, includes a description of the property. The applicant has requested a minor variance to increase lot coverage from 30% to 31.5% to accommodate a covered porch. According to the application, the requested coverage variance would allow for a single detached dwelling with a covered porch to be constructed on the property in accordance with the applicant's building plans. The proposed dwelling would comply with all other provisions of the R1 zone with respect to lot size and yard setbacks, so there should still be sufficient space to provide for outdoor amenity area, drainage and landscaping. The Committee reviewing the residential zoning provisions for the Town's new Zoning By -Law has recommended increasing the maximum lot coverage provision for the R1 zone to 33%. Although these recommendations have not yet been considered by Town Council, they do provide some guidance in considering the appropriateness of the lot coverage variance. Finally, the applicant should be aware that, if the variance is granted and the dwelling is constructed as proposed, no accessory buildings or structures will be permitted to be constructed on the property in the future unless the maximum lot coverage provision is increased. It is, therefore, the opinion of this Office that the proposed variance to increase lot coverage is appropriate in this case and can be supported. A-18/02 Page 3 Recommendation: Authored By: Christine O'Malley Student Planner That the Tillsonburg Committee of Adjustment approves application A-18/02 for 128 Glendale Drive on the condition: 1. That a building permit be issued within one year of the date of the Committee's decision. Approved By: James Hill, MCIP, RPP Manager of Community and Strategic Planning , LEGEND Zoning Line Subject Property I [ :: I I _ r �. ... . PLATE 1: A-18/02 (128 GLENDALE DRIVE - DALM CONSTRUCTION LTD) 2003 Location on Aerial Photograph "°°"°T`°'"`°"N'°;:N9oaT /JUNiV O4 NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONB'JRG. COMALLEY CREATED ON: 30-JU42002 !, PAH ) 4iR t ei 1 NOTE: r t 0.267 BRICK LEDGE I AROUND FOUNDATION s f I Plate 2: Applicant's Sketch i_.. ? Tr r) c SKETCH A PREPARED FOR MINOR VARIANCE APPLICA TlON r ,t1,=� r ,,, PART OF LOTS 65 AND 66 r`- REGISTERED PLAN 41 M-147 i ........___ r,.....�.._._.__�(DESIGNATED AS PART 29 41R--6720) TOWN OF TILLSONBURG COUNTY OF OXFORD Ell r._ i3 t ) ! t t i s; s so sh u1'sucs In SCALE — 1: 250 _....,... _.._. _---__�.__.,._,.......,. I + r 1 .. .�.7 �.1 / �st>' .11 �. DISIANCL'`. SHOWN W1 1HIS PLAN ARE W bl11RE'S Alif:) ,AIJ METRIC , �. : x (/1 L/'1/ t3f:' C.?I�IYf'fc'it) Ti) iE,t: f f.�Y f?Il!C;!fi'; iY ,1...t74 (/.,),•/I j� r t' /% a { N, ') r ri i' i V A U TIV N i D 1IS IS NOT A PLAN Of .SORV4 Y OF: :>:1RVtY01'4` R-`P01, r At10 S Al i ris t E i Bf.. USED FOR TkAwSA(_' T )t4 OR 1' It:ANC;INt t� PROPOSi:p I STOREY i)v�E"t.f tr�G J r+ V a 1 -.ck NOTE (1) i'ROPI.R TY DIM04NIONIS ARC AS '511r WU O L1L'r` i lit.[) Pi Ml 4 W AND hfAVF 1'401 13f:FN L1..PIFIED BY FIELD SURV T r,ul ,'osu0 av;t,f);Nkj P{)S;11s;N El CAi-,C1,I"A IID)tiS, NC 1 by AC:II)A1- 0V t Y LOT t.1J',xw.1�A')l '.'1-`)i+ .141 wf. iCH WAS C:f VIF'Ii-E if•.f) Oti X.)1.Y 2: , ?r%Ci3 COPYRIGHT 2002 KIM HUSTED SURVEYING LTD. 1%14 F r f�i?: �'!t �%T3i)!i• :L r ��'iCNt �I% t; `.)f_ � ? ':) i. , + 'u r s+' 1t" .`i PARWiIrK)i'i i H L Y(FI, "i r'i 1/,.,svtJ t?r Ho. .ti. r ! _'.}�'Jt�'•.) �,, t 1 KIM RUSTED SURVEYING LTD. ONTARIO LAND SURVEYOR 30 HARVEY STREET, TILLSONSURG, ONTARIO, N40 3J8 PHONE: 519-842-3638 FAX: 519--842--3639 PROJECT- 02--6220 REFERENCE: FILE / MV c- File: A-19/02 Date: August 6, 2002 TOWN OF TILLSONBURG COMMITTEE OF ADJUSTMENT NOTICE OF PUBLIC HEARING Please take notice that the following application has been submitted to the TilIsonburg Committee of Adjustment under section 45 of the Planning Act, R.S.O. 1990. Before making its decision on the application, the Committee will hold a public hearing to consider submissions from both the applicant and every other person who desires to be heard in favour of and/or against the application. The public hearing is to be held: Date: Monday, August 12, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Mall, 2"d Floor OWNERS/APPLICANTS: Lambert, John, Fran & Dianna c/o VanLagen Homes 5 Stover St S Norwich ON NOJ I PO LOCATION: Part of Lots 8 and 9, Plan 41 M-147, municipally known as 121 Glendale Drive, in the Town of Tillsonburg, County of Oxford. PURPOSE OF APPLICATION: The applicants are applying for relief from lot coverage requirements to allow for the construction of a single family dwelling on the property. The Applicant has requested the following minor variance from the `Residential First Density (R 1)' zone: "Permission for relief from Section 6.2.1.1.4., Lot Coverage. to increase the maximum lot coverage for all buildings and structures from 30% to 31.5% to allow for the construction of a single family dwelling and covered deck. " You are invited to present your comments regarding the application either in person at the public hearing or in writing to the Secretary -Treasurer prior to the public hearing. If you do not attend or are not represented at this meeting, the Committee may proceed in your absence and you will not be entitled to any further notice of the proceedings. If you would like a copy of the Decision of the Committee of Adjustment, please request, in writing, a "Notice of Decision" from the Secretary -Treasurer. The Notice of Decision will be mailed not later than ten days from the date of the Committee's decision. Please be advised that the Oxford County Public Health and Planning Department will be conducting a review of the application and if you would like a copy of the Planning Report or have any questions, please contact Paul Michiels, Planner at 842-9200 extension 236. Yours very truly, David C. Morris, AMCT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2"d Floor Tillsonburg ON N4G 5A7 The Corporation of the COUNTY OF OXFORD Phone: (519) 539-9800 DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-19/01 MEMORANDUM To: Chair and Members of the Tillsonburg Committee of Adjustment From: Paul Michiels, Oxford County Planning Department Re: Planning Comments on Application for Minor Variance A-19/01 Date: May 14' , 2001 BACKGROUND Applicants: Aroath & Stephen Galka Location: 38 Sinclair Drive Official Plan: Low Density Residential Zoning By-law: Special Residential Second Density (R2-3) Adjacent Uses: Residential (all directions) Proposal: The applicant is proposing to construct an awning over the existing deck located to the rear of the existing single detached dwelling on the property. Requested Relief: Relief from section 7.3.3.2.13.2., Rear Yard, to increase the permitted projection into the required rear yard for a covered deck from the maximum of 1.5 m (5 ft) to 2.1 m ( 6.9 ft). COMMENTS Intent and Purpose In compliance of Official Plan: Intent and Purpose The purpose of the rear yard provision in a Residential Zone is of Zoning By -Law: to provide adequate area for maintenance and drainage, separation between buildings on adjacent properties for privacy, and to provide open space and amenity area. Covered porches, balconies and decks tend to have a greater massing effect and increased potential for impacting site lines and drainage than those that remain uncovered. For this reason, the Zoning By-law does not permit covered decks to project as far into the required rear yard. Therefore, the construction of the proposed awning over the existing wooden deck requires a greater rear yard setback than was required for the original uncovered deck, generating the need for the requested variance. In this case, only a portion of the required rear yard will be impacted by the encroachment of the covered deck, as the proposed deck and awning P.O. Box 397, Court House, Woodstock, Ontario WS 7Y3 • planning@county. oxford. on.ca August 9, 2002 Page 2 will be extending approximately 1/3 of the dwelling's rear wall. The variance would reduce the actual rear yard setback for the covered deck from 4.32 m (14.1 ft) to 3.72 m (12.2 ft). Although the homes in Hickory Hills are located relatively close together, there is still sufficient separation between the existing covered deck and neighbouring dwellings to provide some privacy. The applicants will still have adequate open space and amenity area as the maximum lot coverage for the R2-3 zone will not be exceeded. In addition, the subject property is a pie shaped lot which is somewhat larger than many other properties in the area, which will help to ensure that there is sufficient space for maintenance and drainage. Extent of Variance: The variance is minor Desirable Use or A number of homes on the "inside" of Sinclair Drive already have covered Development/Use: decks. As well, many other homes in other areas of Hickory Hills already have covered decks or enclosed sunrooms. It is, therefore, the opinion of this Department that the construction of the proposed awning over the existing deck would not be out of character for this area of Tillsonburg. Recommendation: That the Tillsonburg Committee of Adjustment approve application A-19/01 for 38 Sinclair Drive, subject to the following conditions: 1) A building permit be issued within one year of the date of the Committee's decision. Authored By: Approved By: "Paul Michiels" Paul Michiels Planner May 7th, 2001 "James Hill" James Hill, MCIP, RPP Manager of Community & Strategic Planning PLATE 1: A-19/02 (121 GELNDALE DRIVE - J LAMBERT) Location on Aerial Photograph NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONGURG. COMALLEY LEGEND Zoning Line ®Subject Property i -NG API Il INrORMATION RY V TFM CREATED ON: 07.AUG-0002 SKETCH PREPARED FOP AwNoR VARIAAA:�' APPL ICA 17�W PART OF LOTS 8 AND 9 REGISTERED PLAN 41M-147 (PART 8. 41R-6720) TOWN OF T)LLSONBURG COUNTY OF OXFORD SCALE METRIC K"M OD. 11,707 CAU'nON NOTES Plate 2: Applicant's Sketch t LA` - :1 w OUR FILE: The Corporation of the COUNTY OF OXFORD OFFICE OF COMMUNITY AND STRATEGIC PLANNING P.O. Box 397, Court House, Woodstock ON N4S 7Y3 ZON 7-288 APPLICATION FOR ZONE CHANGE Phone: (519) 539-9800 Fax: (519) 537-3024 To: The Mayor and Members of REPORT No.: 2002-174 Tillsonburg Town Council MEETING DATE: August 121", 2002 OWNER: APPLICANT: SOLICITOR: 759414 Ontario Limited, Rock Developments Inc. Gary Wellman, c/o Ms. Vivian Wong, 13275 Tecumseh Road Kirwin Partners LLP, Solicitor East, 423 Pelissier Street, 5400 Young Street Tecumseh ON N8N 3T4 Windsor ON N9A 41-2 Toronto ON M2N 5R5 LOCATION: Part Lot 7, Concession 10, (Dereham), Town of Tillsonburg east side of Broadway Avenue between North Street and the northerly municipal boundary between the Town of Tillsonburg and the Township of South-West Oxford. COUNTY OF OXFORD OFFICIAL PLAN: Schedule "T-1" Town of Tillsonburg Highway Service Commercial Land Use Plan Schedule "T-4" Town of Tillsonburg Future Collector Road (across lot Transportation Plan to be retained) TOWN OF TILLSONBURG ZONING BY-LAw No. 1994: Existing Zoning: `Development (D)' Requested Zoning: Special "Highway Commercial (C2-Special)' and Special `Development (D-Special)' P.Q. Box 397, Court House, Woodstock, Ontario N4S 7Y3 * planning@county.oxford.on.ca File No. ZON 7-288 Page 2 Report No. 2002-174 APPLICATION REVIEW: (a) Proposal Applications for consent and zone change have been submitted to the County of Oxford and Town of Tillsonburg to create a Highway Commercial building lot for the construction of a 3,716 m2 (40,000 ft2) grocery store, a restaurant, and future highway commercial development. The lot to be severed for the proposed commercial development will cover an area of 3.34 ha (8.25 ac) and is presently in agricultural production. The lot to be retained will cover an area of 9.19 ha (22.7 ac) and contains a mini -golf, batting cage and storage shed, with the remainder of the lands in agricultural production. The application for zone change will implement a condition of consent imposed by the County of Oxford Land Division Committee. Plate 1, Existing Zoning, indicates the location of the subject property, as well as the existing zoning in the immediate vicinity. Lands to the south and east of the subject property consist of low density residential development and future development lands, lands to the north consist of agricultural lands in the Township of South-West Oxford, while lands across Broadway Avenue to the west consist of an automobile dealership, vacant highway commercial lands and residential development. Plate 2, Proposed Severance Plan, indicates the proposed location and dimensions of the lot to be severed and lot to be retained. Plate 3, Preliminary Site Plan, is a preliminary site plan submitted with the application showing the proposed layout for the commercial development. The plan shows the location of the proposed grocery store and eating establishment and associated parking facilities, as well as a pad for future highway commercial development. (b) Background The application for consent was originally considered by the Town of Tillsonburg at its meeting of March 25th, 2002. The Town deferred giving its recommendation to the Oxford County Land Division Committee for the following reasons: 1. To allow the applicant to submit a traffic impact study to address the traffic issues related to the proposed development, to the satisfaction of the Town's Manager of Engineering and the Ministry of Transportation; 2. To allow the applicant to submit a concept plan, for the lot to be severed and the lot to be retained to address issues related to overall site layout, including the potential for an internal service road to service both parcels and consideration of alternative routing for Bobolink Drive; 3. To allow the applicant to submit a retail impact study. File No. ZON 7-288 Page 3 Report No. 2002-174 In response to the above noted requirements, the applicant subsequently submitted the following studies for review: • A Planning Report and Market Impact Study, submitted by Lakeshore Group, received May 1, 2002; • A Traffic Impact Study, submitted by F.R. Berry & Associates, received April 261", 2002; • A Final Servicinq Feasibility Report, submitted by Stantec Consulting Ltd., received June 13t , 2002. The above studies were circulated to Town and County Staff as well as other government agencies for review and comment. Following is a summary of the recommendations from the various studies received and as well as the responses received from staff and agency review. Planning Report and Market Impact Study Planning Report The purpose of the planning report was to review and analyse the various land use issues related to the development, including the design criteria in the County Official Plan, alternative designs for Bobolink Drive, location of major road alignments and internal service roads, integration with future development and land use compatibility. The study also presented 4 different area plan concepts to address these various site design issues. The report concludes that the location of the development is logical and appropriate. The proposed development is compatible with the existing commercial development in the area and the commercial structure of the Town will benefit from the proposal as it allows for the establishment of an unrepresented national supermarket. The Area Plan options indicate that the proposed development and future development on the lot to be retained integrate well with the residential development to the east and provide for the completion of Bobolink Drive and the establishment of the planned collector road. The planning report and concept plans were reviewed by Town and County staff and a number of additions and revisions to the study were subsequently submitted to address the issues raised, including a detailed design plan which incorporated additional detail on future commercial development on the lot to be retained and residential development on the abutting lands to the east. Market Impact Study With respect to the Market Impact Study, prepared by Joseph Urban Consultants, included as Tab 4 in the Planning Report, the study concludes that: File No. ZON 7-288 Page 4 Report No. 2002-174 "...the proposed uses and scale of operation will not significantly affect the commercial core function and the economic viability of the core. The scale, diversity and utilization of core commercial uses and other uses will ensure it's ongoing health and success. On the other hand, the subject proposal is limited in scale and function in comparison. The proposed development meets this market opportunity and impact test and should be approved." A peer review of the Market Impact Study was conducted by Robin Dee and Associates on behalf of the Town and County, who concluded that the development proposal is not expected to exert impacts on local operations which would put the planned function of the retail infrastructure or any of its main components at risk. However, the consultant recommended that limits be placed on the maximum amount of floor space for each component of the development to reflect what has been proposed. Traffic Impact Study The traffic impact study submitted for the development provided the following conclusions: • The proposed development will not significantly affect traffic operation on Broadway Avenue (Highway 19); • No improvements will be required at the intersection of Broadway Avenue and North Street to accommodate traffic generated by the proposed development. Consideration should be given to separating the left turn and through movements on the westbound approach; • A southbound left turn lane with a storage length of 15 m should be provided on Broadway Avenue at the access to the site. This left turn lane would also accommodate trucks and service vehicles using the truck access; • Traffic Signals are not warranted at the access to the development; • Sight distances are adequate in both directions at the access to the development. • Consideration should be given to extending the 60 km/h speed zone to the north of existing and future highway commercial uses on Broadway Avenue; • No changes are required on Bobolink Drive west of Woodcock Drive. Appropriate signing should be installed to indicate a dead end street. The study was reviewed by Town and County staff and a number of issues were raised with respect to the studies conclusions. Revised comments were subsequently provided by the consultant with respect to traffic improvements which would be required at such time as the entire block (severed and retained parcels) is developed for commercial purposes. The revised comments indicated the following: • Broadway Avenue should be widened to provide two lanes southbound from north of the proposed development; File No. ZON 7-288 Page 5 Report No. 2002-174 • The intersection of Broadway Avenue and the proposed collector street should be signalized; • The intersection of Broadway Avenue and the originally proposed commercial development should also be signalized; • On the assumption that both intersections are signalized, southbound left hand turn lanes with a storage length of 35 m would be required at each location. A northbound left turn lane would also be required with a storage length of 15 m at Stauffer Motors; • No improvements would be required at the intersection of Broadway Ave. and North Street other than the separation of the westbound through and left turn movements. The original study was also reviewed by the Ministry of Transportation who indicated the following: "The traffic counts indicated in the consultant report warrant a left turn lane for southbound traffic into the proposed development. We would recommend a minimum storage length of 25 m with associated taper and parallel lanes designed for a 100 km/hr facility. Due to the location of the proposed development, ministry building or land use permits will not be required nor will we be commenting on the consent or zoning issues." The Ministry has not yet commented on the revised comments from the Traffic Consultant. Final Servicing Feasibility Report The servicing feasibility report indicated the following: • water supply will be supplied by connection to the 500 mm diameter transmission main, located on the east side of Broadway Avenue along the front of the proposed site. There are also problems with low water pressure in the vicinity of the development that will likely need to be addressed through installation of a booster pumping station; • Extension of the sanitary sewage collection system will be required to service the proposed development. A 250 mm diameter sanitary sewer is proposed to service the proposed development and ultimate service area, running approximately 460 m from North Street across vacant lands to the west of Broadway. A service easement across those lands would be required; • Stormwater from the subject lands flows overland to the south west corner of the site and is conveyed under Broadway Ave. through a 900 mm x 900 mm box culvert that discharges to the North Park Stormwater Management Pond. Post development storm water management will be restricted to pre -development File No. ZON 7-288 Page 6 Report No. 2002-174 rates. A future 975 mm storm sewer will be constructed between the outlet of the proposed development and the North Park Stormwater Management Pond; • Hydro service will be provided either by extension of the Town's power grid by connecting to the high voltage line from the intersection of Broadway Avenue and North Street, or obtaining power from the Hydro One power lines that currently run along Broadway Avenue in the vicinity of the proposed development. The study was reviewed by Town and County staff and a number of issues were raised with respect to the study recommendations. The County Director of Public Works indicated that the extension of services across private lands would require preparation of an environmental assessment and that the Town and County are currently in the process of developing a servicing plan for the north part of the Town that would address many of the servicing issues, scheduled for completion in 2003. However, the applicant's engineer has subsequently discussed a number of servicing options with the Town and the County which may address many of the outstanding servicing concerns. Tillsonburg Town Council considered the consent application in light of the supporting studies and agency review at its meeting of July 8t", 2002 and passed the following resolution: "the Council of the Town of Tillsonburg advise the Oxford County Land Division Committee that it approve the application submitted by 759414 Ontario Limited, for the property located at Part Lot 7, Concession 10, in the Town of Tillsonburg subject to the conditions as contained in County Report No. 2002-148" The County of Oxford Land Division Committee considered the consent application on August 1st, 2002 and approved the application subject to a number of conditions. The conditions requested by the Town of Tillsonburg were incorporated into the Land Division Committee's decision. A condition of the Committee was that both the severed and retained lots be appropriately rezoned and that, if required, a holding provision which restricts development until appropriate municipal servicing has been provided to the satisfaction of both the County and the Town. (c) Official Plan The subject property is located within the `Highway Commercial' designation on the Land Use Plan for the Town of Tillsonburg in the County of Oxford Official Plan. The Official Plan states that the Highway Service Commercial designation applies to those areas largely developed for commercial uses which primarily cater to the commercial needs of the travelling public. Types of service commercial uses that generate significant amounts of traffic and draw customers from a wide area may also be located within these areas. These areas are characterized by numerous individual File No. ZON 7-288 Page 7 Report No. 2002-174 parcels of land and future development is anticipated largely through infilling and redevelopment. Permitted uses in such designations include: hotels, motels, hotel/conference facility, automotive services, furniture warehouses, farm implement sales, personal and business services, convenience commercial uses, recreation and entertainment uses, restaurants and fast food outlets, uses which require large areas for on -site storage of goods or vehicles and other types of commercial uses that offer service to the travelling public, business and industry. Community shopping centres offering a range of goods and services, which cater to the convenience shopping and service needs of community residents and the travelling public, are a permitted use in the Highway Service Commercial designation. Community shopping centres will have between 930 and 4,645 m2 (10,000 ft2 to 50,000 ft2) of gross leaseable commercial floor area. Highway commercial uses will generally have direct access, or access via a service road or major arterial road, with access points to arterial or collector roads limited to the minimum necessary for the proper function of the area and sufficient off- street parking shall be provided. The Official Plan also states that site plan control may be required in such areas to address the following design criteria: • Landscaping will be required along public roads adjacent to the site and vegetative landscaping shall be incorporated within parking areas; • Outdoor storage areas are to be fenced or screened from the street and adjacent residential uses; • Light spill over onto adjacent residential uses shall be minimized; • Loading facilities and service areas shall be located to minimize effects on adjacent residential properties; • The number of access points is restricted to the minimum required for the site to function properly. Shared access with adjacent uses is encouraged; • On site drainage and the needs of persons with disabilities. The preliminary site plan submitted for the lot to be severed indicates two direct accesses onto an arterial road, Broadway Avenue (Highway #19) for the proposed commercial development. Any new development will be required to connect to public water and sewer. With respect to traffic impacts, the Town's Manager of Engineering, The County and the Ministry of Transportation have reviewed the submitted Traffic Impact Study and identified a number of issues which will need to be addressed through the conditions of approval and site plan process. Based on our review, it is the opinion of our office that the recommendations of the Planning Report, Market Impact Study & peer review, Final Servicing Strategy, File No. ZON 7-288 Page 8 Report No. 2002-174 Traffic Impact Study and subsequent comments, as well as the issues raised during agency review, can be appropriately addressed through the conditions of consent as well as the required Zoning By -Law amendment and site plan process. In summary, it is the opinion of our Office that the proposed zone change would be in keeping with the appropriate policies of the County Official Plan, provided that the issues related to traffic impact and site layout can be appropriately addressed. (d) Zoning By -Law The subject property is zoned `Development (D)' in the Town of Tillsonburg Zoning By -Law No. 1994. The D Zone allows an existing dwelling or other existing structures together with any alterations provided they do not enlarge the gross floor area by more than 25%, as well as a range of agricultural uses. The existing mini -golf course and batting cage on the property are non -conforming with respect to the current range of permitted uses. The lot to be severed and the lot to be retained would comply with all the provisions of the D zone with the exception of the interior side yard setback from the existing batting cage to the proposed lot line, which would be 1.0 m (3.4 ft) instead of the required 6 m (19.6 ft). However, the applicant has submitted a zone change application (ZON 7-288) to rezone the lot to be severed and lot to be retained to Special `Highway Commercial (C2-Special)' and Special `Development (D-Special)' to allow the proposed commercial development on the severed parcel and to recognize the proposed interior side yard deficiency for the retained lot. (e) Agency Review The applications for consent and zone change have been reviewed by a number of public agencies. Bell Canada indicated that they would be interested in acquiring a utility easement parallel to the truck access, east of Broadway over to Bobolink for future growth. The Long Point Region Conservation Authority indicated that they are concerned about the potential impacts this development may have on stormwater drainage, soil erosion and sedimentation. They recommended that some form of planning controls be implemented to ensure grading, soil conservation and stormwater management plans be completed. The Ministry of Transportation indicated that they have no conflict with the application, however, they require a Traffic Impact Study to ensure there is no adverse impact at the entrance to this development that may carry onto their portion of Highway File No. ZON 7-288 Page 9 Report No. 2002-174 19. Building and Land Use Permits will be required for this development should it create an impact on Highway 19. The Tillsonburg B.I.A. reviewed the application at its meeting of March 14, 2002 passed the following resolution: "THAT Tillsonburg aims to maintain and promote the downtown as the hub or heartbeat of the town rich in commercial diversity and amenities which bolster its role as the focal point of the community, AND THEREFORE the B.I.A. recommends Application #B-6/02 for Consent for a Minor Variance and Zone Change for Rock Developments Inc., not be approved. This development contravenes the economic viability of the downtown core. It is inconsistent with the current focus on the south end development and revitalization of the downtown core and is not in keeping with the strategic plan. To go ahead with this would have a significant detrimental affect on the viability of the downtown core." The Town's Manager of Engineering provided the following comments: • Prior to any development, a storm water management report must be submitted to the Town of Tillsonburg for approval, including connecting to North Park Storm Water Management Pond; • The owner or his agent shall submit a service plan and consult with the Town of Tillsonburg to ascertain the standard requirement as well as financial conditions for servicing of the development; • If relocation of sewers, electrical and/or water plants is required due to construction, the owner/developer shall bear all costs associated with the said relocation; • Such easements as may be required for utilities or drainage purposes shall be granted to the appropriate authority; • A traffic study report in this area including signalling shall be submitted to the Town of Tillsonburg for reviewing and approval; • It is not recommended to close Bobolink Drive; the developer shall submit an alternate route plan to the Town for review and approval. Other options will be considered including a turn about at the end of the street; • A section of Highway 19 may be widened to accommodate the traffic volume in and out of the development; • Curb and gutter will be required along Highway 19 North to prevent water from entering towards the development; • The Town would like the developer to submit an overall concept plan for the entire area, including the parcel of land to the north, which will address future development and explore other options such as a service road within two parcels of land; File No. ZON 7-288 Page 10 Report No. 2002-174 • Sanitary sewer outlet for this proposed development to connect to North Park Subdivision is to be built west of Broadway Street, then southerly to North Street; • There is an existing 500 mm diameter transmission watermain fronting along the proposed development and no distribution watermain; it may result in low water pressure due to the small difference of elevation between the proposed development and the reservoir. • High Voltage pole line will be required along North Broadway from North Street to the proposed development. The solicitor representing The Tillsonburg Town Centre submitted letters requesting deferral of the consent application at the Town of Tillsonburg Council meeting of July 8, 2002 and the County of Oxford Land Division Committee meeting of August 1st, 2002 to allow for their consultant's review of the submitted Market Impact Report and associated peer review report. To date we have not received their comments on these reports. The remaining responding agencies, consisting of the Oxford County Board of Health, the Town's Chief Building Official, the Township of South West Oxford Council, and the Town's Director of Corporate Services have indicated that they have no objections to or comments with the application. (f) Planning Review The applicant is proposing to create a Highway Commercial building lot for the construction of a grocery store, a restaurant, and highway commercial uses. The lot to be severed and rezoned for the proposed commercial development will cover an area of 3.34 ha (8.25) and is presently in agricultural production. The lot to be retained and rezoned will cover an area of 9.19 ha (22.7 ac) and contains a mini -golf, batting cage and storage shed, with the remainder of the lands in agricultural production. Based on our review of the application, supporting studies and comments from the various review agencies, it is our opinion that the proposed zone change would be in keeping with the policies of the County Official Plan which pertain to development in the highway commercial designation, provided that issues relating to servicing, site design and traffic impacts are appropriately addressed. The subject property is zoned `Development (D)' in the Town's Zoning By -Law. The application for Zone change has been submitted to rezone the lot to be severed and lot to be retained to Special `Highway Commercial (C2-Special)' and Special `Development (D-Special)' respectively, to allow the proposed commercial development on the severed parcel and to recognize the proposed interior side yard deficiency for the retained lot. No objections were received as a result of agency circulation, with the exception of the Tillsonburg BIA who have indicated that they feel the proposal would negatively File No. ZON 7-288 Page 11 Report No. 2002-174 impact the downtown and is contrary to current revitalization initiatives. It should also be noted that the solicitor representing the Tillsonburg Town Centre has requested that the consent application be deferred to allow for the independent review of the submitted retail impact study and associated peer review. In summary, it is the opinion of this office that the application for zone change can be supported. The zone change amendment will implement a condition of consent imposed by the County of Oxford Land Division Committee in their approval of the application for consent on August 1st, 2002. We have enclosed a draft Zoning By -Law amendment for the subject property which incorporates the following features: • Zones the lot to be severed to Special Highway Commercial (C2-25) which will add a retail food store as a permitted use; • Establishes a maximum gross floor area of 3716 sq m (40,000 sq ft) for the retail grocery store in the C2-25 Zone; • Zone the lot to be retained to Special Development (D-7) to recognize the proposed southerly interior side yard deficiency from the existing structures on the site. RECOMMENDATION: It is recommended that the Council of the Town of Tillsonburg approve the attached zoning by-law amendment for the application of Rock Developments Inc., whereby lands located in Part Lot 7, Concession 10 (Dereham), in the Town of Tillsonburg, are zoned from `Development (D)' to Special `Highway Commercial (C2-25)' and Special `Development (D-7)'. James Hill, MCIP, RPP Manager of Community & Strategic Planning JH/vl August 8th, 2002 THE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER A By -Law to amend Zoning By -Law Number 1994, as amended. WHEREAS the Municipal Council of the Corporation of the Town of Tillsonburg deems it advisable to amend By -Law Number 1994, as amended. THEREFORE, the Municipal Council of the Corporation of the Town of Tillsonburg, enacts as follows: 1. That Schedule "A" to By -Law Number 1994 as amended, is hereby amended by changing to C2-25 and D-7 the zone symbols of the lands so designated C2-25 and D-7 on Schedule "A" attached hereto. 2. That Section 12.3 to By -Law Number 1994, as amended is hereby amended by adding the following subsection at the end thereof. 4912.3.25 LOCATION: BROADWAY, PART LOT 7, CONCESSION 10 (DEREHAM), C2-25 12.3.25.1 Notwithstanding any provisions of By -Law Number 1994 to the contrary, no person shall within any C2-25 Zone use any lot, or erect, alter or use any building or structure for any purpose except the following: all uses permitted in Section 12.1.1 to this By -Law; a retail food store not exceeding 3716 m (40,000 ft2) gross floor area. 12.3.25.2 Notwithstanding any provision of By -Law Number 1994 to the contrary, no person shall within any C2-25 Zone use any lot, or erect, alter or use any building or structure except in accordance with the following provisions: Corporation of the Town of Tillsonburg By -Law Number 12.3.25.2.1 HEIGHT OF BUILDING: Page 2 Maximum 13 m (42.6 ft) 12.3.25.2.2 That all the provisions of the C2 Zone in Section 12.2 to By -Law Number 1994, as amended, shall apply, and further that all other provisions of By -Law Number 1994, as amended, that are consistent with the provisions herein contained shall continue to apply mutatis mutandis.11 3. That Section 18.3 to By -Law Number 1994, as amended is hereby amended by adding the following subsection at the end thereof. 18.3.7 LOCATION: BROADWAY, PART LOT 7, CONCESSION 10 (DEREHAM), D-7 18.3.7.1 Notwithstanding any provisions of By -Law Number 1994 to the contrary, no person shall within any D-7 Zone use any lot, or erect, alter or use any building or structure for any purpose except the following: all uses permitted in Section 18.1 to this By -Law. 18.3.7.2 Notwithstanding any provision of By -Law Number 1994 to the contrary, no person shall within any D-7 Zone use any lot, or erect, alter or use any building or structure except in accordance with the following provisions: 18.3.7.2.1 SOUTHERLY INTERIOR SIDE YARD: Minimum width for existing buildings and structures 1 m (3.28 ft) 18.3.7.2.2 That all the provisions of the D Zone in Section 18.2 to By -Law Number 1994, as amended, shall apply, and further that all other provisions of By -Law Number 1994, as amended, that are consistent with the provisions herein contained shall continue to apply mutatis mutandis.to 4. This By -Law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. Corporation of the Town of Tillsonburg By -Law Number Page 3 READ a first and second time this day of 2002. READ a third time and finally passed this 2002. Mayor Chief Administrative Officer 1 Clerk day of ZON 7-288 TOWN OF TILLSONBURG BY-LAW NUMBER EXPLANATORY NOTE The purpose of By -Law Number is to rezone lands located in Part Lot 7, Concession 10, being PART 1, Plan 41 R-857, in the Town of Tillsonburg, from "Development (D)' to to Special `Highway Commercial (C2-25)' and Special `Development (D-7). This zone change would create a Highway Commercial building lot for the construction of a 3,716 m (40,000 ft) grocery store, a restaurant, and future highway commercial development. The Municipal Council, after conducting the public hearing necessary to consider any comments to the proposed change in zone designation, approved By -Law Number . The public hearing was held on August 12t', 2002. Any person wishing further information relative to Zoning By -Law Number may contact the undersigned: Mr. David Morris CAO / Clerk Town of Tillsonburg 200 Broadway, 2nd Floor Town Centre Mall Tillsonburg, ON N4G 5A7 Telephone: 842-6428 JAN-24-2002 16:46 FROM-KIRWIN LAW PARTNERS 519-255-1413 T-262 P.004/004 F-335 TILLsoNeURG SUPERMARKET ta-716 G.P&) PAD To.wo op ir < letPI L A N 0.00. BROADWAY KJNG'S HIGHWAY No. 19 Plate 3 — Preliminary Site Plan T V_j 4 11 +015192583874 CLARKE•"S,UROEYORS . ••\ c.�a u� _ • •• • _ .. •`� �: 1 sir 1 is a� p -S m EN AM i i vie n $ • t tid . Liz "1 .-�- ..... .�•:.... -dik rim � -• /nt ' Z: w 01. Plate 2 — Proposed Severance Plan go fdo. 156-1 Z10/600'd 068-1 £IVI-M-615 S43N1dYd HIYI NIMIA- OH 6S:b1 ZOOZ-VI-Nyr IN LEGEND w,J Zoning Line ,,,. .. Municipal Limits \ i= Lot to be retained I D Lot to be severed riate i - Location iviap 759414 ON Ltd., Pt. 1, Plan 41R857 (Tillsonburg) Application's B-6/02 & ZON 7-288 NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONBURO - MICNIELS 7 TILLSOVB00.G IS 2002 I NO RELATED INFORMAT ION SYSTEM COYNTV OF "'ORO CREATED ON: 20-MAR2002 Review Access: • Public Private Committee: Open Council Author: Lana Verstraeten Author's Email: Lana Verstraeten/Tillsonburg Subject: Brookside Subdivision Proposal Details: Correspondence Received: i) Scott and Kathy Gooding a Goodinq.tif ii) Jarvis/Hallett a Jarvis.tif iii) Southside Group a Southside.tif SUBMISSION Presenter's Name: Presenter's Email: Request: Resolution Cc: History -- Thursday August 08 2002 01:10 PM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" RECIEN ED 'JUL 17 290Z July 15, 2002 Scott & Kathy Gooding 118 Glendale Drive Tillsonburg, Ontario N4G 5V9 Dear Mayor and Members of Council: Our family recently moved into a home in the Brookside development. We are ab- solutely thrilled with our home and its location, having planned this move for more than 10 months. However, we are greatly concerned, disappointed and disillusioned with the current discussion happening at Council surrounding the possibility of NOT extending Glendale Drive across the ravine. As purchasers in this subdivision we pre- sumed, and according to all documentation, believed that our street name would be Glendale Drive and that the extension would indeed take place. Now, however, we are hearing perhaps only a walking bridge might be built, therefore making it necessary to change the street name. My husband and I did not even receive notice of the Council meeting to potentially cease plans to extend our street. As homeowners on the street in question, we believe it to be a significant lack of communication. In addition, if the Town decides not to extend Glendale, we would like to know to which Council Member we should forward the bill for a new address brick and the post office charges as we would refuse to pay for those changes given the presumption pre- viously presented. The inconvenience and significant cost to us as homeowners is unwarranted. More importantly, our greatest concerns are the safety issues. We have a young family so safety is very much a priority with us. Currently, we have one entrance/ exit point from the subdivision. We did not trust this to be the case when we be- came part of the Brookside neighbourhood. A walking path would be of little or no use to us, or any of the neighbours, in an emergency situation. Firefighters will tell you that you need more than one exit from your home, therefore it would only seem logical and rational that one exit from the subdivision is inadequate. In terms of safety, signs need to be erected immediately in the entire subdivision. We have had difficulty getting a pizza delivered by a Tillsonburg cab company due to the absence of street signs. Is Council willing to accept liability for a situation when an emergency vehicle is unable to locate a home in our area due to the lack of signs, as the indi- viduals driving these vehicles are not necessarily familiar with our town. The connection of the two sections of Glendale Drive would also potentially enhance the response time in an emergency. We will NOT have the safety of our family jeopard- ized due to the lack of street signs or Council's inability to stand by their original town development plan. While we would not seek reimbursement for a cold pizza, we would hold Council accountable for a lack of actions and/or changing of plans which in turn result in safety issues for this subdivision. If those opposed to the extension of Glendale Drive are concerned about an increase to traffic flow or drivers taking "shortcuts", we do not believe these to be valid issues. Why would anyone attempt to decrease travel time by cutting through the subdivisions between Broadway and Quarterline when they have access to Concession, Baldwin and Northstreet as links to Quarterline in order to reduce time exiting town? And to those opposed who currently reside closer to Glendale High School, and whom are worried about in increase in traffic flow, certainly the extension would not result in more traffic than they already see with student drivers, teachers and buses! Certainly as Council Members you would agree that change is necessary for growth and development. We believe that a decision NOT to extend Glendale Drive would hinder further housing growth in the Brookside area. Please feel free to contact us as we are more than willing to discuss this issue further. We believe this to be an issue deserving of effective actions in an expedient manner. We are truly hopeful that when all discussions are heard, Council will stand by their original plan and proceed with the extension of Glendale Drive. Vnunc recnertfidiv C �i (519)042.- 49o�} RECEIVED July 20, 2002 Mayor Horton and Councillors: We are writing in response to the proposal for Brookside Sub- division which affects Allen St. We attended the Public Hearing on July 9,2002.Until we received the notice we were unaware that Allen St. was being considered for extension into Brookside Sub- division and we wanted to find out exactly what was in the plan. We were surprised to learn that the proposal was coming from the planner for the Brookside subdivision as that was not clear in the Public Notice. However, we are in agreement with the Proposal for the following reasons. 1) Both Glendale and Allen St. are totally within residential areas which are populated with a large number of young families with children . As you are aware there are no sidewalks from the highschool out through the Glendale, Glenridge,Andoverarea. Many residents walk every day on these streets and school children walk along these streets from early morning until after dark in the evening. More traffic would only create more hazard for pedestrians. Residents of a given area tend to be more aware and careful of neighbors and their children than drivers who simply want to getfrom A to B as quickly as possible. 2) Allen St. does have sidewalks but it also has a nice park where young children play every day. Because there is a fairly long stretch of straight road on Allen St. between Christie and Windemere Ave• -traffic often moves faster than is safe. A 40 km speed limit in the park area would be helpful> such as exists in school areas. There is a lot of traffic on Allen St. going into and out of the sub- divisions at both Carolyn St. and Christie St. 2. 3) It can already be hazardous when making left turns onto Broad- way from Carolina -St. due to the traffic turning onto Broadway from the businesses in that area as well as the general traffic flow on Broadway. With the theatre, gas station, fruit market other businesses and all of the food places there is already enough traffic congestion. More traffic would definately necessitate a traffic light at Carolyn and Broadway. When one watches pedestrians attempting to cross Broad- way near the theatre it appears that a stop light may already be in- dicated. 4) We believe the proposed walkways are all that is needed to connect Brookside at Allen and Glendale. It would allow safe walk- ways between subdivisions and the few extra minutes to drive up to North St. or down to Concession do not seem to entail much of a hardship for anyone. The safety of our citizens should be our main concern. Sincerely, AU"6-2002 10:22ao Frost-SCUTHSIOE CONSTRUCTION +5104330834 T-56T P-001/001 F-250 SSOUTWIDE GROUP OF COMPANIES AL1b Il 2 Z001 358 HORTON STREET TEL: (519) 433-0634 LONDON. ONTARIO N651LT FAX: (519) 433-9849 e-m2fl : soudwdo@odyssey.on.ca CONFIDENTIAL FAX MEMO To: Town of Tillsonburg Fax 842-9431 August 6, 2002 Attention: Dave Morris, C.A.O. From: Southside Group v Per: Robert Morrison Re: BROOKSIDE M A. Your August 1m telephone message indicated your intention to submit to Council two "alternative resolutions": either to maintain what you called the "status quo" requiring both Glendale Drive and Allen Street to be constructed as fully developed road allowances to accommodate vehicular traffic across Clear Creek or to amend the subsisting Subdivision Agreement deleting requirements for such roadways to be constructed across Clear Creek. Recalling how Broadway Estates Inc. was inaccurately and unfairly portrayed last year by the local newspaper in its coverage of the'4m strip' issue, we are concemed that the "alternative resolutions" ostensibly require Council to vote against an old idea (which has been vigorously opposed by most neighbourhood residents) before it can vote for a new idea (which has been actively supported by most neighbourhood residents). Given that we have advanced a new idea to substitute lighted pedestrian pathways and footbridges to eliminate vehicular traffic across Clear Creek at both Glendale Drive and Allen Street locations ---- and considering that most neighbourhood residents have dearly stated their preference and support for this new idea ---- we ask that just one resolution be submitted for the vote of Council: eg. Reselved that the Town of Tillsonburg shall take immediate steps to modify Its Official Plan and amend any applicable Subdivision Agreement provisions such that Glendale Drive and Allen Street shall not be constructed or extended to accommodate vehicular traffic across Clear Creek and that lighted pedestrian pathways and footbridges shall be constructed instead at both locations. B. Your telephone message further indicated your contention that "the Official Plan would have to be amended" to remove Glendale Drive as a traffic 'collector. Broadway Estates Inc. is certainly agreeable (a) to fully support such an amendment or modification to the Official Plan to accomplish what neighbourhood residents have requested to settle the vehicular traffic issue with finality, and (b) to immediately amend the subsisting Subdivision Agreement to substitute lighted pedestrian pathways and footbridges across Clear Creek at both Glendale Drive and Allen Street locations. C.C. Sroadway-Glendale Homeowners Association Attention: John Moylan GD o OGGA t t4mol 4100,dw REPORT Town of Tillsonburg DATE: February 6, 2001 TO: D.C.Morris, A.M.C.T., C.A.O./Clerk REPORT NUMBER: 02001-01 FROM: S.T.Lund, Director of Operations RE: Glendale Drive Extension.Town of Tillsonburg PURPOSE Review the extension of Glendale Drive in the Broadway Acres Subdivision and Brookside Subdivision area. BACKGROUND Town council at their meeting of November 6, 2000 received a petition not to extend Glendale Drive to Quarter Line road and requested staff review and report back on this matter. Official Plan The Official Plan for the Town of Tillsonburg designates Glendale Drive as a collector road (see schedule T-4 "Transportation network plan - attached). The Transportation Strategic Approach in the Official Plan states it "Encourages development of a full arterial road network which will provide safe and convenient access between areas of the Town". It will also "Minimize conflict between non -local and local traffic by defining a hierarchy of roads which allows a good level of service on major roads Report - 2 - Febrnsry 6, 2001 02001-01 while reducing non -local, through traffic movement within neighbourhoods". The Official Plan further defines a collector road (Glendale Drive) as a road which "collects and distributes moderate volumes of traffic between local streets (traffic generators) and arterial streets". "Collector streets shall be designed to take the bulk of traffic moving through a neighbourhood and thereby reduce traffic movement on local streets". Future Road Network As can be seen in the attached transportation network plan, Glendale Drive is designed to provide a collector route for the primarily residential class of properties bounded by the arterial road network consisting of Broadway, Quarter Line road, Concession Street and North Street. It collects local traffic and connects it to these arterial roads in a safe and efficient manner. Compare this network to other collector streets such as Devonshire Avenue, Dereham Drive and Usgar Avenue on the attached plan. Glendale Drive will provide better traffic flow, circulation and Flexibility. This will alleviate congestion on local roads by providing an internal collector route in this residential area. The Quarter Line Road and Glendale Drive intersection will provide another access point to the arterial road network for easier, safer and efficient travel to and from the existing and proposed subdivisions. Other sues Pedestrians Extension of Glendale Drive will allow local pedestrians and school children in the area to safely access Monsignor J.H. O'Neil School or Quarter Line Road without following a lengthy winding route. This is extremely important on the short term since adequate sidewalks on Quarter Line road do not exist, although a plan is being worked on presently. Report - 3 - February 6, 2001 02001-01 Conversely, Students walking to Glendale High School from Quarter Line Road could use Glendale Drive f Emergency rvi s Police, Fire and Ambulance along with Transit would benefit over having an access point from Quarter Line Road especially for emergencies. In absence of the extension of Glendale Drive, response times could be lengthened. Access to the existing Broadway Acres Subdivision, just east of the ravine, would be quicker and safer using the surrounding arterial road network but would require the extension of Glendale Drive. It would also provide an alternate evacuation route in a natural or man-made disaster for this area. Utility Corridor Extension of Glendale Drive will allow Storm, Sanitary, Watermain, Telephone, Gas and Cable TV, etc to be extended though this area to provide necessary looping to maintain services and efficiency. This is extremely important for achieving watermain fire flows and maintaining flows for water quality. Dead end watermains can promote deposits from within, which are conducive to bacterial growth (E-Coii). Currently, there are plans to extend all the above services through the ravine. Maintenan-ce If Glendale Drive were not extended through the ravine area Cul- de Sacs would likely have to be placed on either side. Cul-de sacs are discouraged from use due to higher associated road maintenance costs and reduced efficiency from a traffic flow and utility circulation concerns as mentioned above. Of particular concern to the town are added costs and increase time related to winter maintenance operations. Report - 4 - February 6, 2001 02001-01 RECOMMENDATION "THAT the Staff Report from the Director of Operations dated February 6, 2001 be received" and further that "Glendale Drive be extended to Quarter Line Road from Andover Avenue as per the official plan." Respectfully submitted, Approved by, S. T. Lund, P.Eng. D. C. Morris,A.M.C.T. Director of Operations C.A.O./Clerk SCHEDULE T-4' MWN OF TTJI,SONBI/R+G 2R4NSWffA2M AWW WW PLAN COUNTY OF OXFORD OFFJML PL" TRANSPORTATION NETWORK PLAN LEGEND +IOAo A ►llo rwwolaet W MHIL1�� i�/0 i�iuwi13w`iii.�i.i 'w�::tiS�•Z•'i:i DASa KW LEGM ' • MURAL woump RI IMLWAY WATWCCtAM 0 SCHEDULE 'T-4- Report March 1, 2001 02001-02 COMMENTS Glendale Drive - Existing Roadway The existing roadway on Glendale Drive is currently developed to a full urban standard from Broadway to west of Poplar and from about 60 m south of Winona Drive to its current terminus west of Andover Avenue. The portion of roadway between Winona Drive and Poplar is built to more of a rural standard lacking curbs on both sides, storm sewers and in need of widening in the order of 1.5 - 2.5 metres. Existing Sidewalk Currently, sidewalk exists on Glendale Drive from Broadway to the east limit of the school on the south side. A portion of sidewalk also exists from approximately 60m south of Winona Drive to the current terminus north of Andover Avenue. Sidewalk would be required to be constructed on the West Side of Glendale to connect these two existing portions through a Local Improvement, likely initiated by Town Council. Existing -On -greet Parking Currently, parking is allowed on both sides of Glendale Drive. If Glendale Drive is widened and storm sewers installed then parking would have to be removed on at least one side of the street to allow for safe passage of vehicles. If Glendale Drive were extended without upgrading the road then parking would have to be removed on both sides in the section between Poplar to Winona Drive. Report - 3 - Msrc6 1, 2001 02001-02 SUMMARY Prior to Glendale Drive being extended, roadway widening, drainage, sidewalk and parking prohibition are required to be completed first. These improvements will improve Traffic Flow, Drainage, Vehicular and Pedestrian Safety and allow Glendale Drive to function as a collector road as designated in the official plan. Notwithstanding, the Glendale Drive extension (crossing) Including all required services and utilities should be built now, however, only pedestrian and emergency vehicular access should be allowed until such time as the above improvements are implemented. RECOMMENDATIQN "THAT the Staff Report from the Director of Operations dated March 1, 2001 be received" and further that "Glendale Drive be extended to quarter Line Road from Andover Avenue as per the official plan but not opened to vehicular traffic (across the creek west of Andover Avenue), except emergency vehicles, until road improvements, storm drainage, sidewalk and on street parking prohibition have been implemented, as required, on existing sections of Glendale Drive from Broadway to Andover Avenue." Respectfully submitted, Approved by, S. T. Lund, P.Eng. D. C. Morris,A.M.C.T. Director of Operations C.A.O./Clerk 3 Review Access: • Public Private Committee: Author: Open Council Lynn Buchner Author's Email: Lynn Buchner/Tillsonburg Subject: 2002 Second Quarterly Report - Corporate Services Presenter's Name: Presenter's Email: Request: Cc: SUBMISSION Resolution Details: Staff Report dated July 31, 2002 regarding 2002 Second Quarterly Report for Corporate Services (supplementary reports - Council, Corporate Administration, Customer Service, Planning, Police, Protection) 9 IFF] 9 020630 corporate admin quarterly report.doc02O630 140 core admin.doc 020630 150 customer service.doc 91 91 91 19 020630 200 planning.doc 020630 220 police.doc 020630 240 protection.doc 020630 130 council.doc 99 2002 tax arrears.xls 020807 csr contact summary.tif For Council to consider the following resolution: "THAT the Staff Report dated July 31, 2002 regarding Corporate Services 2002 Second Quarter Report for the Period Ended June 30, 2002 be received for information. " History Thursday August 08 2002 09:10 AM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" r REPORT Town of Tillsonburg DATE: July 31, 2002 TO: David C. Morris, CAO NO: 020630 corporate admin quarterly report FROM: Lynn S. Buchner, CGA, AMCT, Director of Corporate Services RE: 2002 Second Quarterly Report — Corporate Services PURPOSE The purpose of this report is to present the first quarterly report of the activities and financial position of Corporate Services for the period ended June 30, 2002. BACKGROUND Each of the Managers have prepared and presented to Senior Management reports for their respective service or program for the period ended June 30, 2002. Preparation of the reports involved a review of the 2002 Business Plan identifying the status of the goals and objectives contained in the Plans and any issues that may have otherwise come up. The Reports also provide a summary of the financial position for the service or program and specifically mention any areas of concern or those that might be of general interest to Council or the Public. The following is a brief synopsis of the results of the aforementioned review: Council A new Taxi & Limousine By-law was introduced to Council for consideration in the first quarter with reference, for the first time, to regulating limousines. Staff is gathering information from other municipalities regarding administration of vehicle inspections prior to final consideration being given by Council. An adult entertainment and body rub parlour regulating by-law was also introduced the first quarter. It is expected that these by-laws will receive final reading in the third quarter. Council expenditures to date are 39% of that budgeted, although supplies are over budget due to an unexpected purchase of Town pins, there are no other areas of concern. Staff Report - 2 - Quarterly Report — Corporate Services For the Period Ended June 30, 2002 Corporate Administration Miscellaneous receivables at the end of the period were $623,700 compared to $702,003 at the end of 2001. Tax arrears at the end June were $2,000,703 compared to $2,162,295 at the end of June 2001. A tax arrears comparison summary is attached. The computer hardware replacement program took place in the first quarter with $28,000 left in the budget. Council adopted a surplus computer deployment policy in the second quarter with all but three units being deployed to date. A public lottery will be held for the remaining equipment. Other polices and programs that will be reviewed in the third quarter include collection and purchasing policies and an employee training program. OMERS announced this quarter that the reinstatement of the employee/employer contributions would take effect January 1, 2003 rather than July 1, 2002 as previously announced. There was a $40,500 provision in the 2002 budget for this purpose. Council approved a new employee benefit plan as recommended by the Employee Benefits Review Committee which converged the plans of the various departments and former PUC employees into one benefit program which will ease the administration burden and provides fair and equitable benefit coverage to all employees. There have been no insurance claims against the Town since the first and second quarters of the year with one claim by the Town under its auto policy for damage to the 1996 Dodge van that was involved in a motor vehicle accident in January. A confidential summary of claims attached to this report is based on information provided by the Town's insurer, Frank Cowan Company Limited as of June 30, 2002. The CONNECT Ontario Project and CLASS Project are approximately 70% compete to date. The financial figures as of June 301h appear to be on target. Customer Service Reallocation entries for services that rely heavily on Customer Service such as Water, Sewer, Solid Waste and Hydro have yet to be made and will have a significant impact on the year to date financial figures reported by the Customer Service Centre. Considering that entry, all expenditures for Customer Service appear to be on target. Efforts of Staff have been focused on hydro deregulation over the first and second quarter of 2002. It is expected that significant efforts will continue for the balance of 2002. This has and will continue to impact other Goals & Objectives set out in the 2002 Business Plan. Over the 2nd quarter, the initiative to update and add to SuiteResponse Service has started. This will continue well into the 3rd quarter and may take the balance of 2002 to complete. Customer Service has been assisting the County of Oxford implement this software to address customer service issues relating to waste management, sanitary sewer, water and public works with a target go -live date by the end of the 3Td quarter. 2 Staff Report - 3 - Quarterly Report — Corporate Services For the Period Ended June 30, 2002 Point of Sale (CLASS Module) was installed at the Customer Service Centre this quarter and as planned has eliminated manual processes resulting in timesavings for Staff. The CSC is continuing to expand Point of Sale to include all Miscellaneous Town Billings. Over the remainder of the year the development of a Real -Time Cash Receipt entry system is to begin to be developed with a goal to have one cash receipts module for all incoming cash. The Corporate wide Customer Service Campaign is another initiative that staff will be focusing on in the 3rd quarter of 2002. Planning The Town has received six minor variance, eight zone change, three consent, one subdivision and two site plan control applications year to date. The assessment growth for 2002 is $21,501,880 that would generate $283,722 in additional tax dollars if the tax rates were to stay the same as those in 2001. New construction year to date has reached $6,640,545. The Town continues to wait for the County to consider their request for full-time County Planning Services to be available at our Customer Service Centre. Legal fees have exceeded budget by $10,000 due to Riverview litigation costs. All other budget items appear to be on target. Policing An occurrence report from the OPP provides the following percentage of cases cleared during the first quarter of 2002 compared the final quarter of 2000 and the full twelve months of 2001: Measure 2000 2001 2002 Output Measures No. of violent crime incidents cleared/ Total actual 72.6% 87.5% 98.8% violent crimes No. of property crime incidents cleared/ Total 25.8% 50.5% 76.7% actual property crimes No. of other criminal code (excluding traffic) 34.4% 79.2% 89.5% crime incidents cleared/ Total actual criminal code (excluding traffic) crimes No. of criminal code traffic crime incidents 96.4% 93.8% 100% cleared/ Total actual criminal code traffic crimes No. of drug crime incidents cleared/ Total actual 95.5% 97.8% 94.1 % drug crimes No. of federal statutes crime incidents cleared/ N/a 92.8% N/a Total actual federal statutes crimes No. of all crime categories crime incidents cleared/ 35.9% 74.3% 89.8% Total actual all crime categories crimes No. of school seminars & visits 268 3 Staff Report - 4 - Quarterly Report — Corporate Services For the Period Ended June 30, 2002 Efficiency Measures $ Cost of policing per household Operating costs/(Total assessment/1000) Effectiveness/Customer Service Officer to citizen ratio # of young criminal offenders # of adult criminal offenders $467.69 $285.88 $3.56 $2.13 1.959 1.959 1:764 124 36 430 182 # of provincial offence notices N/a 465 The statistics show a significant improvement in the number of cleared cases in 2002 compared to the twelve months of 2001, however, some of this is due to timing factors and the percentages will level off to be more in line with those of 2001 over the remaining six months of the year. A review of the overtime hours as well as all other variable costs associated with the OPP Contract has been done and there appear to be no problem areas. As it currently stands, overtime hours are below budget. Council has been circulated the results of the recent OPP telephone survey to see the public's level of satisfaction in regard to police services in Tillsonburg with results indicating overall general satisfaction. Attached you will find a Contact Summary Report for the months of April and May 2002, facilitated by Inspector Goodlett that identifies the breakdown of customer service related activities performed by the Customer Service Representatives/Dispatchers. Building repairs and maintenance costs have reached the budget amount for the year, however, subcontractor expenditures are only 26% of the budget. Overall the police budget does not appear to have any areas of concern at this time with 45% of the budget being expended to date. Protection Parking tickets issued to date for 2002 are 240% in excess of those issued in 2001 with fines currently at 67% of the amount budgeted. To date there have been 66 by-law enforcement complaints, 62 of which required response. A new animal control contract was awarded in the first quarter for a term of three years with Cranberry Kennels. The costs associated with contracted animal control are 75% of the $16,000 budget for the year. There are no other areas of concern in the protection budget at this time. Summary In summary, it is expected that most areas of Corporate Service will be able to meet their objectives for the year with the exception of Customer Service, which is understandable due to the demands of the hydro market. 4 Staff Report - 5 - Quarterly Report - Corporate Services For the Period Ended June 30, 2002 The Town increased their long-term borrowing in March by $143,000 to finance the purchase of computer hardware for a three-year term. No short-term borrowing has been required year to date to meet cashflow demands. A confidential report regarding Tillsonburg Fire Services 1" Quarter Payroll has been attached that shows the number of training hours for each of the volunteers for the quarter ended June 30th. The following is an Operations Financial Summary for the Quarter Ended June 30, 2002: Service Budget Year To Date Variance % Council 116,500 45,547 70,953 39.1 % Corporate Administration 1,237,348 541,423 695,925 43.8% Customer Service 1082296 321,350 (213,054) 296.7% Planning 62,025 15,812 (70,787) 25.5% Building 18,556 (16,093) 341P649 -86.7% Police 1,634,041 743,367 890,674 45.5% Fire 552,245 157,244 3951001 28.5% Protection 287,861 194,261 93,600 67.5% Airport 21,038 32,819 (11,781) 156.0% Community Services 88,600 50,734 37,866 57.3% Library 160,992 84,730 76,262 52.6% Museum 127,095 80,486 461609 63.3% Tourism 20,713 18,488 2,225 89.3% Recreation 1,275,308 593,213 682,095 46.5% Operations Administration 88,183 130,846 (42,663) 148.4% Engineering 86,674 86,065 609 99.3% Fleet (517,783) 211,138 (728,921) -40.8% Conservation - 1,000 (1,000) #DIV/0! Enterprise Services (6,320) 52,567 (58,887) -831.8% Cemetery 121,095 52,717 68,378 43.5% Roads 1,371,020 419,511 951,509 30.6% Parking (40,000) 81)159 (48,159) -20.4% Solid Waste 50,703 (26,884) 77,587 -53.0% 6,864,190 3,798,500 2,948,690 55.3% Water - (491,226) 491,226 #DIV/0! Sewers - (315,095) 315,095 #DIV/0! Hydro 1,186,166 4471140 739,026 37.7% 83,050,356 3,439,319 4,4949037 42.7% This analysis identifies the year to date status compared to the approved budget amounts, the respective variance and the percentage of budget incurred for the first two quarters. From an operations perspective 55.3% of the budget has been expended to date. In the case of Customer Service there is an allocation entry that has yet to be made that tends to distort the year to date figures. An entry will be made on a quarterly basis for future reports. 5 Staff Report _ 6- Quarterly Report — Corporate Services For the Period Ended June 30, 2002 The following provides a Capital Projects Financial Summary for the Quarter Ended June 30, 2002: Service Budget Year To Date Variance % Council _ Corporate Administration 69,150 22,789 461361 33.0% Customer Service _ _ _ Planning Building _ Police _ Fire _ Protection - Airport 105,500 56,797 48,703 53.8% Community Services - _ _ Library 15,000 13,309 1,691 88.7% Museum 24,000 - 24,000 0.0% Tourism _ Recreation 220,200 41,074 179,126 18.7% Operations Administration - _ _ Engineering _ _ _ Fleet 476,000 473,586 2,414 99.5% Conservation Enterprise Services _ _ _ Cemetery 17,500 - 173,500 0.0% Roads 519,814 84,014 435,800 16.2% Parking 100,000 152,967 (52,967) 153.0% Solid Waste _ 1,547,164 844,536 702,628 54.6% Water - 239,172 (239,172) ##DIV/0! Sewers - Hydro 541,450 136,871 404,579 25.3% 2,088,614 1,2201,579 868,035 58.4% Overall, capital project expenditures are 54.6% of their respective budgeted figures. Parking projects exceed the budget amount only because of the Broadway/Oxford parking project, the costs of which Council has decided to fund from reserves Overall, the financial health of the Corporation appears in good order as we enter the second half of the year. I Staff Report - 7 - Quarterly Report — Corporate Services For the Period Ended June 30, 2002 RECOMMENDATION For Council to consider the following resolution: "THAT the Staff Report dated July 31, 2002 regarding Corporate Services 2002 Second Quarter Report for the Period Ended June 30, 2002 be received for information. " Respectfully Submitted, Lynn S. Buchner, CGA, AMCT REPORT Town of Tillsonburg DATE: July 19, 2002 TO: Dave Morris, CAO/Clerk NO: 0200630 corp admin FROM: Lynn S. Buchner, Director of Corporate Services RE: Quarterly Report for June 30, 2002 — Corporate Administration PURPOSE To provide a quarterly report for the period ended June 30, 2002. BACKGROUND This quarterly report covers the period from January 1, 2002 to June 30, 2002 for Corporate Administration. Performance Measures Measure 2000 2001 2002 Output Measures — Quantity Cost as a % of total mun operating costs 14.8% 13.1 % Cost per household $75.85 $72.08 Efficiency Measures - $ Cost Year end misc receivables $11474,317 $702,003 $623,700 Year end tax arrears $2,728,142 $2,748,473 $2,000,703 Effectiveness/Customer Service Hits on corporate web page (since new page May Is) 23,000 4000 11,800 Staff turnover 9 4 0 ...J 2 Quarterly Report - 2 - For the Quarter Ended June 30, 2002 Current Directions Direction % Completion/Estimated Complete Completion Quarter Meet settlement billing requirements of Bill 35 The 95% 2n Energy Competition Act Electronic Records Management & Document Imaging 60% 4'h Project continues Training - advanced Microsoft Office 2000 - 3rd Training - Advanced Utility System, Dynamics, 95% 3rd Intellisol, Wenn Soft Job Cost, FRx Reporting Initiate hardware upgrade program 100% 03.15.02 Fax send & retrieval from PC through Lotus Notes - Deferred Savings in fax machines and phone lines - Deferred Implement a misc receivable module - 4'h Human resource management software 10% Deferred Review collection policies and procedures - 3rd Review purchasing policy - 3rd To improve collections of accounts receivable - 3rd To improve corporate -wide purchasing function - 3rd To establish a comprehensive employee training program - 4'h Disaster Recovery Plan - 4th R Quarterly Report -3 - For the Quarter Ended June 30, 2002 Key Goals/Objectives 2002 Goals/Objectives Cost (Savings) Quarter of Expected Completion Information Technology $ Records Management — training & scanner for 8,000 3rd TCC (21,500 + 51,500) Human Resource Management Software 121,000 Deferred Lotus Notes PC Fax 5,000 Deferred CLASS Phase II — CONNECT Ontario 355,000 3 rd Cityserve Software online — CONNECT Ontario 50,000 2003 Hardware replacement 525,500 2Rd Backup server 12,500 3 rd Great Plains Upgrades 10,000 3 rd Disaster Recovery PIan 5,000 4 th Total IT (excluding contrib. To reserves) 190,000 Training Management Financial Reporting 3,000 Completed in house Microsoft Power Point 900 1st FRx Reporting — 3 people 3,000 1,000 Web -based training 1,500 21400 Lotus Notes training 51,000 Is'-4 th Microsoft Office training 71000 3rd Total Training 209400 Maintenance Contracts Lotus Notes 22,000 $31,474 Wenn Soft Job Cost 3,000 Included Great Plains - CompuPower CLASS Teranet LRIS above 15,000 $16,575 3,600 $4,157 200 1,400 3 Quarterly Report - 4 - For the Quarter Ended June 30, 2002 Advanced Utility Systems 13,650 $13,500 Total Maintenance Contracts 581,850 $659776 Other Corporate Goals Corporate -wide Health & Safety Policy Complete Review Purchasing Policy 3rd Review Collections Policy 3rd Review Regulating Fees By-law 3rd Implement an Employee Orientation Program Complete Implement an Employee Training Program 3rd Financial Analysis Job Name Budget Year To Date Variance Corporate Admin. - Misc. Corporate Admin. - Human Resou Corporate Admin. - Comp. Maint Corp Admin - Meetings/Coffee Corp Admin - Social Club Corp Admin - Grants Corporate Admin. - Bldg Maint. CLASS Final Phase CONNECT Ontario Project HR Management Software Notes to financial information: 619,072 3272840 291,232 208,700 12,507 196,193 239,450 102,184 137,266 41000 11807 2,193 - 48 (48) 30,775 23,275 7,500 135,351 73,760 61,591 40,400 23,153 17,247 16,750 (3,994) 20,744 12,000 3,630 8,370 1,306,498 564,211 7421,287 1. Computer software maintenance contract is $7,000 due to Lotus Notes maintenance costs being more than budget. 2. CONNECT Ontario Project funding has been received and not all costs have been expended. RECOMMENDATION For information purposes. Respectfully Submitted, Lynn S. Buchner, CGA, AMCT 4 REPORT Town of Tillsonburg DATE: July 31, 2001 TO: Lynn S. Buchner, Director of Corporate Services NO: 020630 150 Customer Service FROM: Rob Skevington, Manager of Customer Service RE: 2002 Second Quarterly Report — Customer Service Centre PURPOSE To provide a quarterly report for the period ended June 30, 2002. BACKGROUND This quarterly report covers the period from January 1, 2002 to June 30, 2002 for the Customer Service Centre Performance Measures Measure 2002 Output Measures — Quantity Average # of Customers Served # Of PAP Customers (Tax & Utility) # Of Lottery Licences Issued 29 # Of Marriage Licences Issued 20 # Of New Customers Efficiency Measures Service Software Matrix Cost to Taxpayer Effectiveness/Customer Service Measures # Of Service Complaints Received Customer Service Questionnaires Effective Advertising Programs Hours of Service Quarterly Report - 2 - For the Period Ended June 30, 2002 Notes: 1. Statistics have not been updated to date. It is hoped that they will be updated and available for 3rd Quarter reporting. Current Directions Direction % Completion/Estimated Complete Completion Quarter Increased marketing of services through web page and 25% 3r advertising Improve and continually update Web site Ongoing - Continued improvements on service delivery Ongoing - Increased payment options including telephone banking, 25% 3rd bank payments etc. (Taxes & Other) Standardize and improve internal information systems 50% 3rd Continue to expand knowledge base within Suite 50% 3rd Response Service software Real-time cash receipt entry (Taxes & Other) 0% 3ra Real-time cash receipt interface for all municipal revenues 25% 3ra (Taxes, Utility, Community Centre, Other) Implement a new resident municipal package 0% 3ra Update software wherever necessary (i.e. Cemlite, LRIS) Ongoing - Offer Community Centre program (CLASS) through 75% 3rd Customer Service Centre Update office layout to increase available office space and 0% Unknown increase productivity Service provider for other agencies (i.e. Bell, Union Gas, Ongoing - MTO, Rogers Cable) Ongoing computer training for staff Ongoing - Evaluate and reduce manual processes through 50% 4th technology Old Quarterly Report - 3 - For the Period Ended June 30, 2002 Continue to strengthen existing services through increased Ongoing cross training Increased interaction with other local service agencies Ongoing - Upgrade phone system due to office expansion and to 0% Unknown track incoming calls by area Implement pre-recorded messages on phone system (on 0% Unknown hold) Continue to promote and administer the Customer Service Ongoing Campaign (training, workshops, meetings etc) Consolidation of lawyer certificates (Zoning, Taxes, 0% 4`h Building, Subdivision, Utility) Implement consolidated EDI for all bank payments 25% 4'" Investigate the need for scanner and receipt printers for 0% Complete through cash receipts CONNECT Ontario Implement a yearly calendar for holidays, events, 0% 3ra activities etc... Upgrade CSC computers 100% Complete Continue to work on activities relevant to hydro 100% Complete deregulation (billing, administration, PBR etc...) Consolidation of all miscellaneous billings 75% 3ra 3 Quarterly Report - 4 - For the Period Ended June 30, 2002 Key Goals/Objectives 2002 Goals / Objectives Additional Costs (Savings) if Applicable Quarter of Expected Completion Reduce / eliminate the following manualprocesses: Building permits Unknown Unknown Building inspections Unknown Unknown Sewer inspections Unknown Unknown Tax, Zoning & Building Certificates Unknown Unknown Marriage, Lottery & Business licences Not Applicable 3` Vital statistics Not Applicable 3` Indentures Not Applicable 3` Dog & cat tags Not Applicable 3` Bicycle licences Not Applicable 3` Accounts receivable consolidation Unknown 3` Service software expansion including: Add to knowledge base Not Applicable 3` Roll out to all corporate areas Not Applicable 3` Re -visit response and resolution times Not Applicable 3` Update, add or delete issues Not Applicable 3` Other: Customer Service Campaign Not Applicable Ongoing Hydro Deregulation initiatives Unknown Done Create new resident municipal package Unknown 3` Move towards real-time cash receipt entry Unknown 3` Increase payment options for all cash receipts Unknown 4` Improve and continually update Web Page Unknown Ongoing Implementation of CLASS Recreational Software at CSC Unknown 3` Standardize and improve internal info. Systems Unknown Ongoing Replacement of 8 outdated PC's IT to evaluate Done Staffs efforts have been focused on hydro deregulation over the first and second quarter of 2002. It is anticipated that significant efforts will continue for the balance of 2002. This has and will continue to impact other Goals & Objectives recognized in the 2002 Business Plan. Every effort will be made to achieve all Goals & Objectives identified in the 2002 Business Plan. Over the 2"d quarter, the initiative to update and add to SuiteResponse Service has started. This will continue well into the 3`d quarter and may take the balance of 2002. Further to SuiteResponse Service, we have been assisting the County of Oxford with their efforts to implement this software. Our goal is to have them on-line by the end of the 3`d quarter. Point of Sale (CLASS Module) was installed at the Customer Service Centre this quarter. As predicted, this has eliminated manual processes and is saving staff a tremendous amount of time. 4 Quarterly Report - 5 - For the Period Ended June 30, 2002 We are continuing to expand Point of Sale to include all Miscellaneous Town Billings. Our end goal is to have one system than can track all miscellaneous revenues (excluding Taxes and Utilities). Energies will focus on Real -Time Cash Receipt entry over the 3rd and 41h quarter. This process will require participation from many staff. The end goal is to have one cash receipts module for all incoming cash. The Corporate wide Customer Service Campaign is another initiative that staff will be diverting energies into in the 3rd quarter of 2002. We had aspirations of this program picking up stride this past winter but this has not proven possible. This is a very important program and will be prioritized accordingly. Financial Analysis Job Name Budget Year To Date Variance Customer Service - Misc. 1867646 285,541 (98,895) Customer Serv. - Bldg Maint. (78,350) 35,809 (114,159) 1087296 321,350 (213,054) Notes to financial information: 1. Customer Service — Miscellaneous and Customer Service — Building Maintenance are partially allocated to Utility Operations (Hydro, Water & Sewer). This is a yearly allocation and this allocation has not been booked. 2. Revenue Statistics: Revenue Source # $ Affidavits Signed 59 $590.00 Business Directories 25 $125.00 Lottery Licences 56 $241,636.00 Marriage Licences 70 $51250.00 Business Licences 23 $21,300.00 RECOMMENDATION To be presented for information purposes. Respectfully Submitted, Rob Skevington Manager of Customer Service 5 REPORT Town of Tillsonburg DATE: July 19, 2002 TO: Dave Morris, CAO/Clerk NO: 020630 200 planning FROM: Lynn S. Buchner, Director of Corporate Services RE: 2002 Second Quarterly Report — Planning PURPOSE To provide a quarterly report for the period ended June 30, 2002. BACKGROUND This quarterly report covers the period from January 1, 2002 to June 30, 2002 for Planning. Performance Measures Measure 2000 2001 2002 Output Measures — Quantity # minor variance applications 15 24 6 # zone change applications 5 7 8 # consent applications 8 3 3 # subdivision applications 1 4 1 # official plan amendment applications 2 1 0 # part lot control applications 8 3 0 # site plan control applications 7 15 2 # condominium applications 0 0 0 $ new assessment $17,598,855 $28,3942575 $2175017880 $ development charges $70,480 $2503,000 $54,995 $ new construction $14,478,188 $81,695,818 $6,6402545 Planning Quarterly Report - 2 - For the Period Ended June 30, 2002 # inquiries Unknown N/a N/a # new residents 165 118 51 Notes: # of new residents is based on # of new residential building permits x PPU (2.68) $ of new construction is based on building permit total value for new construction and additions renovations and change of use. Performance Measures Measure 2000 2001 2002 Efficiency Measures - $ Cost # applications / cost of service $23,067 $745 # applications / hours of service 23 16 # inquiries / cost of service n/a n/a $ new construction / cost of service $138 $205 $ new construction / hours of service $15,910 $97555 Effectiveness/Customer Service Housing density mix compared to official plan N/a N/a N/a policies Current Directions Direction % Completion/Estimated Complete Completion Quarter Continual improvements on service delivery Ongoing Ongoing Cross -training of staff in Planning responsibilities Ongoing Ongoing Finalize revisions to Tillsonburg Zoning By-law Ongoing 4th Provide link with County computer server 100% Complete Work with Economic Development Committee to Ongoing Ongoing establish needs of industries and businesses Provide Planning application forms on Town website 66% 2nd Completion of Industrial Land Inventory Map 75% 2nd Completion of Applicant's Guide for Plan of Subdivision 0% 3rd 2 Planning Quarterly Report - 3 - For the Period Ended June 30, 2002 Key Goals/Objectives 2002 Goals/Objectives Budgeted Costs Projected Quarter of (Savings) if Costs Expected Applicable (Savings) Completion Completion of new Town Zoning By-law $13 000 4th Revisions to planning application forms - TBD 3rd Southend Mayor's Task Force Report - TBD n/a Implement a Development Inquiry page on _ TBD TBD LRIS Financial Analysis Job Name Budget Year To Date Variance Planning - Miscellaneous 74,750 427 74,323 Planning - Urban Renewal (42,400) 9,796 (169,196) Planning - Industrial Promo 17,675 (3,660) 21,335 Planning -Community Development 121,000 9,248 2,752 62,025 15,812 (701,787) Notes: 1. Miscellaneous —legal is $10,000 over budget due to the Riverview litigation costs RECOMMENDATION For information purposes. Respectfully Submitted, Lynn S. Buchner, CGA, AMCT 3 REPORT Town of Tillsonburg DATE: July 19, 2002 TO: Dave Morris, CAO/Clerk NO: 020630 220 police FROM: Lynn S. Buchner, Director of Corporate Services RE: 2002 Second Quarterly Report — Policing PURPOSE To provide a quarterly report for the period ended June 30, 2002. BACKGROUND This quarterly report covers the period from January 1, 2002 to June 30, 2002 for Policing. Performance Measures Measure 2000 2001 2002 Output Measures No. of violent crime incidents cleared/ Total actual 72.6% 87.5% 98.8% violent crimes No. of property crime incidents cleared/ Total 25.8% 50.5% 76.7% actual property crimes No. of other criminal code (excluding traffic) 34.4% 79.2% 89.5% crime incidents cleared/ Total actual criminal code (excluding traffic) crimes No. of criminal code traffic crime incidents 96.4% 93.8% 100% cleared/ Total actual criminal code traffic crimes No. of drug crime incidents cleared/ Total actual 95.5% 97.8% 94.1 % drug crimes No. of federal statutes crime incidents cleared/ N/a 92.8% N/a Total actual federal statutes crimes Policing Quarterly Report - 2 - For the Period Ended June 30, 2002 No. of all crime categories crime incidents cleared/ 35.9% 74.3% 89.8% Total actual all crime categories crimes No. of school seminars & visits 268 Efficiency Measures $ Cost of policing per household $467.69 $285.88 Operating costs/(Total assessment/1000) $3.56 $2.13 Effectiveness/Customer Service Officer to citizen ratio 1.959 1.959 1:764 # of young criminal offenders 124 36 # of adult criminal offenders 430 182 # of provincial offence notices N/a 465 Current Directions Direction % Completion/Estimated Complete Completion Quarter Ensure service level is maintained — adequacy survey - Complete Review contractual obligations with OPP - 4` Key Goals/Objectives 2002 Goals/Objectives Budgeted Costs Projected Quarter of (Savings) if Costs Expected Applicable (Savings) Completion Crime prevention - - Ongoing Law enforcement - - Ongoing Victims assistance - - Ongoing Public order maintenance - - Ongoing Emergency response - - Ongoing F Policing Quarterly Report - 3 - For the Period Ended June 30, 2002 Financial Analysis Job Name Police - Miscellaneous Police - Police Services Board Police - Building Maintenance Notes: Budget Year To Date Variance 1,694,799 810,752 884,047 26,200 7,678 18,522 (86,958) (75,062) (11,896) 1,6341,041 743,367 890,674 l . Building repairs and maintenance have met the budgeted amount for the year. 2. Building subcontractors is only at 26% of the amount budgeted for the year. RECOMMENDATION For information purposes. Respectfully Submitted, Lynn S. Buchner, CGA, AMCT 3 REPORT Town of Tillsonburg DATE: July 19, 2002 TO: Dave Morris, CAO/Clerk NO: 020630 240 protection FROM: Lynn S. Buchner, Director of Corporate Services RE: 2002 Second Quarterly Report — Protective Services PURPOSE To provide a quarterly report for the period ended June 30, 2002. BACKGROUND This quarterly report covers the period from January 1, 2002 to June 30, 2002 for Protective Services. Performance Measures Measure 2000 2001 2002 Output Measures - quantity # of tickets levied 1241 191 458 # of enforcement complaints - 14 66 Efficiency Measures % of tickets paid 84.4% 47.6% 69% Response to complaints - 14 62 Cost to taxpayer per capita $17.45 Effectiveness/Customer Service Measures Protective Services Quarterly Report - 2 - For the Period Ended June 30, 2002 Current Directions Direction % Completion/Estimated Complete Completion Quarter Prepare a three to five year review plan for by-laws - 4t Key Goals/Objectives 2001 Goals/Objectives Quarter of Costs Expected (Savings) Completion Prepare a three to five year review plan. for by-laws - 4' Tender Animal Control Contract Complete _ 4` Traffic Flow Review _ 3r Test and revise emergency plan 2 Protective Services Quarterly Report -3 _ For the Period Ended June 30, 2002 Financial Analysis Job Name Budget Year To Date Variance Protection - Miscellaneous 193,611 149,645 43,966 Parking Enforcement 34,500 121175 22,325 School Crossing Guards 437250 27,371 15,879 Animal Control 16,500 5,070 11,430 2879861 194,261 93,600 Notes to financial information: 1. Parking enforcement revenues are at $8,000 which is in line with the $12,000 budget for the year. 2. Dog licences revenue is at 96% of the budgeted amount. 3. Crossing Guard wages are 63% of the budgeted amount. 4. Animal Control contract expenses are at 75% of the budgeted amount. RECOMMENDATION For information purposes. Respectfully Submitted, Lynn S. Buchner, CGA, AMCT 3 REPORT Town of Tillsonburg DATE: July 19, 2002 TO: David Morris, CAO/Clerk NO: 0200630 130 council FROM: Lynn S. Buchner, Director of Corporate Services RE: 2002 Second Quarterly Report — Council PURPOSE To provide a quarterly report for the period ended June 30, 2002. BACKGROUND This quarterly report covers the period from January 1, 2002 to June 302 2002 for Municipal Council. Performance Measures Measure 2000 2001 2002 Output Measures — Quantity Number of policies reviewed/revised - 8 Efficiency Measures - $ Cost Cost of Council per household $27.78 $16.17 Cost of Council per electorate $14.56 $8.60 Cost per capita $11.67 $7.24 Cost as a % of total mun operating costs 2.28% 1.32% Total reserves $2,378,840 $21,6512310 Increase in tax rates -2.0% 1.5% 1.9% Effectiveness/Customer Service Electorate satisfaction survey - - - Percentage of Councillors re-elected 100% n/a n/a ... / 2 Quarterly Report _ 2 _ For the Period Ended June 30, 2002 Notes: Policies reviewed/introduced for review include the following: l . Taxi & Limousine Regulating By-law 2. Adult Entertainment & Body Rub Parlour Regulating By-law Current Directions Direction % Completion/Estimated Complete Completion Quarter Taxi & Limousine Regulating By-law Review 80% 3r Adult Entertainment & Body Rub Parlour Regulating By- 90% 3rd law Introduction Key Goals/Objectives 2001 Goals/Objectives Projected Costs Quarter of (Savings) if Expected New Council — new objectives to be announced A lieable Completion Review Business/Strategic Plan(s) 4,h Financial Analysis Job Name Budget Year To Date Variance Council - Misc. 1163,500 45,547 70,953 RECOMMENDATION To be presented for information purposes. Respectfully Submitted, Lynn S. Buchner, CGA, AMCT LB 8/9/2002 TAX ARREARS ANALYSIS For the Period Ended March 31, 2002 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 2002 2001 2000 1999 1998+ (48,400) 1,663,210 518,963 181,740 434,812 (158,816) 1,247,169 437,162 161,369 433,290 5,263,900 974,897 376,367 158,191 432,662 4,967,145 854,209 368,135 154,693 423,075 669,880 719,374 307,076 150,593 424,894 517,229 669,411 296,118 140,319 377,625 Total 2002 2,750,326 2,120,173 7,206,017 6,767,258 2,271,818 2,000,703 0 0 0 "0 0 0 %Change 2001 27.9% 2,150,970 -71.3% 7,380,857 1.0% 7,131,880 3.5% 6,538,942 -9.9% 2,520,741 -7.5% 2,162,295 -100.0% 1,844,577 -100.0% 1,635,205 -100.0% 4,025,219 -100.0% 2,077,499 -100.0% 3,468,412 -100.0% 2,725,957 %Change 2000 8.1% 1,989,364 305.8% 1,818,979 8.2% 6,588,570 4.4% 6,260,994 12.2% 2,247,336 10.1 % 1,964,078 2.7% 1,795,890 -59.8% 4,066,859 9.2% 3,687,377 -60.6% 5,271,127 22.1 % 2,841,421 13.4% 2,404,781 lexcelltaxes12002 tax arrears LB 8/9/2002 TAX ARREARS ANALYSIS For the Period Ended March 31, 2002 2002 2001 2000 JAN 2,750,326 2,150,970 1,989,364 FEB 2,120,173 7,380,857 1,818,979 MAR 7,206,017 7,131,880 6,588,570 APR 6,767,258 6,538,942 6,260,994 MAY 2,271,818 2,520,741 2,247,336 JUN 2,000,703 2,162,295 1,964,078 JUL 0 1,844,577 1,795,890 AUG 0 1,635,205 4,066,859 SEP 0 4,025,219 3,687,377 OCT 0 2,077,499 5,271,127 NOV 0 3,468,412 2,841,421 DEC 0 2,725,957 2,404,781 8,000,000 7,000,000 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 0 TAX ARREARS ANALYSIS - 2002 JAN FEB MAR APR MAY JUN JUL ALG SEP OCT NOV DEC Month End I I O 2002 ® 2001 ❑ 2000 \excel\taxes\2002 tax arrears W Ontario Police ® ONTARIO PROVINCIAL POLICE Provincial provinciale (oxford county Detachment) Police de ('Ontario 90 Concession Street East Tillsonburg, Ontario N4G 4Z8 Tel. (519) 688-6541 Fax. (519) 688.5149 TO: INSPECTOR J.F. GOODLETT FROM: ANN CHEVERS DATE: June 17, 2002 'RE: CQNTACT'SUM&fA-R, = M [►1TH ; F A RtL 200'2 For your information, I would like to advise you of the results of the completed Customer Service Representative Contact Summary for the months of April and May 2002. The overall numbers showed the following stats: 0700 -1900 1900 - 0700 TELEPHONE CALLS APRIL 3782 1034 MAY 4259 1069 TOTAL TELEPHONE CALLS 8041 2103 WALK — INS APRIL 966 133 MAY 1408 148 TOTAL WALK — INS 2374 281 I have attached a copy of the overall totals for the months of April and May showing the breakdown of all categories for your perusal. This breakdown shows the contacts that are Tillsonburg oriented along with other areas policed and other Town of Tillsonburg contacts. As indicated at the bottom of the sheets, interaction with other police agencies on a regular basis has always been an ongoing occurrence. Qk. Ann Chevers Administration -fa" dam & 57"M CUSTOMER SERVICE RhFKh§gMnI A I I V IZ C+VIV i H1.. i OUIVI PU i NAME: DATE: APRIL 2002 TOTAL SHIFT: TOTAL REASON FOR CONTACT CALLS WALK - IN AM PM AM PM Calls Forwarded to Comm Centre re: iNTOWN Occurrence 111 60 171 92 22 114 Calls Forwarded to Comm Centre re: OUT of Town Occurrence 73 2 75 7 16 23 GENERAL Police Inquiry 2974 601 3575 673 66 739 TOWN Police Occurrence 34 71 106 29 2 31 entered by C.S.R. OTHER Oxford OPP 9 11 20 6 13 19 Occurrence entered by C.S.R 22 6 28 0 0 0 FIRE Inquiry FIRE Dispatch 16 3 19 0 0 0 BYLAW Ticket Payment 4 0 4 20 1 21 BYLAW Complaint 24 3 27 9 0 9 Criminal Record 35 45 80 37 4 41 Checks/Prints INTOWN Criminal Record 9 21 30 27 2 29 Checks/Prints OUT of Town CUSTOMER SERVICE 173 21 194 1 1 2 CALLS, i.e. PUC callout etc. OTHER 296 185 481 65 6 71 EMERGENCY SITUATIONS IN OFFICE 2 5 7 0 0 0 i.e. domestic, CAS "PLEASE NOTE: AssistanceAnquiries re: another Police Agency matter were often dealt with by Tillsonburg Police Service on a regular basis " f_II-qTnMIFR SERVICE REPRESENTATIVE CONTACT SUMMARY NAME: DATE: MAY 2002 TOTAL SHIFT: TOTAL REASON FOR CONTACT CALLS WALK - IN AM PM AM PM Calls Forwarded to Comm Centre re: INTOWN Occurrence 101 66 167 33 32 65 Calls Forwarded to Comm Centre re: OUT of Town Occurrence 68 11 79 3 5 8 GENERAL Police Inquiry 3379 718 4097 1000 76 1076 TOWN Police Occurrence 32 44 76 14 8 22 entered by C.S.R. OTHER Oxford OPP 18 7 25 2 3 5 Occurrence entered by C.S.R 13 5 18 1 1 2 FIRE Inquiry FIRE Dispatch 12 10 22 0 0 0 BYLAW Ticket Payment 43 0 43 32 1 33 BYLAW Complaint 79 2 81 9 0 9 Criminal Record 91 20 111 92 3 95 Checks/Prints INTOWN Criminal Record 37 18 55 50 5 55 Checks/Prints OUT of Town CUSTOMER SERVICE 118 51 169 2 7 9 CALLS, i.e. PUC callout etc. OTHER 266 116 382 167 3 170 EMERGENCY SITUATIONS IN OFFICE 2 1 3 3 4 7 i.e. domestic, CAS "PLEASE NOTE: Assistance/Inquiries re: another Police Agency matter were often dealt with by Tillsonburg Police Service on a regular basis " Review Access: • Public Private Committee: Open Council Author: Lana Verstraeten Author's Email: Lana Verstraeten/Tillsonburg Subject: Operations 2002 Second Quarterly Reports Details: SUBMISSION Presenter's Name: Director of Operations Presenter's Email: Request: Resolution Cc: History Thursday August 08 2002 01:12 PM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" 1 /•ir fr !• iiI �f /r REPORT Town of Tillsonburg DATE: July31, 2002 TO: D.C.Morris, A.M.C.T., C.A.O./Clerk REPORT NUMBER: 02002-19 FROM: S.T.Lund, Director of Operations RE: Operations 2002- Second Quarter Report PURPOSE Update council on the summary of Tillsonburg Operations for the Second quarter of the year 2002. GENERAL PROSPECTUS Generally, Operations Services was very busy implanting the 2002-business plan and budget with excellent success. Construction activity has been heavy on a variety of capital projects in all service areas. This second quarter has been very active with all staff working as an effective team achieving very good results. Operations Services continues to produce desired results in terms of equipment, labour, materials and resource sharing. The development industry continues to be active in site plans and subdivision activity. This has resulted in high requests for information, peer review and subdivision administration. It should be noted in the profit and loss statements that labour was budgeted under general or miscellaneous and being charged out to the Report - 2 - July 31, 2002 02002-19 different maintenance accounts. This will show variances within the labour component of all maintenance accounts. The next quarter will consist of continued construction, planning, survey, design and tendering of capital/reconstruction, operations maintenance continuing along with implementation of budgets and business plans for 2002 including the 5 year capital business plan for operations. COMMENTS Public Works — Roads Maintenance activity continued according to schedule and should be within budget. The 2"d quarter saw the start of spring maintenance duties, which include pothole patching, shouldering, inspections, street sign replacement and some catch basin cleaning. The year round operation of the transfer station and sewage pump station was successful. Significant activity scheduled for next quarter includes sewer flushing, line painting, tree trimming and sweeping. Engineering Engineering continues to be typically very active with the business plan proceeding well according to schedule and budget. Current major project management saw completion of water main reconstruction work on Queen Street, Third Street and Cat Alley, Soccer field servicing, Airport Taxiway extension, municipal parking lot 5A (besides Sears) and miscellaneous erosion projects. Work also commenced on the annual concrete curb and sidewalk and asphalt tenders was design completed and tendered in March. Peer reviews of all types of development remain very heavy. Report July 31, 2002 02002-19 -3- Next quarter projects include parking lot resurfacing, Kings Highway Connecting Link North Broadway repairs, miscellaneous water projects, resurfacing, curb and sidewalk repairs, 4th street railway repairs and pre - engineering survey work for Frank Street and Valley View Lane areas. Fleet All vehicles continue to be maintained well under the care of our Heavy and Class `A' mechanics. All capital vehicle replacements continued with the purchase of the digger derrick truck for the hydro operation and Public Works road grader. A new floor hoist was also ordered as per budget. The town must continue to budget for vehicle replacements through the use of reserves to ensure viability and safety of our fleet operations. Computerization of maintenance records, staff training, health and safety standards and fleet monitoring are ongoing long-term goals of this section. We have entered into a trial maintenance agreement with Malahide Township Fire Department. Work for the next quarter is sell the surplus generator, transit bus and assist in the Parks Shop relocation proposal to Public Works. We do not anticipate any major budget variances at this time. Building Inspection Residential, Commercial and Institutional permit values continue to be ahead of 2001 actual and 2002 projected total values. Industrial and institutional values are below anticipated 2002 projected. Total permit revenue to date is $39,805 and the Tillsonburg levy to date is $48,927.36. We have a total of 127 new building permits valued at $6,640,545 for the first half of 2002, up from 111 valued at $3,125,184 last year. Report July 31, 2002 02002-19 -4- Grading recommenced late last quarter in Southridge Subdivision and we hope to have deficiencies corrected shortly by the Subdivider and builders. Subdivision Administration Developments continued to proceed in Phase 2A of Oak Park Estates, Baldwin Place Phase 1 and approval of the Sandy Court Subdivision. Fire Services During the second quarter there were 36 emergency responses down from 45 same time last year. The nature of the responses was due primarily to alarm systems and structure related problems. Average response attendance was 18 firefighters compared with 14 last year. One significant loss was sustained last quarter totaling $30,000. The volunteer service took on 3 new members during the quarter and we have 3 others on a reserve list for future openings. Firefighter training continued which included practical fire suppression using apparatus and equipment. The reserve members also took part in the training. Apparatus and equipment is in satisfactory condition. 18 inspections were carried out, fire safety plan review and providing assistance with building owners to bring buildings into compliance with the Ontario Fire Code. 6 public education seminars/tours for approximately 500 people and 1 TAPP-C session were conducted in this period. Long term inspection, education and administration issues must be addressed as below average amounts of time are being spent on these legislated areas. It is expected the inspection, education and administrative issues will be dealt with in the Fire Marshal's Municipal Fire Protection Information Survey and Simplified Risk Assessment documents. Hydro Hydro staff continues to contract service to Tillsonburg Hydro Inc. Major Capital work involves voltage conversion from 4160 V to 27,600 V, which will result in lower line loss and reduced operating costs. Current capital work involves reconstructing Hydro lines on Simcoe Street and Potters Road. The Report July 31, 2002 02002-19 -5- next year will involve constructing high voltage lines into the industrial park to remove the substation and lower operating costs. Town staff on all fronts successfully ushered in the new hydro deregulated era including the implementation of our new utility software IT system. Staff continues to work to ensure a safe and reliable distribution system the town has enjoyed over the past number of years. The master service agreement between Tillsonburg Hydro Inc. and the Town of Tillsonburg has been finalized and the bylaw being passed by council. Water and Sanitary Sewer Water main replacement for Cat alley, Third Street, Goshen Street service replacement, soccer field service and Queen Street was completed during the 2"d quarter. This work should improve potable water and fire flows in these areas while improving pressure. 5 main breaks were reported. Main flushing was carried out on a systematic basis. About 80 turn on/off/new meters were carried out. 148 Hydrants were maintained and/or flushed. Locates (88) were completed. Retrofit of water meter is 75% carried out. Safety training and operator training continue annually and forms an important part of our business plan to ensure a safe a reliable water supply for the Town. 11 Sanitary sewer lateral inspections and monitoring has been extremely valuable in determining the nature and location of problem sewer laterals providing the homeowner excellent service while minimizes expense and waste in repairs. Staff has been assisting the county in water conservation, customer service, hydrant and main flushing, operational issues and water use enforcement. Town and County staffs finalized service agreements for water distribution and sanitary sewer collection, which were approved by council. Report July 31, 2002 02002-19 -6- Next quarter activity includes watermain reconstruction program, maintenance and operator training. 2002 Capital work will include valving the reservoir supply line at Hwy. 19 and Quarterline Rd. Public Works — Solid Waste Work continues with the County Waste Management Supervisor. Blue box recycling continues and results in the municipality being no longer out of compliance with the Ministry guidelines. Town continues to operate the Transfer station and provide leaf pick-up slated for the fall. RECOMMENDATION "THAT the Quarterly Staff Report from the Director of Operations dated July 31, 2002 be received" Respectfully submitted, S. T. Lund, P.Eng. Director of Operations Approved by, D. C. Morris,A.M.C.T. C.A.O./Clerk J REPORT Town of Tillsonburg DATE: July 12, 2002 TO: Steve Lund, Director of Operations FROM: Al McGilligan, Works Foreman RE: 2"d Quarterly Report — Operations Roads PURPOSE To provide the second quarterly report for the period to July 12, 2002 BACKGROUND This is the second Quarterly Report for the Roads section for the year 2002, which is a requirement of the Re -organization at the Town of Tillsonburg. Quarterly Report - 2 - For the Period July 12, 2002 Performance ,1Vleasures Measures — Roads 2000 2001 M- Output Measures — quantity Population 14,000 14,500 141500 No. of km. of roads 106 108 108 No. of km. of sidewalks 160 160 160 Km. road resurfaced per year 2 4 0 No. of signs replaced per year 195 286 312 No. of Storm Water Management Ponds 4 6 7 Efficiency Measures (Cost per Unit) Cost per km. of road (actuals) N/A $53,582.63 N/A Cost per km. of road winter maintenance (actuals) $974.82 $11,368.51 N/A Effectiveness/Customer Service Measures 2000 2001ZOO R No. of litres of traffic paint placed 2,420 31,120 0 No. of complaints/concerns per year 450 267 107 No. of complaints per km. 4.25 2.47 0.9 No. of Boulevard trees maintained per year 70 149 0 No. of encroachment permits per year 20 18 07 No. of tonnes of cold patch placed per year 45 44.16 29.82 Tonnes Tonnes Tonnes Appreciation Ietters/Phone calls 10 12 09 P Quarterly Report _ 3 - For the Period July 12, 2002 Current Directions The following is a brief summary of the work that is being completed at the Operations Services Roads to date for the year 2002. Regular maintenance activities include but are not limited to: Maintenance Activities — Roads In Progress Estimated Completion Date Street and parking lot sweeping 50% October 2002 Line painting 0% September 2002 Tree trimming, cabling and removals 0% November 2002 Sanitary and storm sewer flushing 0% October 2002 Asphalt patching 50% December 2002 Shouldering 50% November 2002 Waste transfer station operation 50% December 2002 Sewage pumping station 50% December 2002 Inspection of roads and bridges 50% December 2002 Guide rail replacement 50% December 2002 Changing worn street name signs 50% December 2002 Maintenance Activities — Roads (continued) In Progress Estimated Completion Date Assisting all other Tillsonburg Services as needed 50% Ongoing Along with the Director of Operations and the 50% Ongoing Parks and Facilities Manager, investigating the feasibility of moving the Parks to the Works yard at 20 Spruce Street. Along with Engineering, working to identify 50% Ongoing future Roads Projects. Follow-up on other Risk Management areas in 50% Ongoing Town. 3 Quarterly Report - 4 - For the Period July 12, 2002 Key G&kK9h bi ectiyt s 2002 Goals/Objectives — Roads Additional Costs Quarter of (Savings) if Expected Applicable Completion Date Resurfacing 3rd Reconstruction 3rd Curb and Gutter 4th Sidewalks 4th Recycling — Gubush Farm Site 4th Guide rail — Brock St. E. at Lisgar Ave. I st Storm & Sanitary Sewer flushing program 4th Year To Job Name Budget Date Variance Roads - Miscellaneous 114,671 83,654 31,017 Roads-County-Misc Maintenance - 90 (90) Roads- Building Maintenance 41,649 13,523 28,126 Roads -Miscellaneous Equipment 2,000 - 2,000 Roads - Bridges 21,000 - 21,000 Pedestrian Bridges 2,450 857 1,593 Surface Maintenance - Loosetop 46,500 17,215 29,285 Surface Maintenance - Patching 74,800 23,790 51,010 Roads -County -Surface Patching - - - Safety - Guiderails 22,500 8,323 14,177 Safety - Railway Maintenance 30,550 13,304 17,246 Safety - Town Traffic Devices 27,600 4,260 23,340 Safety - Zone Painting 41,000 10,667 30,333 4 Quarterly Report - 5 - For the Period July 12, 2002 Safety - Signs & Markings 46,350 19,126 27,225 Safety -Street Lighting&Signals 133,350 7,021 126,329 Roads -County -Traffic Lights - 4,997 (4,997) Roads-County-Signs&Markings - 400 (400) Street Maint.-Sweeping/Flush 78,000 29,340 48,660 Street Maint - Debris & Litter 50,950 24,007 26,943 Street Maint. -Storm Flooding 14,000 1,269 12,731 Roads-County-Sweeping/Flushing - - - Roads -County -Debris & Litter - 30 (30) Winter Maint - Snow Plowing 68,000 16,291 51,709 Winter Maint - Sanding & Salt 136,100 51,435 84,665 Winter Maint- Snow Removal 56,800 29,737 27,063 Winter Maint.- Sidewalks 37,250 9,418 27,832 Roads -County -Sanding - - _ Roads -County -Winter Maint. Roads -County -Winter Standby - - - Roads - Landscaping 19,350 648 18,702 Landscaping - Mowing/Spraying 73,000 18,222 54,778 Landscaping-Brush/Tree Removal 70,950 7,462 63,488 Landscaping - Trees 10,000 555 9,445 Roads-County-Mowing/Spraying - - _ Roads -County -Brush Cutting - _ _ Roads -County -Tree Trim/Removal - 121 (121) Roads - Sidewalk Maintenance 40,000 265 39,735 Roads - Curbs & Gutters Quarterly Report _ 6- For the Period July 12, 2002 20,000 923 19,077 Storm Sewers & Drains 92,200 22,561 69,639 Roads -County -Curbs & Gutters - - _ Roads -County -Storm Sewers - - _ Roads -Eros Control 71 Trottier 10,000 11,457 (1,457) Roads -Eros Control 25 Ridge BI 10,000 515 9,485 Roads -Eros Control George St 10,000 (854) 10,854 Roads -Eros Contrl VanNorman Dr 10,000 8,821 1,179 Roads- Caboose Relocation 7,500 - 7,500 Roads -Coronation Pk Ped Bridge 83,864 - 83,864 Roads-Kamps Cr-Denrich-Sanders 16,000 - 16,000 Roads - 4th St and CPR 14,000 8,516 5,484 Roads - Baldwin Place - _ _ St. Lighting&Sig -Bidwell St - 3,556 (3,556) St Lights&Signals-Brookside - _ _ St Lgting&SigSys Baldwin Place - 2,356 (2,356) Roads - PCB Removal 22,000 25,526 (3,526) North Pk Drain North St to SWM - 2,746 (2,746) Resurf-Ball St Simcoe-Neff Al. 30,000 234 29,766 Resurf - Fairfield Crescent 10,000 464 9,537 Resur-ParkwdDr-Brock-Fairfield 40,000 293 39,707 Resurf - Cardinal Court 30,000 859 29,141 Resurf-Fourth St LisgarAv-King 20,000 1,062 18,938 Resur-Concession-LisgarAv-King 25,000 496 24,504 Resurf-Townline-CedarSt-Vienna 25,000 - 25,000 Ai Quarterly Report - 7 - For the Period July 12, 2002 Road Reconstruction-w Bayham Roads-Brdwy-NorthSt-NorthLimit 16,000 - 16,000 Sidewalk-HymanS-TillsonAv-bend 28,000 - 28,000 Sidewalk - Denrich Drive 35,000 - 35,000 Sidewalk - Segal Drive 5,000 - 5,000 Sidewalks-26-42 Alexander St 3,500 - 3,500 Sdwk-DerehamDr Wilson-midblock 7,000 - 7,000 Soccer Field 22,950 6,247 16,703 Repl Traffic Signl Controllers 25,000 - 25,000 Roads - Concession St Sidewalk 14,000 5,451 8,549 Simcoe St Street Lights & Sig. - 330 (330) Potters Rd Street Lights&Sig. - - - Bloomers St Street Lights&Sig - - - Welimaster - Street Lights&Sig - - _ Wren Ct Street Lights&Sig - 2,871 (2,871) Broadway Lots -Hydro Servicing - 160 (160) Resurfacing -Beech Blvd/OakPark - 2,569 (2,569) Oak Park Estates -St Lgting&Sig - 338 (338) 1,8909834 503,525 1,387,309 7 Quarterly Report - 8 - For the Period July 12, 2002 Job Name Budget Year To Date Variance Parking - Miscellaneous Parking- Sweeping Parking - Snow Removal Parking - Line Painting Parking - Signage Toplift Bidwell St Lots(phase) Sears Parking Lot Downtwn Municipal Lot Patching Brdwy&Oxfd Lot (Former Esso) Job Name (79,500) 4,918 (84,418) 2,500 - 2,500 34,000 3,211 301789 3,000 - 3,000 - 30 (30) 35,000 - 35,000 45,000 4,375 40,625 20,000 - 20,000 - 148,592 (148,592) 609,000 1611,126 (101,126) Budget Year To Date Variance Solid Waste & Rec - Misc. 102003 (68,861) 78,864 Solid Waste - Leaf collection 51,000 - 51,000 Solid Waste - Christmas Trees (5,000) - (5,000) Solid Waste - Brush & Metal (5,300) 41,977 (47,277) 50,703 (263,884) 771,587 Our Customers of the Town of Tillsonburg are expecting clean and debris free streets so we will have to keep an eye on the Debris & Litter, Street Sweeping accounts, and maybe adjust them in 2003 to keep our Town clean. All Roads, Parking, Solid Waste accounts are doing well as to date. Figures are available at this time for you to view. The PCB removal was over by $3,500.00 because of transportation price hikes by the contractor's. Due to the continued growth of the Town of Tillsonburg and the ongoing Governmental Downloading, Roads Maintenance Budget Changes/Increases should be of top priority so that we (the Town of Tillsonburg) can continue to provide safe and reliable Roads System Service now and in the future. .1 • yu 2 � t am �{ R ti Quarterly Report - 10 - For the Period July 12, 2002 Brock Street East At Lisgar Ave Hwy 19 South South Broadway 10 Quarterly ReportFor the Period July 12, 2002 RECOM VIENDA IQN That the contents or excerpts from this report be brought forward to Council for information purposes. Respectfully Submitted, AI McGilligan Foreman, Operations Services - Roads 11 REPORT Town of Tillsonburg DATE: July, 2002 TO: Steve Lund, P.Eng, Director of Operations NO: 011231 210 building FROM: Doug Robertson, Chief Building Official RE: Report for January to June 2002 — Building PURPOSE To provide a Building activity report for the first half of 2002. BACKGROUND This report covers the period from January 1, 2002 to March 31, 2002 for The Building Department. Performance Measures Measure 2000 2001 2002 2002 Projected Actual Output Measures — Quantity Residential (value) Commercial (value) Industrial (value) Institutional (value) Efficiency Measures - $ Cost Building permit turnaround (days) Effectiveness/Customer Service Increase in assessment 65,980,597 53,5712503 877,950 1,147,715 7,000,000 4,319,445 5002000 3941500 61,4981,022 1,937,100 31,500,000 1,353,400 1111194 393,500 1,500,000 5731,200 10 5 5 5 Planning Second -Quarter Report For the Year 2002 - 2 - # of inquiries 2000 2200 185 Current Directions Direction % Completion/Estimated Complete Completion Quarter Continuous needs to educate customers of the changes to various regulations Promotion of the department through local activities — ie. Home & Rec. Show Promote more public awareness — ie. information literature for real estate market, lumber stores, Participation in a potential Builders' Group — one or two meetings per year — currently offer participation at Oxford County Builders Association meeting once per year To make use of a GIS program (LRIS) To improve tracking of permits, inspections and any other reports through LRIS and electronic records management program To provide month end activity reports Increase efficiencies in the permit application process, inspection process, compliance to regulations enforced by the department Improve permit review and issuance time, follow-up and investigative effectiveness Improve planning process and tracking systems to insure timely customer service continuous 100% Home and Rec. Show a Success continuous 100% Developing handouts as required 50% Permits inputted monthly 20% Reports portion functional, ERM not fully implemented 100% Building reports computer generated monthly 50% Due to additional staff 50% Due to additional staff 2 Planning Second -Quarter Report For the Year 2002 -3- participate electronic records management program to 100% In progress- started coordinate property files inputting older permits Key Goals/Objectives 2001 Goals/Objectives Projected Costs Quarter of (Savings) if Expected Applicable Completion Electronic records management program to continuous access property file information Financial Analysis Job Name Budget Year To Date Variance Building - Miscellaneous 18,556 (16,093) 34,649 Notes to financial information: 1. Building Revenues actual to Date: Permit fees $39,805.00, Till Levy $48,927.36 RECOMMENDATION To be presented for information purposes. Respectfully Submitted, Doug Robertson 3 1•ir !r r ,r'� � .• lT �I • . REPORT Town of Tillsonburg DATE: June 30, 2002 TO: Steve Lund, Director of Operations NO: 010630 550 Engineering FROM: Peter Fung, P.Eng. Manager of Engineering RE: 2"d Quarter 2002- Engineering PURPOSE To provide a quarterly report ending June 30, 2002. BACKGROUND This is a 2"d quarter report - Operations Services Engineering. Performance Measures Measure 2001 2002 2°d Quarter Output Measures — Quantity No. Of Contacts 10 9 No. Of Subdivisions 5 4 Development files 26 16 Minor Variances, Re -zonings, Cof A's 35 20 Municipal Consent 20 g ... / 2 Engineering 2nd Quarter Report - 2 — For the Period Ending June 30, 2002 Efficiency Measures - $ Cost 2001 2002 nd 2Quarter Effectiveness/Customer Service No. Of Enquiries/yr 200 110 No. Of consultants and Contractors 35 70 No. Of Sales Representatives 35 18 No. Of Developers 12 10 Current Directions Direction % Completion/Estimated Complete Completion Quarter Develop an ongoing Engineering standards program 25% Input the storm and sanitary sewage data into AutoCAD 90% Standardize all engineering specifications and standards 10% Update software to accommodate the demand Attendance the water and sewage conference and relevant seminars will assist in new design and technology for better and efficient service Continue to arrange the staff attend workshops and seminars to obtain new technology and idea. Further computer training for staff. Attend the water and sewage design course to update the design for the sewage system Consolidate Engineering Records Inventory from Public Services and PUC To rearrange the filing system for the maps and drawings Continued proficiency and safety training to keep pace with current Technology R 30% 10% 25% Ongoing Ongoing Ongoing 3d Quarter Ongoing 41h Quarter Ongoing 4th Quarter 10% Ongoing 3rd Quarter 0% 4`h Quarter 90% 90% 10% Ongoing Ongoing Ongoing Engineering 2nd Quarter Report - 3 — For the Period Ending June 30, 2002 Key Goals/ Objectives 2002 Goals/ Objectives Projected Costs Quarter of (Savings) if Expected Applicable Completion Input all sewage data into AutoCAD (100% of project costs) Create filing system for engineering files (100% of project costs) Re -arrange all maps and drawing files (100% of project costs) Update necessary equipment (20% of project costs) Update Necessary Computer Programs (100% of project Revised and Updated the Design Criteria of costs) Town of Tillsonburg Asphalt Tender (15% of project costs) Concrete Tender (15% of project costs) Queen Street & Third Street Watermain (15% of project costs) Installation Review As Constructed Subdivision Drawings (5% of project costs) Parking Lots Tender Minor Soccer Field Servicing Airport Taxiway (15% of project costs) (15% of project costs) (15% of project costs) 3 Ongoing Ongoing Ongoing Ongoing Ongoing Completed Completed Completed Ongoing Completed Completed Completed Engineering 2nd Quarter Report - 4— For the Period Ending June 30, 2002 Update electrical system into AutoCAD including Street lights Sod Tender Erosion Projects (90% project costs) Ongoing (15% project costs) Completed (15% project costs) Completed Job Name Budget Year To Date Variance Operations Admin-Miscellaneous 88,183 130,846 (42,663) Job Name Budget Year To Date Variance Engineering - Miscellaneous 86,674 86,065 609 Job Name Budget Year To Date Variance Conservation - Miscellaneous - 1,000 (1,000) Job Name Budget Year To Date Variance Enterprise Services - Misc. Services - Fibre Optics Services -Water Heater Rentals Services - Sentinel Lights Services - Bell Services - Rogers Cable Services - MTO Services - Sewer Camera Work Services - Water Repairs Services - Electrical Services - Storm Assistance - (4,582) 4,582 (10,320) - (10,320) - 4,747 (4,747) 4,000 43,778 (39,778) - 234 (234) - 469 (469) - (124) 124 - 335 (335) - 2,677 (2,677) - 5,033 (5,033) (6,320) 521,567 (581,887) En Goin to End Of This Yea 1. Caboose Relocation 2. Water main Inspection 3. Revise and update the Design criteria of the Town of Tillsonburg 4 Engineering 2nd Quarter Report - 5 — For the Period Ending June 30, 2002 4. To obtain second license for Auto Cad Station 5. In -line valve (North Broadway) 6. Watermain Construction (Edgewood Drive Area) 7. Booster Pump (Southridge Subdivision) 8. North Broadway (MTO) From North Street to Town Limited 9. Estimated cost for Capital Projects 10. Resurfacing 11. Sidewalk and Curbs and Gutters 12. Mudrail — 4 "' Street Completed As Of June 30,200211 1. Construction of Soccer Field External Club House Servicing 5 Engineering 2nd Quarter Report - 6 — For the Period Ending June 30, 2002 2. Construction of the Airport Taxiway 3. Erosion proiects efore (George St, e or (Trottier Drive) fte� A i Engineering 2nd Quarter Report - 8 — For the Period Ending June 30, 2002 4. Demolition of Old Esso Building 5. Installation of Manhole on Fourth Street Engineering 2nd Quarter Report - 9 — For the Period Ending June 30, 2002 6. Watermain On Cat Alley 7. Sears Parking Lot Engineering 2nd Quarter Report - 10 — For the Period Ending June 30, 2002 8. Guardrail on Highway 19 9. Watermain on Queen Street 10 Engineering 2nd Quarter Report 11 For the Period Ending June 30, 2002 1 O.Obtain Survey Software License (Eagle Point) ` 1.Sewer Video and Sod Ouotation contracts were awarded. Respectfully Submitted, Peter Fung, P.Eng., Manager of Engineering REPORT Town of Tillsonburg DATE: July 3, 2002 TO: Steve Lund, Director of Operations NO: FROM: Ken Eden, Fire Chief RE: 2nd. Quarter Report 2002 — Fire Services PURPOSE To provide a quarterly report for the period ending June 30, 2002 respecting the operation and status of Tillsonburg Fire Services. BACKGROUND The following is a summary of the Emergency Response, Protection, Prevention, Public Education and Training activities in the 2nd. Quarter of 2002. EMERGENCY RESPONSE During the quarter we responded to 36 emergency calls, down from 45 in 2001, broken down as follows: MONTH 2001 2002 April 21 6 May 12 18 June 12 12 Average attendance was 14 firefighters in 2001 and 18 in 2002. .../ 2 Quarterly Report - 2 - For the Period Ending June 30, 2001 Breakdown of the emergency responses in 2002 as follows: TYPE # of Calls % of Total Alarm Systems 15 47% Vehicles 3 9% Structure 5 16% Grass and Brush 1 3% Mutual Aid 1 3% Odour Investigation 0 0% Other 7 22% • In addition there was 1 open burning complaint, 2 carbon monoxide detector activation investigations and 1 smoke detector activation investigation. • There was one significant loss to property in this quarter but there were no deaths or injuries. May 16 73 Goshen Road Fire in a dust collector $30,000 Accidental origin • We took on three new members during the quarter and also are fortunate to have three others on a reserve list for future openings. The reserve members are also participating in our training program and all of the new firefighters are doing very well. TRAINING • During the second quarter the Tillsonburg Fire Services had 6 training sessions attended by an average of 22 firefighters. • The training program included hands-on practical training with apparatus and equipment. • The training program has been coordinated by the career staff with the training being delivered by the career staff and certified trainer facilitators. 2 Quarterly Report - 3 - For the Period Ending June 30, 2001 FIRE PREVENTION AND PUBLIC EDUCATION • Fire prevention activities included building inspections, review of fire safety plans and assisting building owners and contractors in making the necessary changes to bring buildings into compliance with the Ontario Fire Code. • During the quarter there were 18 building inspections done, 6 public education seminars and/or tours conducted with approximately 500 people participating and 1 TAPP-C session. APPARATUS AND EQUIPMENT • All apparatus and equipment continues to be satisfactory and in good operating condition. No significant problems are foreseen with this equipment for the remainder of the year. • Apparatus and equipment continues to be adequate for our present needs. FINANCIAL ANALYSIS • We have no concerns at present concerning our ability to operate within the approved budget. PERFORMANCE MEASURES • Performance continues to be difficult to measure and quantify especially with the lack of full time staff to deliver programs. • Inspections are being done on request or complaint as soon as possible and Public Education activities are being done on request only. 3 Quarterly Report - 4 - For the Period Ending June 30, 2001 CURRENT DIRECTIONS • Work has started on a Master Fire Plan • Maintaining inspections and public education on a request basis • Maintain firefighter training programs • Continue to seek sources of revenue and community partnerships. GOALS AND OBJECTIVES • Investigate the benefits of Automatic Aid agreements. • Improve and increase Public Education and Fire prevention initiatives. • Attempt to secure dispatch contracts with other municipalities. We have two prospects we are actively working with at the moment and have at least one other we will be pursuing in the fall. SUMMARY • The fire department continues to be adequately equipped and trained to handle the emergency calls received. • The department continues to operate within the approved budget. • Our main area of concern is the lack of staff to deliver the mandated levels of fire prevention and public education programs. Respectfully submitted, Ken Eden, Fire Chief 4 Quarterly Report For the Period Ending June 30, 2001 CORPORATION OF THE TOWN OF TILLSONBURG Date: July 3, 2002 To: Steve Lund, Director of Operations From: Ken Eden, Fire Chief/Fleet Manager REF: 2nd. Quarter Report — Fleet (2002) Purpose Report on Fleet Operations and Maintenance activities. Background During the quarter we took delivery of a backhoe/loader, a van, and a street sweeper, all tendered earlier. We also purchased the road grader that we had been renting and placed an order for a digger derrick. Costs are as follows: (Including taxes but before GST rebate) ITEM Digger derrick Road grader ACTUAL $243,296.46 91,575.00 BUDGET $240,000.00 95,000.00 EST. DELIVERY Late fall In service We did not experience any major unbudgeted breakdowns or repairs. We have now ordered the new floor hoist because the old one would not certify and was too costly to repair and the proposed move of the Parks shop will be delayed. We have entered a maintenance agreement with the Malahide Township Fire Department on a trial basis and have also done contract work for the Ingersoll and Norwich Township Fire Departments. SHORT TERM GOALS • Continue to seek sources of outside revenue for emergency vehicle repairs. • Finalize the design of the renovation to house the Parks equipment. • Sell the surplus generator purchased in preparedness for Y2K. • Sell the remaining transit bus. LONG TERM GOALS • Computerize maintenance records. • Maintain an adequate equipment replacement plan and reserve fund. • Maintain shop tools and equipment inventories. • Implement and maintain staff training. • Maintain Occupational Health and Safety standards. • Continue to monitor and evaluate the fleet replacement schedule. FINANCIAL STATUS We do not anticipate budget difficulties at this time. SUMMARY We have not experienced any problems to date. Respectfully, Ken Eden, Fire Chief/Fleet Manager REPORT Town of Tillsonburg DATE: July 5, 2002 TO: Steve Lund, Director of Operations NO: 020406 700 water FROM: Bryan Drinkwater Operations Utility Manager RE: 2nd Quarterly report - Water PURPOSE: To provide a brief report. BACKGROUND This quarterly report covers the period from April 4, 2002 to June 25, 2002 for Water operations and capital. Dor�i�rms�rnn Meso�irec • Notes to Performance Measures: Fire Hydrants /flushed, raised , repaired Scheduled Water main flushing Water main break Miscellaneous Customer Service -water turn on/off, new meters Inspections of water/storm/sanitary (new housing) Estimated % Complete Numbers Completion Date 148 As needed 36 days (1 man) Dec./2002 5 As needed 80 As needed 18 As needed Customer Complaints/Enquiring , dirty water, etc. 47 Continuous Water Meters Installation (retro-fit) 75% 39 Ongoing Safety training/workshops (3 FTE's) 37 Hrs. Ongoing Water heater installation 6 Ongoing Water Testing (C12 residual/turbidity) 50% 70 Ongoing Sewer camera inspections 11 Ongoing Locates (Hydro) 88 Ongoing Locates (Water) 87 Ongoing Fire hydrants (painted & greased) 100 % 144 End 2nd Quarter Current Directions Direction % Completion/Estimated Complete Completion Quarter Co-ordinate Service delivery of water system services Ongoing -Ongoing with the County Cross train operators to deliver sanitary sewer lateral Ongoing inspection and locating Services And Maintenance Ongoing - Complete capital Program for 2002 including Ongoing Valving Highway 19 and Quarterline Road on 500mm 0% 3Fd Quarter 2002 trunk main Booster Pumps Southridge Subdivision 25% Late July early Aug. County has all specifications and pricing for pumps from 2002 Town of Tillsonburg. Water Study Update Ongoing - Participate in county well head protection study Ongoing Ongoing Water conservation programs (Lawn Watering) as required R Direction % Completed Completion/Expected Quarter Soccer club (water, sanitary) 100% End June 2002 Beech Blvd. 100% End June 2002 (water,sanitary,storm) Goshen Street (tie/over) 95% Road restoration (2"d,3rd week July) Cat Alley water main 100% Completed 2"d quarter replacement Queen /Third Street 100% Completed 2"d quarter Respectfully Submitted, Bryan Drinkwater Operations Utility Manager 3 Staff Report - 2 - .luly 2, 2002 Personnel Policy Review All positions at the Directors' level or above will be subject to Council approval. The aforementioned recruitment process may be aborted and/or amended at anytime upon review and determination of a significant change in the job description. Section 108 — SALARY ADJUSTMENTS — to ensure the document remains relevant and effective The salary ranges will be subject to review every three years. Section 109 — MEDIA RELATIONS — to reflect the terms of the new media policy Section 201 — EMPLOYMENT CATEGORIES — reference to salary or hourly under Regular Full-time definition for clarification. Section 206 — PERFORMANCE EVALUATION — added "For salaried employees, " prior to reference to salary adjustments based on results of the evaluation. Section 303 — VACATION BENEFITS — added the sentence "Vacation must be taken by half day or full days only and not by hourly intervals." Section 304 — HOLIDAYS — Deleted sections to conform to the new Employment Standards Act. Section 401 — TIMEKEEPING — responsibility of time sheet accuracy this changed to supervisor to reflect current practice. Section 501 — SAFETY — changed matters of safety to be brought to the attention of the Joint Health & Safety Committee rather than the Director of Corporate Services now that we have a Joint Health & Safety Committee. Section 505 — REST AND MEAL PERIODS — amended in accordance with the Employment Standards Act and restricting rest periods to for workdays consisting of at least seven hours. Section 506 — OVERTIME — clarification of wording in accordance with the Employment Standards Act. Section 507 — USE OF VEHICLES — added the following Employees required to use a Town vehicle or their personal vehicle for Town business shall be required to provide proof of a valid drivers licence and employees are required to inform their supervisor if their drivers licence is no longer valid or becomes suspended. Section 804 — OVERTIME/CALL OUT COMPENSATION RATES — omitted reference to overtime rates application previously addressed in Section 506. Section 806 — MILEAGE REIMBURSEMENT RATE — eliminated in -town allowance and out of town mileage rate and included a provision for reimbursement to be reflective of the current Canada Customs and Revenue Agency regulations. Section 807 - SEMINAR/CONVENTION, CONFERENCE PER DIEM RATES — eliminated per diem and provided for reimbursement, subject to providing receipts, for seminar/convention and conference related business authorized to attend for accommodations, meals, travel and parking. Meals have been capped at $30 per meal per person. Staff Report - 3 - July 2, 2002 Personnel Policy Review RECOMMENDATION For Council to consider the following resolution: "THAT the Staff Report dated July 2, 2002 regarding the Personnel Policy Review be received; AND THAT By-law No. 3027 being a By-law to Adopt a Personnel Policy and repeal By-law No. 2927, to recognize the amendments to Schedule "A"of By-law No. 2927 be presented to Council for enactment. " Respectfully Submitted, Lynn S. Buchner, CGA, AMCT Town of Tillsonburg 1 Personnel Policy By-law No. 2M3027 TABLE OF CONTENTS NO. POLICY TITLE S.0 INTRODUCTION 010 Introductory Statement S.I EMPLOYMENT 101 101—Equal Employment Opportunity 102 Recruitment 103-IO2-- Nepotism 4-04104 Conflicts of Interest 4-04105 Gifts and Benefits 4-05106 Outside Employment 4-06107 Non -Disclosure 444108 Salary Adjustments 4-08109 Media Relations 4-09110 Distribution of Literature from Outside Agencies S.2 EMPLOYMENT STATUS & RECORDS 201 Employment Categories 202 Access to Personnel Files 203 Personnel Data Changes 204 Introductory Period 205 Employment Applications 206 Performance Evaluation 207 Corporate Retirement Age S.3 EMPLOYEE BENEFIT PROGRAMS 301 Income Protection 302 Employee Benefits 303 Vacation Benefits 304 Holidays 305 Worker's Compensation Insurance 306 Time off to Vote 307 Jury Duty 308 Witness Duty 309 Educational Assistance 310 Safety Clothing Allowance 311 Health Club Membership Town of Tillsonburg 2 Personnel Policy By-law No. 2M3027 SA TIMEKEEPING & PAYROLL 401 Timekeeping 402 Payday 403 Employment Termination 404 Severance Pay 405 Pay Advances 406 Administrative Pay Corrections 407 Pay Deductions and Setoffs S.5 WORK CONDITIONS & HOURS 501 Safety 502 Work Schedules 503 Use of Phone & Mail Systems 504 Smoking 505 Rest and Meal Periods 506 Overtime 507 Use of Vehicles 508 Emergency Closings 509 Seminar/Convention, Conference Expenses 510 Visitors in the Workplace 511 Computer and E-Mail Usage 512 Workplace Monitoring S.6 LEAVES OF ABSENCE 601 Leaves of Absence 602 Medical Leave 603 Pregnancy/Parental Leave 604 Long Term Disability Leave 605 Bereavement Leave S.7 EMPLOYEE CONDUCT & DISCIPLINARY ACTION 701 Employee Conduct & Work Rules 702 Security Inspections 703 Progressive Discipline 704 Problem Resolution 705 External Complaints Procedures S.8 MISCELLANEOUS 801 Organizational Chart - Part 1 802 Organizational Chart - Part 2 803 Job Descriptions Town of Tillsonburg 3 Personnel Policy By-law No. 2M3027 804 Safety Clothing Annual Allowance Amount 805 Overtime Compensation Rates 806 Mileage Reimbursement Rate 807 Seminar/Convention, Conference Per Diem Rates 808 Employee Acknowledgment Form & Non -Disclosure Agreement 809 Employee Disclosure of Interest Form 810 External Employee Complaint Form Town of Tillsonburg 4 Personnel Policy By-law No. 29273027 010 INTRODUCTORY STATEMENT The Corporation of the Town of Tillsonburg is structured under the Chief Administrative Officer (CAO) system of governance, the details of which are provided in the attached organization chart. The Director of Corporate Services assumes responsibility of human resource issues in accordance with both federal and provincial legislation and policies and procedures adopted by municipal by-laws. This document is intended to inform all non -union employees of the rights, privileges and benefits of their continued employment with the Town of Tillsonburg and what the Town of Tillsonburg expects of them with regards to these conditions. The Mayor and Council will retain overall responsibility for personnel management through the CAO for the Town of Tillsonburg. Council will be responsible for setting policy for the management of the Town's resources and for determining priority in their execution. Staff will be responsible for ensuring that these policies are implemented. This policy covers full and part-time employees of the Town of Tillsonburg, its local boards, commissions and any appointments made by Council. Once policies are approved and priorities are ordered, staff will carry these forward. Council Members will not become individually involved in the Town's administrative work nor in the operation of its equipment. Staff is expected to keep Council informed of any changes in the ordered priorities. Town of Tillsonburg 5 Personnel Policy By-law No. 2=3027 101 EQUAL EMPLOYMENT OPPORTUNITY In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Town will be based on merit, qualifications, and abilities. The Town does not discriminate in employment opportunities or practices on the basis of race, colour, religion, sex, national origin, age, or any other characteristic protected by law. Full consideration will be to given to education, aptitude training, experience and character and other criteria which may be required for a specific job. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. 102 RECRUITMENT In order to promote advancement from within the corporation vacancies for permanent full-time positions will be advertised to existing_ employees. Postings will be circulated by email and physically posted in each workplace by the area supervisor on a Friday and will close the following Friday. If upon completion of the internal posting_ process, there are no suitable and qualified applicants for the position, the following external posting_ process shall be followed. The Director of Corporate Services, in consultation with the CAO and any other Director as appropriate, will prepare and place the advertisement using the most effective external recruitment media. This may include newspapers, professional publications, university/college recruitment offices. Offers of employment will be prepared by the Director of Corporate Services in consultation with the CAO and any other Director as deemed appropriate by the CAO. All positions at the Directors' level or above will be subject to Council approval. The aforementioned recruitment process may be aborted and/or amended at an, ime upon review and determination of a significant change in the job description. 402-103 NEPOTISM An employee, including a Member of Council, shall not use improperly their influence in order to Town of Tillsonburg 6 Personnel Policy By-law No. 2M3027 obtain appointment, promotion, advancement, transfer or any other advantage within the Town on behalf of themselves or a family member, or to affect the proper outcome of any procedure established by the Town or legislation. Relatives of persons employed by the Town and of elected officials of the Town may be hired only if they will not be working directly for or supervising a relative. The Town's employees cannot be transferred into such a reporting relationship. If the relative relationship is established after employment, the individuals concerned will decide who is to be transferred. If that decision is not made within 30 calendar days, the CAO will decide. In other cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by reassignment. For the purposes of this policy, a relative includes: (a) children (adult or minor), parents and siblings; and (b) spouse, including common law, of those persons named in (a). Town of Tillsonburg 7 Personnel Policy By-law No. 2M3027 I 4OX104 CONFLICTS OF INTEREST I All employees of the Town are expected to act in the best interest of the Town, promote its goals, objectives and policies and act in a manner consistent with the highest moral, legal and ethical principles. Public confidence in the Town is put at risk when the conduct of an employee involves or appears to involve a conflict of loyalties. The public interest is best served when employees recognize that the trust placed in them by the community requires that they: ■ base their decisions and conduct on a proper consideration of the general good of the community, and exclude improper advantage to any person or group; ■ ensure that the potential for conflict between personal interests, whether pecuniary or otherwise, and the requirements of public duty, is minimized; and ■ ensure that any conflict, including apparent conflict, between public duty and private interests which does arise is resolved as quickly as possible, and in favour of the public interest. Disclosure of Interest A potential for conflict of interest exists where an employee or his or her family has an interest, direct or indirect, in a property matter, a business dealing, or similar circumstances that is before the council/local board or committees thereof of by any officers or officials of the council/board for consideration or disposition. Any employee with a potential personal interest shall advise his or her supervisor in writing of the matter under consideration and the general nature of the interest. Designated family members, of the above -named employees, include: ■ spouse; ■ minor children; and ■ companies controlled by the employee, spouse or children. Disclosure procedure ■ An employee shall, as soon as he or she is aware of any interest, direct or indirect, that he or she, or his or her family, may have in any matter under consideration by council/local board or committees thereof of by any officers or officials of the council/board, disclose the existence and general nature of the interest to his or her supervisor. ■ The disclosure shall occur as soon as the employee is aware of the interest and prior to any decisions, discussions or disposition of the matter by staff or the council or local board. ■ The disclosure shall be in writing, on the form provided. Disclosure access An employee's written disclosure of interest shall be placed in the employee's personnel file and maintained there for the duration of his or her employment. Access to the written disclosure of interest may be available, upon request, where the employee was solely responsible for the decision made. Town of Tillsonburg 8 Personnel Policy By-law No. 2M3027 4-04105 GIFTS AND BENEFITS Employees are prohibited from accepting gifts or benefits except those related to protocol or social obligations. Upon receipt of or an offer to accept a gift or benefit the employee shall promptly consult with their supervisor to determine whether or not to accept or keep the gift, or dispose of the gift or reject the benefit. 40-5-106 CONCURRENT EMPLOYMENT An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with the Town. All employees will be judged by the same performance standards and will be subject to the Town's scheduling demands, regardless of any existing outside work obligations or commitments. Employment in a private sector business, including self-employment, in the same profession as that in which a person is employed by the Town requires the approval of the CAO. In considering applications to engage in concurrent employment, there should be consideration for a proper balance between the employee's private interests and the interests of the community. The CAO shall address the following criteria: ■ whether the concurrent employment places the employee in a conflict with his or her official duty; ■ whether the concurrent employment affects the community or the ability of the applicant or other staff to perform their duties and functions; and ■ whether the concurrent employment occurs wholly on the employee's private time. Application for approval of concurrent employment shall be submitted to the CAO and shall include the following: ■ details of the proposed employment, including hours envisaged; ■ statement of the impact of the concurrent employment on their employment with the Town, including the ability to work overtime, by "on -call", or to work various shifts; ■ statement of contacts, if any, with other employees of the Town, occurring as a result of the concurrent employment; and ■ statement of whether any confidential or otherwise protected information of the Town may be impacted by the concurrent employment. Types of concurrent employment which do not require approval include the following: ■ as a director of a company where the company has no contractual or other relationship with the Town; ■ private sector employment which does not involve specific skills, knowledge or contacts which the employee is required to use in the performance of his or her employment with the Town; and Town of Tillsonburg 9 Personnel Policy By-law No. 2M3027 ■ unpaid voluntary work of a charitable or not -for -profit nature. If the Town determines that an employee's outside work interferes with performance or the ability to meet the requirements of the Town as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with the Town. Outside employment will present a conflict of interest if it has an adverse impact on the Town. 10&107 NON -DISCLOSURE The protection of confidential business and personal information is vital to the interests of employees, Councillors and ratepayers and the success of the Town. Such confidential information includes, but is not limited to, the following examples: Compensation data Personnel information Collection Roll Taxpayer and User Accounts Financial information Labour relations strategies Legal Opinions and Briefs Pending projects and proposals Pending Land purchases and sales All employees will be required to sign a non -disclosure agreement as a condition of employment. Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information. 44)7108 SALARY ADJUSTMENTS Based on competitive data and the principles of internal equity, all positions within the municipality are placed within an appropriate salary range, consisting of a "min", "mid" and "max" point. The start rate and the "mid" rates are set to attract "competent" employees within the marketplace. Once hired, at a start rate, which is not to exceed the "mid" point of the range, increases for competent performance will be allowed only up to the "mid" point. To recognize an employee's outstanding performance a one-time bonus up to the "max" point of the range may be awarded. This merit - based bonus is dependent upon the employee achieving identifiable performance goals. This lump - sum payment which shall not be construed as annual salary will be awarded at the time of the performance appraisal in accordance with Section 206. The salary ranges will be subject to review every three years. Town of Tillsonburg 10 Personnel Policy By-law No. 2M3027 "8109 MEDIA RELATIONS To avoid dealing with the in a haPrhazard manner-, •lthieh may load to the transmission of misinformation to the media and may ^ nyey the per-e ption that the Corporation is unstmet»rod th :Council has adopted a Media Policy that generally sets out the following: ■ the CAO and Mayor shall be the designated spokespersons for the dissemination of information regarding municipal oper-atiens op licy- o-the-nedia--N�� he-exee p ion of a • Directors and Managers are authorized to disseminate information regarding municipal operations within their functional areas; ■ The above provisions apply with the exception of an emergency situation in which the provisions of the Town's Emergency Plan prevailif the CAQ is unavailable foF e0men , - relations with the media shall be condueted sueh that only faetual a d ovJe speculative or- subjeetive insight ; ■ the CAO may appoint a designate in their absence. 4-09110 DISTRIBUTION OF LITERATURE FROM OUTSIDE AGENCIES No person shall cause any printed matter to be circulated or posted on Town property without first obtaining the approval of a Director or CAO with the exception of literature specifically referencing health and safety issues. 201 EMPLOYMENT CATEGORIES It is the intent of the Town to clarify the definitions of employment classifications so those employees understand their employment status and benefit eligibility. Each employee will belong to one of the following employment categories: REGULAR FULL-TIME may be salary or hourly employees are those who are not in a temporary or introductory status and who are regularly scheduled to work the Town's full-time schedule. Generally, they are eligible for the Town's benefit package, subject to the terms, conditions, and limitations of each benefit program. REGULAR PART-TIME employees are those who are not assigned to a temporary or introductory status and who are regularly scheduled to work less than 30-32 hours per week. While they do receive insurance coverage for all legally mandated benefits (such as employment insurance and workplace safety insurance), they are ineligible for all of the Town -sponsored benefit programs. INTRODUCTORY employees are those whose performance is being evaluated to determine Town of Tillsonburg 11 Personnel Policy By-law No. 2M3027 whether further employment in a specific position or with the Town is appropriate. While they do receive insurance coverage for all legally mandated benefits (such as employment insurance and workplace safety insurance), they are ineligible for all of the Town -sponsored benefit programs. Employees who satisfactorily complete the introductory period as defined in Section 204 will be notified of their new employment classification TEMPORARY employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive insurance coverage for all legally mandated benefits such as employment insurance and workplace safety insurance, they are ineligible for all of the Town -sponsored benefit programs. CONTRACT employees are those who are retained to undertake a specific function for a set period of time not to exceed a twelve month period unless extended by both parties. The Town offers this category in limited classifications and to limited numbers of employees. Contract employees, as a term of the employment contract, will not be entitled to participate in the Town -sponsored benefit programs applicable to regular employees. Service in this category cannot be credited in any way toward any benefit program, even if the employee is later assigned to a benefit -eligible category. A change to or from this category can be accomplished only with the written consent of the Town. Retired employees may be considered as contract employees where the Town, in its sole discretion, considers it advisable. Contract employees are eligible to receive insurance coverage for all legally mandated benefits (such as employment insurance and workplace safety insurance). CASUAL employees are those who have established an employment relationship with the Town but who are assigned to work on an intermittent and/or unpredictable basis. While they receive insurance coverage for all legally mandated benefits (such as workplace safety insurance and employment insurance, they are ineligible for all of the Town -sponsored benefit programs. 202 ACCESS TO PERSONNEL FILES The Town maintains a personnel file on each employee. The personnel file includes such information as the employee's job application, resume, records of training, documentation of performance appraisals and salary increases, and other employment records. Personnel files are the property of the Town, and access to the information they contain is restricted with regard to the Freedom of Information and Privacy Protection Act. Generally, only supervisors and management personnel of the Town who have a legitimate reason to review information in a file are allowed to do so. Employees who wish to review their own file should contact the Director of Corporate Services. Town of Tillsonburg 12 Personnel Policy By-law No. ZM3027 Employees have a right to review their own personnel files at any time in the Town's offices and in the presence of an individual appointed by the Town to maintain the files. 203 PERSONNEL DATA CHANGES It is the responsibility of each employee to promptly notify the Town of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependants and/or individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personnel data has changed notify the Director of Corporate Services. 204 INTRODUCTORY PERIOD The Introductory period for a new employee shall start on the date in which the employee commenced regular or part-time employment with the Town of Tillsonburg and continue for a period of six months of active employment. Continued employment shall depend on the employee having satisfactorily completed the introductory period. Introductory periods may be extended for an additional three-month period. In cases of promotions or transfers within the Town, an employee who, in the sole judgement of management, is not successful in the new position can be removed from that position at any time during the subsequent introductory period. If this occurs, the employee may be allowed to return to his or her former job or to a comparable job, for which the employee is qualified, depending on the availability of such positions and the Town's needs. During the initial introductory period, new employees are eligible for those insurances that are required by law, such as Workplace Safety Insurance and Employment Insurance. They may also be eligible for other Town -sponsored benefits, subject to the terms and conditions of each benefits program. Employees should read the information for each specific benefit program for the details on eligibility requirements. 205 EMPLOYMENT APPLICATIONS The Town relies upon the accuracy or information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the Town's exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. 206 PERFORMANCE EVALUATION Supervisors and employees are strongly encouraged to discuss job performance evaluation and Town of Tillsonburg 13 Personnel Policy By-law No. IM3027 goals on an informal, day-to-day basis. Formal performance evaluations are conducted at the end of an employee's introductory period in any new position. (This period allows the supervisor and the employee to discuss the job responsibilities, standards, and performance requirements of the new position. Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.) Performance evaluations are to be scheduled at or about the time of the employee's anniversary date. The evaluation process is to include a review of job descriptions, a self -evaluation prepared by the employee, an evaluation prepared by management/supervisor resulting in joint discussion of the evaluations and the recommendations prepared by management. For salaried employees tThe results of this evaluation process will be a factor in determining the employee's placement within the salary range and eligibility to participation in the bonus program as described in Section S.107. For areas of performance judged less than satisfactory, the Supervisor or Council (depending who is conducting the performance evaluation) and the employee should agree on specific improvements to be made. Similarly, objectives for the forth -coming review should be negotiated. The Supervisor or Council should monitor the achievement of these improvements and objectives throughout the year, not just at review time. 207 CORPORATE RETIREMENT AGE For the purposes of defining term of employment for any of the following employment categories referred to in Section 201, retirement will be mandatory on the date of the employee's 65'h birthday: ■ regular full-time; ■ regular part-time; ■ introductory; and ■ temporary. 301 INCOME PROTECTION a) Short-term Disability The Plan provides that all full-time employees who have completed their probationary period and are unable to perform their duties due to non -occupational illness or injury are eligible to apply for income protection. Benefits for employees qualifying under the Short Term Income Protection Plan shall be payable on the first day of absence from work as a result of illness or injury. Town of Tillsonburg 14 Personnel Policy By-law No. 2M3027 Income protection shall be in accordance with the following schedule: Insured Weeks 75% of Length of Service Full Salary Salary Less than 1 year 0 26 I year but less than 2 years 2 24 2 years ' ` 3 years 4 22 3 years ' ` 4 years 6 20 4 years ' ` ' ' " 5 years 8 18 5 years ' ` ' ` 6 years 11 15 6 years ' ` ' ` 7 years 14 12 7 years " 8 years 17 9 8 years 9 years 21 5 Over 9 years 26 0 An employee's maximum short-term income protection period for any or all non - occupational illnesses or injuries will be 26 weeks within any one calendar year. Employees who are absent on account of non -occupational illnesses or injuries must report to their supervisor or designate during the first day of absence, and where the absence is in excess of three consecutive working days, the employer may request that, in order to be entitled to income protection, a certificate from a certified medical practitioner is produced at the employee's cost to the supervisor or designate. Notwithstanding the above reference to payment for medical certificates, the employer will pay or reimburse the employee for the cost of the first medical certificate in each calendar year. The employer reserves the right to request an examination by a medical practitioner designated by the employer at any time during the absence. The cost of such examination shall be paid by the employer. When an employee has been granted maternity leave and or parental leave or any other absence without pay, the Short Term Income Protection Plan shall not apply during the period of leave of absence unless so required under the Ontario Employment Standards Act. In the event an employee becomes ill or injured while on layoff he or she will not be entitled to receive benefits during the period of layoff. Town of Tillsonburg 15 Personnel Policy By-law No. 2M3027 When an employee is covered under the Short Term Income Protection Plan, all benefits shall be continuous and applicable deductions from income will continue in the usual manner. Vacation benefits will continue to accrue during the period of absence. If a paid holiday falls within the period of sick leave, and the employee otherwise qualifies for the a paid holiday under s. 304, the employee will not receive holiday pay but the Town will designate another day as the public holiday. b) Long-term Disability A Long-term Disability PIan (LTD) provides qualifying regular employees with 66.7% of basic monthly earnings up to a maximum of $4,000 per month pay, payable up to age 65 years after the initial period of twenty-six (26) weeks during which time short-term disability coverage, as described in Section 301(a) above, will be in effect. c) Income Protection for Regular Employees Injured on the Job i) An employee who is injured while at work and as a result of such injury is certified by a medical doctor as unfit to complete the working day, shall receive pay at the regular rate for time lost on the day that such injury is incurred. Where an employee is absent from work as a result of an illness or injury compensable under the Workplace Safety and Insurance, and is in receipt of Workplace Safety Insurance, the following applies: Income protection for regular and--part-time—employees injured on the job shall be in accordance with the provisions of this policy. Income protection for temporary or casual employees injured on the job shall be in accordance with the provisions of the Workers' Compensation Act. The employee shall assign their payments from Workplace Safety Insurance Board, which are received for a lost -time accident other than a permanent reward to the town upon receipt of same from the Board. In no case will the employee in receipt of payments from WSIB be entitled to more take-home pay or benefits than they would have been entitled to had they not been disabled. The Town shall meet the cost of the Town's normal share of premiums for employee benefits enjoyed by regular or part-time employees who become ill or injured while on occupational medical leave for a period of thirty-six (36) months from the original date of illness or disability. Town of Tillsonburg 16 Personnel Policy By-law No. ZM3027 Town of Tillsonburg 17 Personnel Policy By-law No. 2M3027 302 EMPLOYEE BENEFITS Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. The following benefit programs are available to eligible employees Auto Mileage Benefit Conversion at Termination Bereavement Leave Business Travel Accident Insurance Dental Insurance Educational Financial Assistance Educational Leave Extended Health Life Insurance Long-term Income Protection Meal Allowances Supplementary Medical Insurance Medical Leave Membership Dues Parking Pension Plan (Ontario Municipal Employee Retirement Savings) Personal Leave Short -Term Income Protection Standby Compensation Travel Allowances Vacation Benefits Witness Duty Leave For further information on the benefits please refer to your employee benefit guide. The following benefit programs require contributions from the employee: OMERS - Employee contribution matches employers Pension for Regular Employees Retirement income administered by and in accordance with the provisions of the Ontario Municipal Employee's Retirement System (OMERS) is compulsory for every regular employee of the Town from date of hire. This plan is integrated with the Canada Pension Plan. The deduction made from the employee is matched by the Town monthly and forwarded to the Ontario Municipal Employee's Town of THIsonburg 18 Personnel Policy By-law No. 2.9N3027 I Retirement System. The following statutory deductions are made from all employees' pay in accordance with the governing legislation: a) Employment Insurance b) Canada Pension Plan 303 VACATION BENEFITS All employees of the Town are eligible to earn and use vacation time in accordance with the Employment Standards Act. Employees in the following employment classification(s) will earn and use vacation time as described in this policy: Regular full-time employees Regular part-time employees, at aver -age weekly y hourin accordance with the Employment Standards Act The amount of paid vacation time employees receive each year increases with the length of their employment as shown in the following schedule: VACATION EARNING SCHEDULE YEARS OF ELIGIBLE SERVICE VACATION DAYS EACH YEAR Upon initial eligibility 2 weeks After 4 years 3 weeks After 10 years 4 weeks After 18 years 5 weeks After 25 years b weeks Once employees enter an eligible employment classification, they begin to earn paid vacation time according to the schedule. Earned vacation time is available for use in the year following its accrual. To take vacation, employees will request advance approval from their supervisors, on or before November 1" for the following year. Requests will be reviewed based on a number of factors, including business needs and staffing requirements. Vacation time off is paid at the employee's base pay rate at the time of vacation. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials. Town of Tillsonburg 19 Personnel Policy By-law No. ZM3027 Upon termination of employment, employees will be paid for unused vacation time that has been earned through the last day of work. Accrued vacation must be taken as vacation time and does not carry forward. Vacation must be taken by half day or full daysonly and not by hourly intervals. Scheduling Generally, vacation days may not be taken in advance of being credited. If as a result of unusual circumstances an employee requires vacation days prior to being credited with sufficient days to cover his needs, they may be granted the vacation days required providing the days do not exceed five days in addition to those credited at the time the request is made and providing they are willing to acknowledge, in writing, that in the event they were to terminate employment prior to sufficient credits being earned to cover the additional days requested, the Town has the right to reduce their final earnings accordingly. When a specified paid holiday, falls during the vacation period, one additional day shall be granted at a time convenient to the Town and the employee. 304 HOLIDAYS The Town will grant holiday time off to all employees on the holidays listed below or on another day that is substituted for the holiday in accordance with the Employment Standay ds Act. New Year's Day (January 1) Good Friday (Friday before Easter) Easter Monday (Monday after Easter) Victoria Day (third Monday in May) Canada Day (July 1) Civic Holiday (first Monday in August) Labour Day (first Monday in September) Thanksgiving (second Monday in October) Christmas (December 25) Boxing Day (December 26) 1 Floating Day The Town will grant paid holiday time off to all eligible employees who have completed 90 calendar days of service in an eligible employment classification. Holiday pay will be calculated based on the employee's straight -time pay rate (as of the date of the holiday) times the number of hours the employee would otherwise have worked on that day. Eligible employee classification(s) Town of Tillsonburg 20 Personnel Policy By-law No. 24V3027 Regular full-time employees Regular part-time employees, with the exception of pai4 time program e„_nra; atoFs, will r-eeeive Easter- Monday and a Floating Holida Introductory employees Subject to the following -requirements of the Employment Standai ds Act: has been for- least thFee menths; twelve days during !he fOur- is i mmedi t y a)1he employee b)the empleyee has eamed employed at wages on at least e)the employee woFks f his er- heF scheduled pamilAr day of work preceding or- following th r A'liG holiday; empleyee has net agreed to work on then,d)the a public holiday fails to e)the employee report fer- wer4q is not employed undeF an aFFangement whereby the employee may eleet to weFk. B . To be eligible for- holiday pay, employees must work the last scheduled day immedi-ately pr-eeeedin and the first sehe-doled day immediately following the holiday A recognized holiday that falls on a Saturday may be observed on the preceding Friday. A recognized holiday that falls on a Sunday may be observed on the following Monday. If a recognized holiday falls during an eligible employee's annual vacation, the employee will be eligible for an alternate day off. If eligible employees work on a recognized holiday, they will receive regular pay plus time off in Iieu of hours worked or double time on the holiday. Floating Holidays Employees will be granted leave to attend the local Remembrance Day service. In addition to the holidays noted above, the afternoon prior to Christmas Day and the afternoon prior to New Year's Day shall constitute additional paid holidays at normal rates, provided however, that Christmas and New Year's half holidays will be observed on the working days preceding the respective holidays except when Christmas Day and New Year's Day falls on Saturday, Sunday, or Monday in which case the half holiday will be observed on the preceding Friday afternoon. The exact dates to be taken off shall be at the discretion of the CAO. Torun of Tillsonburg 21 Personnel Policy By-law No. 2M3027 305 WORKPLACE SAFETY INSURANCE The Town makes remittances, on behalf of employees, for workplace safety insurance ("workers' compensation") and there is no cost to employees for this coverage. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workplace safety insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately. Employees who sustain work -related injuries or illnesses must inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible. Neither the Town nor the workplace safety insurance program will be liable for the payment of workplace safety insurance benefits for injuries that occur during an employee's voluntary participation in any off -duty recreational, social, or athletic activity or event whether or not sponsored by the Town. 306 TIME OFF TO VOTE Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their non -working hours, the Town will grant up to four hours of unpaid time off to vote. Employees should request time off to vote from their supervisor at least two working days prior to the Election Day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever provides the least disruption to the normal work schedule. 307 JURY DUTY Any employee who is required to serve as a juror or subpoenaed as a witness in any court in Ontario, shall be granted a leave of absence for the days on which the employee would otherwise have been scheduled to work. The employee shall be excused from work for that part of each day that the employee shall actually render serve as a juror or as a witness. Upon completion of his jury duty or witness service, such employee shall present to his immediate supervisor a satisfactory certificate showing such period of service. Such employee will be paid his regular earnings for the period of such jury or witness service provided he shall deposit with the Treasurer of the Corporation the full amount of compensation received, excluding mileage and Town of Tillsonburg 22 Personnel Policy By-law No. 2M3027 traveling expense, an official receipt therefore. If the employee presents himself for selection as a juror and is not selected, then he shall be required to return to his regular employment to complete his remaining normally scheduled work period. 308 WITNESS DUTY If employees have been subpoenaed or otherwise requested to testify on the Corporation of the Town of Tillsonburg related matters, they will receive paid time off for the entire period of witness duty. Employees will be granted a maximum of 24 hours of paid time off to appear in court, pursuant to a subpoena, as a witness for a party other than the Town. Employees will be paid at their base rate and are free to use any remaining paid leave benefits (such as vacation leave) to receive compensation for any period of witness duty absence that would otherwise be unpaid. The subpoena should be shown to the employee's supervisor immediately after it is received so that operating requirements can be adjusted, where necessary, to accommodate the employee's absence. The employee is expected to report for work whenever the court schedule permits. 309 EDUCATIONAL ASSISTANCE The Town has a vested interest in providing equal opportunity for education for employees within the means of the approved budget to enhance their performance in their current position therefore, may provide job related educational assistance to all eligible employees who have completed 90 calendar days of service in an eligible employment classification. To maintain eligibility employees must remain on the active payroll and be performing their job satisfactorily through completion of each course. Reimbursement of educational costs is contingent upon submission of proof of the successful completion of each course. Employees in the following employee classification(s) are eligible for educational assistance: Regular full-time employees Regular part-time employees Employees should contact their immediate supervisor for more information or questions about educational assistance. All courses must be job related and receive approval prior to the commencement of the course. An employee will obtain approval from his/her supervisor. The funding of this policy will be through the budget process. While educational assistance is expected to enhance employees' performance and professional abilities, the Town cannot guarantee that participation in formal education will entitle the employee Town of Tillsonburg 23 Personnel Policy By-law No. 2M3027 to automatic advancement, a different job assignment, or pay increases. Employees will be required to take training from time to time to maintain a certain level of expertise in performing their duties and in response to changes in technology, municipal policy and legislation. 310 SAFETY CLOTHING ALLOWANCE The Town will allow a clothing allowance in an amount set out in S.844 to each full-time Operations Employee and Chief Building Official toward the cost of CSA approved safety footwear. Receipts showing evidence of purchase will be required. Eligible employees who are provided with safety clothing or are reimbursed for safety footwear by the Town are required to wear the articles while on the job. For the purposes of this section Operations Employees refers to Public Utility, Works, Parks and Maintenance employees. 311 HEALTH CLUB MEMBERSHIP The Town will offer full-time employees a 40% discount on an adult regular membership fee in the Town's Community Centre Health Club and Squash facilities. 401 TIMEKEEPING Accurately recording time worked is the responsibility of every employee. Management is required to report total hours per day only. Detailed reporting is required from all other employees. Federal and Provincial laws require the Town to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties. Employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. They should also record the beginning and ending time or any split shift or departure from work for personal reasons. Overtime work must always be approved before it is performed. Altering, falsifying, tampering with time records, or recording time on another employee's time record may result in disciplinary action, up to and including termination of employment. It is the employees —supervisors' responsibility to sign their- each employees'time records in their functional area to certify the accuracy of all time recorded. The up-_rn- ..,;» Feyiew and then initial the time r-eee a before submitting it for payroll processing. In addition, if corrections or Town of Tillsonburg 24 Personnel Policy By-law No. 2M3027 modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record. 402 PAYDAY All regular full-time and part-time and introductory employees are paid bi-weekly with the pay period beginning on a Sunday and ending on the 2nd Saturday following. Each pay cheque will include earnings for all work performed through the end of the previous payroll period. In the event that a regularly scheduled payday falls on a day off such as a holiday, employees will receive pay on the last day of work before the regularly scheduled payday. In keeping with the Town's mandate to promote technology and efficiencies to reduce costs, electronic direct deposit of pay into the employee's bank account is a requirement. 403 EMPLOYMENT TERMINATION Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated RESIGNATION - voluntary employment termination initiated by an employee. DISCHARGE - involuntary employment termination initiated by the organization. LAYOFF - involuntary employment termination initiated by the organization for non -disciplinary reasons. RETIREMENT - voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization. Since employment with the Town is based on mutual consent, both the employee and the Town have the right to terminate employment at will, with or without cause, at any time. Employees will receive notice and their final pay in accordance with the Employment Standards Act. Employee benefits will be affected by employment termination in the following manner. All accrued, vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee's expense if the employee so chooses and the benefit plan permits. Town of Tillsonburg 25 Personnel Policy By-law No. 2M3027 404 SEVERANCE PAY The Town will pay severance pay when required by the Employment Standards Act to those employees who qualify pursuant to the Act. 405 PAY ADVANCES The Town does not provide pay advances on wages to employees. 406 ADMINISTRATIVE PAY CORRECTIONS The Town takes all reasonable steps to ensure that employees receive the correct amount of pay in each pay cheque and that employees are paid promptly on the scheduled payday. In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Director of Corporate Services so that corrections can be made as quickly as possible. 407 PAY DEDUCTIONS AND SETOFFS The law requires that the Town make certain deductions from every employee's compensation. Among these are applicable Federal and Provincial income taxes. The Town also must deduct Employment Insurance premiums on each employee's earnings up to a specified limit stipulated by legislation. The Town also remits an amount, on behalf of each employee, on account of the employee's Employment Insurance coverage. The Town also must deduct Canada Pension contributions on each employee's earnings up to a specified limit stipulated by legislation. The Town remits an equal amount of Canada Pension paid by each employee. Membership in OMERS is obligatory and is deducted from each employee's pay cheque. The Town remits an equal amount each month. The Town may also be required by law to deduct court ordered or legislated deductions from the employee's pay. The Town offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their pay cheques to cover the costs of participation in these programs. If you have questions concerning why deductions were made from your pay cheque or how they were calculated, your supervisor can assist in having your questions answered. Town of Tillsonburg 26 Personnel Policy By-law No. 2M3027 501 SAFETY The Town provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor -employee meetings, bulletin board posting, memos, or other written communications. Employees and supervisors receive workplace safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards. Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety in the workplace are encouraged to raise them with their supervisor, or with another supervisor or manager, or bring them to the attention of the DiFeetoF of Corporate ' esJoint Health & Safety Committee. Reports and concerns about work safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal. Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, or who fail to report or, where appropriate, remedy such situations, may be subject to disciplinary action, up to and including termination of employment. In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees must immediately notify their supervisor. Such reports are necessary to comply with laws and initiate insurance and Workplace Safety and Insurance Act benefits procedures. 502 WORK SCHEDULES Supervisors will advise employees of the times their schedules will normally begin and end. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week. Flexible scheduling, or flextime, is available in some cases to allow employees to vary their starting and ending times each day within established limits. Flextime may be possible if a mutually workable schedule can be negotiated with the supervisor involved. However, such issues as staffing needs, the employees performance, and the nature of the job will be considered before approval of flextime. Employees should consult their supervisor to request participation in the flextime program. The annual regular hours of work for office employees shall be one thousand eight hundred and twenty (1,820), scheduling of which will be at the discretion of the employee's supervisor. Town of Tillsonburg 27 Personnel Policy By-law No. 2M3027 The normal workweek for operations employees shall be forty (40) hours of work per week consisting of five (5) days of eight (8) hours each from Monday to Friday inclusive. The normal workweek for part-time program employees shall be forty-four (44) hours of work per week from Sunday to Saturday inclusive. Exceptions to the above -defined normal work week schedules may be identified within specific job descriptions. 503 USE OF PHONE AND MAIL SYSTEMS Employees shall be required to reimburse the Town for any long-distance charges resulting from their personal use of the telephone. Employees should limit their personal use of the telephone. The Town's mail and telephone systems are reserved for business purposes only. Employees should refrain from sending or receiving personal mail at the workplace. To ensure effective telephone communications, employees should always use a professional greeting and speak in a courteous and professional manner. 504 SMOKING In keeping with the Town's intent to provide a safe and healthful work environment, smoking is allowed only in the designated smoking area. This policy applies equally to all employees, customers, and visitors. 505 REST AND MEAL PERIODS Each workday of seven hours or more employees are provided withallowed two rest periods of not more than fifteen minutes in length. To the extent possible, rest periods will be provided in the middle of work periods at the discretion of the supervisor. Since this time is counted and paid as time worked, employees must not be absent from their workstations beyond the allotted rest period time. Supervisors will schedule meal periods to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time. SUBMISSION Review Access: • Public � Private Committee: Open Council Presenter's Name: Author: Lynn Buchner Presenter's Email: Author's Email: Lynn Buchner/Tillsonburg Request: Resolution Subject: Adult Entertainment & Body Rub Parlour Cc: Regulating By-law Details: Staff Report dated August 7, 2002 regarding an Adult Entertainment & Body Rub Parlour By-law ® 91 91 020703 adult ent & body rub.doc02O7O3 adult enter body rub applic.do020703 adult entertainment parlours.doc Council is requested to consider the following resolution: "THA T the Staff Report dated August 7, 2002 regarding the Adult Entertainment and Body Rub Parlour Regulating By-law be received; AND THAT By-law No. 3010 being a by-law to licence, regulate and govern adult entertainment parlours and body rub parlours be presented to Council for first and second reading." History Thursday August 08 2002 09:11 AM - Lana Verstraeten/Tillsonburg Took the following action: Submission has been approved. This submission has been assigned to the committee "Open Council" who will be meeting on "Monday August 12, 2002" REPORT Town of Tillsonburg DATE: August 7, 2002 TO: David C. Morris, CAO/Clerk NO: 020703 adult ent & body rub FROM: Lynn S. Buchner, CGA, AMCT, Director of Corporate Services RE: Adult Entertainment & Body Rub Parlour Regulating By-law PURPOSE To present, for discussion purposes, an amended by-law to license, regulate and govern adult entertainment and body rub parlours. BACKGROUND At the regular meeting of Council held April 8, 2002, a draft Adult Entertainment and Body Rub Parlour By-law was received by Council. At that meeting Council received comments regarding the By-law from Scott K. Campbell, Gibson, Linton, Toth, Campbell & Bennett, Barristers and Solicitors, as a delegation representing Jim Tsanoff owner/operator of the Royal Tavern. In response, Council passed the following resolution: "THAT the Staff Report dated April 2, 2002 regarding the Adult Entertainment and Body Rub Parlour Regulating By-law and the submission dated March 28, 2002 from Scott K. Campbell be received; AND THAT the submission from Scott K. Campbell dated March 28, 2002 regarding the proposed Adult Entertainment and Body Rub Parlour Regulating By-law along with the proposed By-law be forwarded to legal Counsel representing the Town for review and comment. " Consultations have taken place involving all interested parties on record and as a result, attached is the proposed by-law as amended. Staff Report - 2 - August 7, 2002 Adult Entertainment & Body Rub Parlour Regulating By-law RECOMMENDATION Council is requested to consider the following resolutions: "THAT the Staff Report dated August 7, 2002 regarding the Adult Entertainment and Body Rub Parlour Regulating By-law be received; AND THA T By-law No. 3010 being a by-law to licence, regulate and govern adult entertainment parlours and body rub parlours be presented to Council for first and second reading. " Respectfully Submitted, Lynn S. Buchner, CGA, AMCT Adult Entertainment & Body Rub Parlour By-law Application Form — Owner/Operator Schedule "A" to By-law No. 3010 ❑ New Adult Entertainment Licence 0 Adult Entertainment Licence Renewal 0 New Body Rub Parlour Licence ❑ Body Rub Parlour Licence Renewal 0 Owner/Operator ❑ Operator ❑ Owner 1. Applicant: Corporation Name and Registered Business Name Name of Applicant & Position within Corporation (if applicable) Names used currently or in the past SIN Address (if Corporation the registered head office address) Criminal Convictions including date 2. Operator of the Establishment if Applicant is Owner or Owner of the Establishment if the Applicant is the Operator: Full Legal Name Date of Birth Names used currently or in the past SIN Address (if Corporation the registered head office address) Criminal Convictions including date Licence Number of the Operator or Owner Office Use Only Date Rec'd: Adult Entertainment & Body Rub Parlour By-law Application Form — Owner/Operator 3. Owner of Premises: Full Legal Name Date of Birth Names used currently or in the past SIN Address (if Corporation the registered head office address) 4. Name the Operation will carry on business as (if different from Applicant): 5. Business Telephone No. 6. Attachments: ❑ Police Records Check or Sign below for consent to obtain Police Records Check ❑ Certificate of proof of age — including individual's name, age or date of birth ❑ Two passport -sized photographs of the applicant if applicant is an individual or two passport -sized photographs for each director and officer if applicant is an incorporated entity ❑ List of all adult entertainment performers and their licence numbers hereby authorize the Town Clerk to request a police records check on my behalf I, hereby declare the foregoing information to be true and accurate at the date of signing. Signature If signing on behalf of a the corporation: I have authority to bind the corporation. Date Office Use Only Date Rec'd: CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO.3010 A BY-LAW TO LICENCE, REGULATE AND GOVERN ADULT ENTERTAINMENT PARLOURS AND BODY RUB PARLOURS WHEREAS the Municipal Act, R.S.O. 1990, Chapter M-.45, section 224 and 225 permits the passing of by-laws for licensing, regulating, governing, classifying and inspecting body rub parlours and adult entertainment parlours or any class or classes thereof and for revoking or suspending any such licence and for limiting the number of such licences to be granted; AND WHEREAS the Council of the Town of Tillsonburg deems it necessary to license, regulate and govern Body Rub Parlours and Adult Entertainment Parlours in the Town of Tillsonburg; NOW THEREFORE the Council of the Town of Tillsonburg enacts as follows: I. DEFINITIONS 1. For the purpose of this By-law: a) "Adult entertainment parlour" means any premises or part thereof in which are provided, in pursuance of trade, calling, business, or occupation, services designed to appeal to erotic or sexual appetites or inclinations and for the purposes of this By-law includes "body rub parlour"; b) "Adult entertainment performer" means any individual who provides services designed to appeal to erotic or sexual appetites or inclinations in an adult entertainment parlour pursuant to a business, through dancing, performing, or through being the subject of exhibition, viewing or an encounter and for the purposes of this By-law includes "body rub performer"; c) "Body rub" means kneading, manipulation, rubbing, massaging, touching or stimulating, by any means, of a person's body or part thereof, which activities are designed to appeal to erotic or sexual appetites or inclinations, but does not include medical or therapeutic treatment given by a person otherwise duly qualified, licensed or registered so to do under the laws of the Province of Ontario; d) "Body rub parlour" includes any premises or part thereof where a body rub is performed, offered or solicited in pursuance of a trade, calling, business or occupation, but does not include any premises or part thereof where the body -rub performed is for the purpose of medical or therapeutic treatment and is performed or offered by persons otherwise duly qualified, licensed or registered so to do under the laws of he Province of Ontario; e) "Body rub performer" includes any individual who provides services designed to appeal to erotic or sexual appetites or inclinations by kneading, manipulation, rubbing, massaging, touching or stimulating, by any means, of a person's body or part thereof but does not include medical or therapeutic treatment given by a person otherwise duly qualified, licensed or registered so to do under the laws of the Province of Ontario; f) 'Business" includes a trade, calling or occupation; g) "Certificate of proof of age" means an original or duly certified copy of a legal birth certificate or other certificate or card issued pursuant to a statute or By-law No. 3010 - 2 — Adult Entertainment Parlours and Body Rub Parlours regulation of the Government of Canada or of the Province of Ontario attesting to the date of birth or age of the individual referred to therein; h) "Corporation" means the Corporation of the Town of Tillsonburg; i) "Council" means the Council of the Corporation of the Town of Tillsonburg; D "Enforcement officer" means a police officer, by-law enforcement officer, special constable and any other public officer engaged in the enforcement, in respect of an adult entertainment parlour, of this or any other law; k) "Erect" means to attach, install, hang, place, suspend, or affix; 1) "Entertainer" includes but is not limited to an "adult entertainment performer"; m) "Individual" means a natural person; n) "Operator" refers to any person who alone or with others operates, manages, supervises, runs or controls an adult entertainment parlour, and 'operate", "operation" and other words of the like import or intent shall be given a corresponding meaning; o) "Owner" includes a person who alone or with others has a right to possess or occupy, or actually does possess or occupy, an adult entertainment parlour and includes a lessee of an adult entertainment parlour or premises upon which an adult entertainment parlour is located; p) "Owner/operator" means one person that is both an owner and operator as defined in this By-law; q) "Partial nudity" means clothed in a manner that leaves uncovered, or visible through less than fully opaque clothing, any portion of: i. genitals or the pubic area; ii. buttocks; or iii. a breast, below the top of the areola, of a female person; r) "Performer" means any adult entertainment performer and/or body rub performer; s) "Permitted area" means that area of the Town of Tillsonburg that is zoned for commercial use; t) "Person" means an individual, a partnership, or a corporation, to whom or to which the context can apply; u) "To provide" when used in relation to services includes to furnish, perform, solicit or give services designed to appeal to erotic or sexual appetites or inclinations and "Providing" and "Provision" have corresponding meaning; v) "Services" includes activities, facilities, performances, exhibitions, viewing and encounters but does not include the exhibition of film approved under the Theatres Act; w) Services designed to appeal to erotic or sexual appetites or inclinations" includes; i. Services of which a principal feature or characteristic is the nudity or partial nudity of any person; and ii. Services in respect of which the word "nude", "naked", "topless", "bottomless", or "sexy" or any other word or any picture, symbol or representative having like meaning or implication is used in any advertisement; x) "Sexual contact" includes the kissing, fondling, and sucking of breasts or genitals, digital penetration, fellatio, cunnilingus, masturbation, ejaculation or intercourse; By-law No. 3010 - 3 — Adult Entertainment Parlours and Body Rub Parlours y) "School" means a school operated by the Thames Valley District School Board, London and District Separate School Board, a private school or a nursery school. z) "Town" means the Corporation of the Town of Tillsonburg; II. LICENCE REQUIREMENT 2. There shall be taken out by every person carrying on or engaged in, or intending to carry on or engage in, the business of or services of a) Adult entertainment performer; b) Operator of an adult entertainment parlour; c) Owner of an adult entertainment parlour; d) Body rub performer; e) Operator of a body rub parlour; fl Owner of a body rub parlour; a licence from the Corporation of the Town of Tillsonburg, authorizing them respectively to carry on their respective business in the Town of Tillsonburg. 3. At the time of taking out such licence or renewing such licence, there shall be paid by the person taking out such licence, a fee fixed by this By-law, to the Corporation of the Town of Tillsonburg. 4. No person shall, in the Town of Tillsonburg, perform as an adult entertainment performer, or act as the owner or operator of an adult entertainment parlour, or perform as a body rub performer, or act as the owner or operator of a body rub parlour, or carry on or engage in any such business, or provide services designed to appeal to erotic or sexual appetites or inclinations until he, she or it has procured such licence so to do, which licence is valid and subsisting and complied with such terms of the licence, if any, as applicable. 5. No licence shall be assignable or transferred by the licensee. 6. No person shall, in the Town of Tillsonburg, except under the authority granted by a licence issued under this By-law, engage in or carry on business as or services as a) an adult entertainment performer; b) an operator of an adult entertainment parlour; c) an owner of an adult entertainment parlour; d) body rub performer; e) operator of a body rub parlour; or f) owner of a body rub parlour. 7. An owner of an adult entertainment parlour who is also the operator of such parlour, or an owner of a body rub parlour who is also the operator of such parlour, shall be required to be licensed under both classes of licence, and to pay the fee in respect of both. 8. No person shall: a) own or operate more than one adult entertainment parlour within the Town of Tillsonburg at any one time. b) be licenced as an owner or operator of more than one adult entertainment parlour within the Town of Tillsonburg at any one time. c) at any one time shall hold greater than 10% of the issued shares or hold the position of director or officer in more than one incorporated company that has been licenced to own and/or operate an adult entertainment parlour. d) at any one time own or operate an adult entertainment parlour and hold greater than 10% of the issued shares or hold the position of director and/or officer in an incorporated company that has been licenced to own and/or operate an adult entertainment parlour. By-law No. 3010 - 4 — Adult Entertainment Parlours and Body Rub Parlours 9. No person shall: a) own or operate more than one body rub parlour within the Town of Tillsonburg at any one time. b) be licenced as an owner or operator of more than one body rub parlour within the Town of Tillsonburg at any one time. c) at any one time shall hold greater than 10% of the issued shares or hold the position of director or officer in more than one incorporated company that has been licenced to own and/or operate a body rub parlour. d) at any one time own or operate a body rub parlour and hold greater than 10% of the issued shares or hold the position of director and/or officer in an incorporated company that has been licenced to own and/or operate a body rub parlour. III. APPLICATION FOR LICENCE OR RENEWAL OF LICENCE 10. Application and licencing process shall proceed as follows: a) The Town Clerk has the power to receive applications; b) The Town Clerk has the power to investigate the application pursuant to this By- law; c) The Town Clerk will present such results of the investigations to Council; and, d) Council will decide application based upon such report pursuant to section 39 and 40 of this By-law 11. The Town Clerk shall be delegated the power to administer this By-law and the enforcement officers of the Town of Tillsonburg shall enforce this By-law. The Town Clerk shall be permitted to delegate the administration of this By-law to such employees of the Town and/or other such persons as the Town Clerk shall deem appropriate and necessary. 12. A person may apply to the Town, in the prescribed form attached hereto as Schedule "A", for licence, granting authority to such person to be engaged in or carry on one or more of the following classes of businesses provided such application does not contravene section 8 or 9 of this By-law: a) operator of an adult entertainment parlour; b) owner of an adult entertainment parlour; c) operator of a body rub parlour; or d) owner of a body rub parlour. e) despite the aforementioned, no individual under the age of 18 years may apply for or be issued a licence as an operator of an adult entertainment parlour, owner of an adult entertainment parlour, operator of a body rub parlour or owner of a body rub parlour. 13. Every person applying for a licence or for renewal of a licence shall complete and execute an application form provided by the Town of Tillsonburg, containing the following information: a) name and address of the applicant; b) name and address of the individual signing the application form and of the intended licensee, if not already provided in the application form; c) name and address of the owner of any building, premises, or place, upon, in or from which any business is to be carried on pursuant to the licence applied for; d) any business name to be used in relation to the business if different from the name of the applicant; e) telephone number of the business; f) nature of the class of business to be carried on, pursuant to the licence, in accordance with the provisions of this By-law; g) particulars of the class and status of any licence issues to or required to be obtained by the applicant or any other person under the Liquor Licence Act R.S.O. 1990, c.L19, in respect of any business activity for which the licence is sought is to be carried on or engaged in the application; h) If the applicant is an owner but not an operator, the application shall specify the name of the operator of the establishment; By-law No. 3010 - 5 — Adult Entertainment Parlours and Body Rub Parlours i) If the applicant is an operator but not an owner, the application shall specify the name of the owner of the establishment; and j) the full legal name, date of birth and any other legal names or aliases, social insurance numbers and any criminal convictions. 14. The applicant shall provide with the application a police records check which has been issued within six months of filing or consent to obtain such record for all persons who are listed on an application. I S. Every individual applying for a licence under this By-law shall, at the time of making such application, produce to the Town of Tillsonburg a certificate of proof of age relating to such individual and shall include in the application form the individual's name, the number and description of such certificate, and any age or date of birth shown on it. 16. Every application form filed under this section shall be signed by the applicant, if an individual, or in the case of a partnership or corporation, a partner or officer respectively, having the authority to make the application on behalf of the applicant and to bind the partnership or corporation respectively, and such form shall include a sworn declaration executed by such person attesting to the truth of the information provided on the application form. 17. Every applicant applying for a licence under this By-law shall supply and include two passport -sized photographs of the applicant, one of which is to be attached to his or her licence and the other retained with his or her file, if applicant is an incorporated entity then two passport -sized photographs shall be provided for each director and officer. 18. Every applicant applying for a licence shall provide the following: a) an entertainer applying for a licence shall supply a list showing the names of the establishments, and their licence numbers, of where they are performing during the period the licence is valid. If the entertainer performs at an establishment other than that listed on the application for the licence he/she shall inform the municipality prior to such performance; b) an owner and/or operator applying for a licence shall supply a list showing the names of all adult entertainment performers and their licence numbers prior to obtaining a licence. If such information is unavailable, or the information subsequently changes prior to the renewal of the licence, the owner and/or operator shall inform the municipality of such deletions and additions of adult entertainment performers, along with their licence numbers, to the municipality prior to the adult entertainment performer commencing performances. The owner and/or operator shall maintain a current and accurate log book containing the names of all performers, the date of their performance, the licence number of such performer and such log book shall be available for inspection by the by-law enforcement officer at any time that the establishment is open for business. 19. The applicant shall not carry on business at more than one location or premises. The licence shall apply only to the premises as listed in the application. If the holder of a licence carries on business in more than one location than he/she must apply for a second licence for the second location prior to any services or performances offered at such second location. 20. Where the applicant is a corporate entity or partnership, the applicant shall provide, on the application form, such information relating to the corporation or partnership, respectively, as may be required by the Town of Tillsonburg, and without limiting the generality of the foregoing, such information shall include the following; a) where the applicant is a partnership, the names and addresses of all of the partners; b) a list showing the name and address of every person having a beneficial interest in the business of the applicant; c) the name and address of every person having responsibility for the management or operation of the business of the applicant; d) If the applicant is an incorporated entity then the names of all shareholders with greater than 10% of the shares who have not been listed as a director or officer By-law No. 3010 - 6 — Adult Entertainment Parlours and Body Rub Parlours shall be listed along with satisfactory evidence which establishes the percentage of their interest. Furthermore, this applicant shall provide satisfactory evidence that all those persons that have been identified as directors, officers and/or shareholders are the only persons who hold greater than 10% of the issued shares in the corporation. 21. Where more than 10% of the equity shares in a corporation applying for a licence, are held by another corporation, the applicant shall include in the application form such information pertaining to the corporation similar to that required for the applicant, and the requirements of this subsection shall also apply to that corporation, and so on until the names and addresses of all individuals who are shareholders of more than 10% of the equity shares of any and all such corporations having an interest, direct or indirect, in the shares of the applicant corporation, are shown. 22. The requirements of this By-law with respect to an application for licence shall apply as well to an application for a renewal of a licence or for a new licence to replace a licence previously terminated. 23. In obtaining the information required to be submitted by this By-law in an application for a licence the Town Clerk shall make such information available to the public, but no personal information relating to an individual shall be disclosed to the public except in accordance with law. 24. Every person holding a licence issued under this By-law shall provide written notice to the Town of Tillsonburg of any change in any information filed with the Town Clerk, in an application form or otherwise within two business days of such change taking place, and if the change related to grounds upon which a licence may be refused or revoked under this By-law, the Town Clerk shall provide notice of the change to the Council or, which will hold a hearing in accordance with sections 39 through 45, to give consideration to whether or not the licence should be revoked. 25. Every individual applying for or holding a licence under this By-law or engaging in or carrying on any business to which this By-law relates, shall use his or her own legal name in making such application and holding such licence, and no such licence shall be issued to any individual in any name other than his or her own legal name. IV. LICENCE TERM AND FEE 26. At the time of filing an application for a licence, the applicant shall also remit to the Corporation of the Town of Tillsonburg, by cash, certified cheque or money order, as the Town Clerk may require, an amount or money equal to the annual or other term of the licence applied for, in accordance with the following: Licence Term of Licence a) Adult Entertainment Performer: For initial licence 12 months from date of issue For renewal licence 12 months from date of issue b) Body Rub performer: For initial licence 12 months from date of issue For renewal licence 12 months from date of issue c) Owner of an Adult Entertainment parlour: For initial licence 12 months from date of issue For renewal licence 12 months from date of issue d) Owner of a Body Rub Parlour: For initial licence 12 months from date of issue For renewal licence 12 months from date of issue e) Operator of an Adult Entertainment parlour: For initial licence 12 months from date of issue Licence Fee $25.00 $25.00 $25.00 $25.00 $1,000.00 $1,000.00 $1,000.00 $1,000.00 $1,000.00 By-law No. 3010 - 7 — Adult Entertainment Parlours and Body Rub Parlours For renewal licence 12 months from date of issue $1,000.00 f) Operator of a Body Rub Parlour: For initial licence 12 months from date of issue $1,000.00 For renewal licence 12 months from date of issue $1,000.00 g) Owner/Operator of an Adult Entertainment Parlour: For initial licence 12 months from date of issue $1,500.00 For renewal licence 12 months from date of issue $1,500.00 h) Owner/Operator of a Body Rub Parlour: For initial licence 12 months from date of issue $1,500.00 For renewal licence 12 months from date of issue $1,500.00 27. The licence fees, terms and expiry dates prescribed above shall apply to all licences respectively issued under this By-law. 28. The full licence fee payable upon the issuance of a licence under this By-law, shall apply notwithstanding the fact that the licence is issued for less than a full term. 29. Where a licence under this By-law is revoked, the licensee is entitled to a refund of part of the licence fee proportionate to the un-expired part of the term for which it was granted. 30. If an adult entertainment perfomer and/or body rub parlour performer fails to obtain a licence pursuant to this By-law and provides service as an adult entertainment perfomer and/or body rub parlour performer then the licenced owner of the establishment permitting such performance shall pay such licence fee as prescribed by section 26 of this By-law, and provide the Town prior to such performance or within twenty four hours after such performance, the following information: i) name of performer; ii) current picture of the perfomer; iii) copy of a.passport, age of majority card, birth certificate or driver's licnence of the performer; iv) signed statement that the performer is 18 years of age or older; and v) address of the performer. The owner shall also maintain such information in the log book with particulars as specified in section 18(b). 30.1 If the performer only provides services and/or performances for one day of less than four hours in duration in one calendar year then the owner is exempted from section 30 and the performer need not obtain a licence with the exception that the owner must obtain the information and pass such information to the Town as required by section 30 subsections (i), (iii) and (iv) along with signed statement by the owner, or his duly appointed agent, that such performer provided services and/or performances for one day of less than four hours in duration. Nothing in this section exempts the owner and/or operator for maintaining a record of any and all performers in a log book as required by section 18(b) of this By-law. 30.2 If a performer does not obtain a licence pursuant to section 30.1 of this By-law but in the same calendar year such performer, subsequent to the exempted performance, performs or provides services as regulated by this By-law then the obligations and terms and payment of fees as prescribed by section 30 of this By- law must be complied with by the owner. 31. Adult Entertainment Parlours, Body Rub Parlours, Adult Entertainment Performers and Body Rub Performers operating on the date of passing of this By-law shall have thirty (30) days to obtain the appropriate licence required under this By-law. By-law No. 3010 - 8 — Adult Entertainment Parlours and Body Rub Parlours V. OWNER and OPERATOR LICENCES 32. An application for a licence under this By-law is entitled to be issued, unless: a) the applicant, or any other person making an application or providing information in support thereof on behalf of an applicant, makes a false statement or provides false information in an application under this By-law; b) activities being carried on by the applicant, or to be carried on pursuant to the licence sought are, or will be, in contravention of this By-law or any other law; c) the premises, accommodation, equipment or facilities in respect of which the licence is to be issued, are not, or will not be, in compliance with this By-law or any other law; d) the applicant, where an individual, is under the age of 18 years; e) in the case of an application to own and operate an adult entertainment parlour the applicant/owner already has an ownership interest in another adult entertainment parlour within the Town of Tillsonburg for which a licence to own and operate has already been issued; f) in the case of an application to own and operate a body rub parlour the applicant/owner already has an ownership interest in another body rub parlour within the Town of Tillsonburg for which a licence to own and operate has already been issued; and g) the applicant, or if the applicant is an incorporated entity than any of its officers or directors, has not been convicted of one or more of the following criminal offences for which a pardon has not been granted: sections 85, 88, 99, 123, 167, 173, 175, 210, 212, 213, 235, 236, 264, 264.1, 266, 267, 268, 271, 272, 273, 279, 462.31 and 167.1 of the Criminal Code as amended; or sections 4, 5, 6, 7 and 9 of the Controlled Drug and Substances Act as amended. 33. The Town Clerk shall, in a reasonable and prudent manner, investigate, make such investigations or inquiries and obtain relevant information to investigate every application for a licence under this By-law. The extent, breadth and scope of such investigation and inquiry shall be entirely at the discretion of the Town Clerk within the framework and confines of satisfying the intent and terms of this By-law. 34. On receipt of the application for a licence or for renewal of a licence, the Town Clerk may: a) at any reasonable time enter upon the business premises of the Owner to make an inspection to ensure that all the provisions of this By-law have been satisfied; or b) circulate the application and supporting documents to the Ontario Provincial Police, Oxford County Board of Health, Chief Building Official, Town of Tillsonburg Fire Chief and any other person or organization deemed necessary for their review and comment. 35. No person shall obstruct the person inspecting or withhold, destroy, conceal or refuse to furnish any information or thing required by the person inspecting for the purpose of the inspection. 36. It shall be a condition of every licence that the licensee shall, in carrying on the business, comply with the provisions of this By-law and ensure compliance by every other person involved in the carrying on of such business and shall provide notice of any change in information required in the application 37. If the licencee does not satisfy the terms of this By-law but Council, at its discretion, deems such lack of compliance to be temporary or minor in nature then Council may issue a licence under this By-law conditional upon compliance with such other terms and conditions as the Council may impose. If the licencee refuses to accept such terms and conditions as imposed by the Council then such refusal shall render the licencee non- compliant with the By-law and the Council shall not issue a licence. By-law No. 3010 - 9 — Adult Entertainment Parlours and Body Rub Parlours 38. No person shall be deemed to be licensed to carry on a business for which such licence is required under this By-law until the fee required by this By-law has been paid and the document forming evidence of such licence has been issued and delivered to the licensee. 39. Every licence shall be issued for a term as provided in this By-law, subject to revocation or other termination, or for a part of a term expiring, unless sooner revoked or otherwise terminated, upon the expiry date prescribed by this By-law. 40. Where the Town receives more than two applications for either an adult entertainment parlour or body rub parlour which meet all the criteria and requirements for a licence as set out under this By-law, licences will be issued for the first two such applications, which meet all the By-law requirements, that are received by the Clerk of the municipality. 41. Every licence issued under this By-law is personal to the licensee and shall not be transferred or assigned. VI. PROCEEDINGS FOR REVOCATION OR ISSUANCE OF OWNER AND/OR OPERATOR LICENCE 42. Subject to section 37 of this By-law Council may refuse to issue a licence or revoke a licence if the licence has already been issued or impose such penalty under section 47 of this By-law, on the basis of any one or more of the following grounds: a) the application or any other document or information provided by or on behalf of the licensee contains a false statement or provides false information; b) the carrying on of the said business has resulted or will result in a breach of this By-law or any other law, including a breach of any condition imposed on a licence under this By-law; c) there are reasonable grounds for belief that the building, premises or equipment used in the carrying on of the business does not comply with the provisions of this By-law or any other law; d) information contained in the original application form, or any other information provided to the Town of Tillsonburg by or on behalf of the applicant, has ceased to be accurate, and the licensee has not provided up-to-date accurate information to the Town Clerk sufficient to allow the Town Clerk to conclude that the licence should be maintained as valid and subsiding; e) the fee payable in respect of the licence has not been paid; f) if there are reasonable grounds to believe that the applicant or licencee will not carry on or engage in the business in accordance with this by-law and any other statute or with integrity or honesty; g) the log book as specified in section 15 and 75 was not produced upon demand by the by-law enforcement officer or contains inaccurate information or does not contain current information and such defects cannot be cured within 24 hours of the cited violation; or h) the applicant and/or information contained in this the application does not comply with section 32 of this By-law or any other section of this By-law. 43. Council shall not refuse to issue a licence and not revoke a licence under this By-law, except after a hearing before Councilin accordance with this By-law and in accordance with law. a) such a hearing will be conducted pursuant to the Statutory Powers Procedures Act; b) there shall be 14 days written notice sent by regular mail prior to the hearing date to the applicant and/or licence holder to the address as provided in the application; c) there shall be 7 days notice to the general public of such meetings; d) the licencee/applicant, or representative, shall be provided an opportunity to make submissions before Council at said hearing; e) the hearing before Council shall be public; and f) if the licencee/applicant fails to attend the hearing a decision may be made in its absence. By-law No. 3010 -to- Adult Entertainment Parlours and Body Rub Parlours 44. Council shall at its sole discretion determine the significance of the applicant/licencee's contravention of ht eterms of this By-law or any other law in deciding whether to revoke, renew, grant or suspend a licence however Council shall have the right to suspend a licence, revoke a licence, impose conditions on a licence or refuse to issue a licence soley based upon non-compliance with this By-law or contravention of any other relevant law in accordance with section 42 of this By-law notwithstanding that such licencee/applicant has not been prosecuted or convicted for such contravention or such contravention is described as minor or significant by the applicant/licencee. Council will not refuse to grant a licence based upon section 32(g) of this By-law if the offence as listed in this section was committed more than twenty years prior to the filing of the application and Council is satisfied that the penalty for such offence has been completed at least fifteen years prior to the filing of the application. 45. Where a licence has been suspended, cancelled or revoked, the holder of the licence shall return the licence to the Town Clerk within twenty-four hours of receipt of the notification of suspension, cancellation or revocation and the By-law enforcement officer may enter upon the premises of the Owner for the purpose of receiving or taking the said licence and no person shall refuse to deliver or in any way obstruct or prevent the By-law Enforcement Officer from obtaining the licence. 46. Where an enforcement officer or Town Clerk has reasonable grounds to believe that an owner and/or operator of a body rub parlour and/or adult entertainment parlour has contravened any provision of this By-law, failed to implement any conditions imposed on the licence, permitted entry of a person under the age of 18 years pursuant to section 77 of this By-law, failed to pay any prescribed fee, failed to maintain a current log book, contravened any other relevant law or information contained in the Application is false then such enforcement officer shall prepare a written report and provide it to the Town Clerk. The Town Clerk shall provide such written report to Council and schedule a hearing pursuant to section 42 and 43 of this By-law. 46.1 The owner and/or operator of an adult entertainment parlour and/or body rub parlour shall permit the By-law enforcement officer and/or Town Clerk, or designate, to attend at the premises for the purposes of examining the log book and ensure compliance with the terms of this By-law. 47. Council may, at its sole discretion, suspend the licence or impose such conditions and terms on the licencee in accordance with section 37 of this By-law for such period as Council deems necessary based upon the severity of the infringement and balancing the interests of fairness to the citizens and the licencee. VII. RETURN OF LICENCE 49. Where a licence has been revoked, the holder of the licence shall return the licence to the Town Clerk within twenty-four hours of receipt of notification of revocation and the Town Clerk may enter upon the premises of the holder of the licence for the purpose of receiving or taking the said licence and no person shall refuse to deliver or in any way obstruct or prevent the Town Clerk from obtaining the licence. III. ORDER TO COMPLY 50. Where a licensee has contravened any provision of this By-law, or the schedules the Town Clerk may: a) serve written notice on the licensee, advising of the contravention and directing his compliance, or b) where a matter is required to be done, may direct in a written order that in default of such matter or thing being done, the matter or thing will be done at the licensee's expense by the Town and the Town may recover the expense by action or in the manner as municipal taxes. By-law No. 3010 - 1 t — Adult Entertainment Parlours and Body Rub Parlours IX. LICENSING ADULT ENTERTAINMENT PERFORMERS AND BODY RUB PERFORMERS 51. There shall be taken out by every person carrying on or engaged in, or intended to carry on or engage in the business of - a) adult entertainment performer b) body rub performer c) a licence issued by the Town authorizing the adult entertainment performer or body rub performer to carry on the business of adult entertainment performer or body rub performer in the Town of Tillsonburg. 52. No person shall in the Town of Tillsonburg, except after a licence has been issued by the Town in accordance with this By-law, engage in or carry on business as: a) an adult entertainment performer; or b) body rub performer. 53. A person requesting a permit to be issued in accordance with this By-law, will not be issued such permit, unless: a) the person is over the age of 18 years; b) the person is able to provide adequate proof of identification and proof of age as required; and c) has never been convicted of an indecent act or of prostitution for which a pardon has not been granted for the following offences. i. Section 173 of the Criminal Code; ii. Section 175 of the Criminal Code; iii. Section 212 of the Criminal Code; iv. Section 213 of the Criminal Code; and v. Section 4 and 5 of the Controlled Drug and Substances Act. 54. The Town shall require adequate proof of identification and proof of age as provided in this subsection at the time an individual requests an adult entertainment performer's permit, or such further or other proof of identity as in the discretion of the Town Clerk, is satisfactory for the purposes of this subsection: a) Age of Majority Card; or b) Birth Certificate; or c) Passport; or d) Driver's licence. 55. It shall be a condition of every permit issued by the Town Clerk that the individual to whom the permit is issued shall comply with the provisions of this By-law. 56. The Town Clerk may revoke any permit issued under this By-law on the basis of reasonable grounds for belief that any application for a permit or any other document or information provided by or on behalf of the individual to whom the permit is intended contains a false statement or provides false information or provides false identification. 57. At the time of making a request for a licence, the performer shall also remit to the Town Clerk by cash, certified cheque or money order, the applicable licence fee contained in this By-law, payable to the Town of Tillsonburg. X. REGULATIONS AND CODE OF CONDUCT XI. LICENCES 58. No owner of an adult entertainment parlour or body rub parlour shall permit any person other than a licensed operator to operate such adult entertainment parlour or body rub parlour. By-law No. 3010 - 12 — Adult Entertainment Parlours and Body Rub Parlours 59. No owner or operator shall permit the provision of services designed to appeal to erotic or sexual appetites or inclinations upon or at the adult entertainment parlour or body rub parlour owned or operated respectively by such person, by any individual other than a licensed adult entertainment performer or body rub performer. 60. No adult entertainment performer or body rub performer shall provide services designed to appeal to erotic or sexual appetites or inclinations in any adult entertainment parlour or body rub parlour unless the owner, and the operator, if any, is licensed as owner and operator respectively under this By-law. 61. No adult entertainment performer or body rub performer shall provide services designed to appeal to erotic or sexual appetites or inclinations in any adult entertainment parlour or body rub parlour unless the adult entertainment performer or body rub performer is licensed under this By-law. 62. No person not being the owner of an adult entertainment parlour or body parlour shall operate the adult entertainment parlour or body rub parlour unless the owner of the adult entertainment parlour or body rub parlour is licensed as owner under this By-law. 63. No owner or operator shall represent that the owner or operator is licensed under this By-law when they are not. 64. No licensee or other person required to be licensed under this By-law shall, in carrying on the business in respect of which such licence is required, employ or use the services of any person required to be licensed under this By-law or any other law unless such person is so licensed. 65. No person shall enjoy a vested right in the continuance of a licence. The licencee shall not assign such licence and any such assignment shall be void. Under the terms of the By-law the Town of Tillsonburg has provided the licence to the licencee until the licence is revoked or terminated and at such time the licence shall be returned to the Town. The licencee shall hold no form of ownership over the licence and all forms of ownership over the licence shall at all times remain with the Town of Tillsonburg 66. Every person licensed or required to be licensed under this By-law shall in the carrying on of the business in respect of which such licence is required, ensure compliance with the provisions of this By-law by all persons involved in the carrying on of such business, and no such person shall permit any person employed by such person or otherwise involved in the carrying on of the business, to do so other than in compliance with this By-law. 67. No licence or permit issued under this By-law shall authorize any person to carry on a business or do any other thing, in contravention of any other law. 68. Every owner and operator shall have a copy of their licence posted in a prominent position at the licensed establishment and shall have readily available the original licence for inspection upon request. 69. While performing every Adult Entertainment Performer and Body Rub Performer shall have with them or readily accessible there Adult Entertainment Performer or Body Rub Performer licence. XII. BEHAVIOUR 70. No owner or operator shall, in respect of any adult entertainment parlour or body rub parlour owned or operated by him or her, permit any entertainer, including any body rub performer, while providing services as an entertainer, to touch or be touched by, sit or rest on, make or have any physical contact with, the breasts, buttocks, genital or pubic areas of any other persons in any manner whatsoever, or have sexual contact with any other person. 71. No owner or operator shall, in respect of any adult entertainment parlour or body rub parlour owned or operated by him or her, permit any employee or patron to touch, sit or By-law No. 3010 - 13 — Adult Entertainment Parlours and Body Rub Parlours rest on, or make any physical contact with the breasts, buttocks, genital or pubic areas of any entertainer, including any body rub performer, or have any sexual contact with any entertainer, including any body rub performer. 72. No entertainer, including any body rub performer, shall, while providing services as an entertainer, touch or be touched by, sit or rest on, make or have any physical contact with, the breasts, buttocks, genital or pubic areas of any other persons in any manner whatsoever, or have sexual contact with any other person. 73. No owner or operator shall, in respect of any adult entertainment parlour or body rub parlour owned or operated by him or her, permit any entertainer, including any body rub performer, to perform any services in a location which is not clearly visible from the Main stage and from a patron seating area for that particular floor of the Adult Entertainment Parlour, and which location is without visual obstruction by any person or thing, including but not limited to walls, curtains, glass, enclosures, structures, fog or reduced lighting to the extent that a reasonably visually acute person at the farthest point from the stage, while still in the area designated for viewing the stage, could still view the stage and adult entertainment performers thereon.. 74. No owner or operator of an adult entertainment parlour or body rub parlour and no other person carrying on or engaged in any business for which a licence is required under this By-law shall fail to ensure that all services provided by an entertainer, including any body rub performer, are within view of the main stage without obstruction by walls, curtains or any other enclosure. 75. No entertainer, including a body rub performer, shall provide services lawfully provided by an entertainer, including any body rub performer, unless they are within view of the main stage without obstruction by walls, curtains or any other enclosure. 76. No owner or operator of an adult entertainment parlour or body rub parlour and no other person carrying on or engaged in any business for which a licence is required under this By-law shall permit any services provided by an entertainer, including a body rub performer, to be performed outside of the adult entertainment parlour or body rub parlour or to be visible from any Iocation outside of the adult entertainment parlour or body rub parlour. XIII. AGE 77. No owner or operator of an adult entertainment parlour or body rub parlour and no other person carrying on or engaged in any business for which a licence is required under this By-law: a) shall permit any individual under the age of 18 years to enter or remain in the adult entertainment parlour or body rub parlour or any part thereof; b) shall permit any individual under the age of 18 years to act or appear as an adult entertainment performer or body rub performer or to provide services, at an adult entertainment parlour or body rub parlour; c) shall provide services at an adult entertainment parlour or body rub parlour to an individual under the age of 18 years. 78. No individual under the age of 18 years shall act or perform as an adult entertainment performer or body rub performer at any adult entertainment parlour or body rub parlour. 79. Every owner, operator and/or performer of an adult entertainment parlour or body rub parlour, and every other person engaged in or carrying on any business for which a licence is required under section 225 of the Municipal Act and this By-law shall, before employing or permitting any individual to act or appear as an adult entertainment performer, require such individual to produce a certificate of proof of age relating to such individual, and shall record the name of the individual, the number and description of such certificate, and any age or date of birth shown on such certificate, and maintain such record available for inspection by any enforcement officer and include this information in the log book referred to in section I5. By-law No. 3010 - 14 — Adult Entertainment Parlours and Body Rub Parlours 80. Every adult entertainment performer or body rub performer shall, while in attendance at any adult entertainment parlour or body rub parlour, carry her or his certificate of proof of age at all times or have it readily available, and shall comply with a request by an enforcement officer to produce such certificate. 81. Every owner or every operator of an adult entertainment parlour or body rub parlour, and every other person required by this By-law to record information from a certificate of proof of age under this By-law, shall provide such information to any enforcement officer who requests it. 82. For the purposes of this By-law, no individual shall present as evidence of her or his age any certificate or other document that was not lawfully issued to her or him, or that does not refer to her or him by her or his legal name. 83. No person carrying on or engaged in any business to which this By-law relates to, shall give or provide any false or intentionally misleading recital of fact, statement or representation, orally or in writing, to the Council, any committee of Council, the Town Clerk or any enforcement officer. XIV. SIGNS 84. No owner or operator of an adult entertainment parlour and body rub parlour shall place or permit to be placed any sign, or other advertising device on any premises occupied by an adult entertainment parlour, save and except a sign or any other advertising device containing the words "Adult Entertainment Parlour" and/or "Body Rub Parlour", and the name under which the business is operated provided such name does not include any of the following words: "nude", "naked", "topless", "bottomless", "sexy", "nu", or any other word or any picture, symbol or representative having like meaning or implications. XV. PROHIBITED AREA AND NUMBER OF LICENCES 85. In addition to the provisions of the Town of Tillsonburg Zoning By-law #35-99 no person shall operate or permit to be operated in the Town of Tillsonburg, an adult entertainment parlour or a body rub parlour within 100 metres of an existing school or an existing church 86. No more than one (1) licences for adult entertainment parlours and no more than one (1) licences for body rub parlours shall be issued by the Town of Tillsonburg under this By-law. XVI. HOURS OF OPERATION 87. No person shall operate or permit to be operated, and no adult entertainment performer or body rub performer shall perform in, an adult entertainment parlour or a body rub parlour, except between the hours of 12:00 noon local time and 2:00 am local time. 88. Every person shall comply with the provisions of this By-law applicable to him, her or it, whether or not licensed or required to be licensed under any law. 89. Every applicant and every other person licensed or required to be licensed under this By-law, shall comply with every provision, regulation and requirement contained in this By-law relating to such person or such business, whether or not such person is licensed or whether or not a licence issued to such person is valid and subsisting. XVII. OFFENCES AND PENALTIES 90. Every person who contravenes any provision of this By-law and every director or officer of a corporation, who directed, authorized, assented to, acquiesced in or who knew or ought to have known of the commission of the offence is a party to and is guilty of an offence and on conviction is liable to a fine not exceeding $25,000.00 or to By-law No. Soto - 15 — Adult Entertainment Parlours and Body Rub Parlours imprisonment for a term not exceeding one year, or to both as provided for by the Provincial Offences Act or such relevant statute as amended. 91. Despite Section 90, where a corporation is convicted of an offence under this By- law, the maximum penalty that may be imposed on the corporation is $50,000.00 and not as provided therein. 92. This By-law is passed pursuant to powers conferred upon the Council by the Municipal Act, R.S.O. 1990 c. M-45, as amended, particularly, without limiting the generality of the foregoing, sections 109, 224 and 225 of that Act. 93. Without limiting the generality of the foregoing, this By-law is passed under Section 224 and 225 of the Municipal Act, as amended, for the purposes of subsections 330(1) and (2) of the Municipal Act, as amended, which provide as follows: a) "3300) Where a person is convicted of carrying on or engaging in a trade, calling, business or occupation on or in respect of any premises or part thereof without a licence required by a by-law passed under section 224 or 225, the court shall order that the premises or part thereof be closed to any use for any period not exceeding two years b) "330(2) Where a person is convicted of a contravention of a by-law passed under section 224 or 225, other than carrying on or engaging in a trade, calling business or occupation without a licence so to do, and the court decides that the owner or other person occupying the premises or part thereof in respect of which the conviction was made knew or ought to have known of the conduct which formed the subject matter of the conviction or any pattern of similar conduct, the court may order that the premises or part thereof be closed to any use for any period not exceeding two years." XVIII. SEVERABILITY 94. Should any section or sub -section of this by-law or any part of parts thereof be found by law to be illegal or beyond the power of the Council to enact, such section or sub- section or part or parts thereof shall be deemed to be severable so that the remainder of this by-law is separate and therefore enacted as such. XIX. MISCELLANEOUS 95. As used in this by-law, words used in the present tense include the future; words used in the masculine gender include the feminine and neuter; and the singular number includes the plural and the plural the singular. 96. The headings and subheadings used in this by-law shall not form part of the by-law, but shall be deemed to be inserted for convenience of reference only. XX. CITATION 97. This By-law may be cited as the "Town of Tillsonburg Adult Entertainment By-law". READ A FIRST AND SECOND TIME this 121h day of August, 2002. READ A THIRD TIME AND FINALLY PASSED this day of ,2002. MAYOR CLERK Ir, Pfl -f fl �- >i COUNTY OF OXFORD Phone: (519) 539-9800 DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 P.O. Box 397, Woodstock ON, N4S 7Y3 coNov¢� P OUR FILE: A-19/02 MEMORANDUM To: Chair and Members of the Tillsonburg Committee of Adjustment From: James Hill, Oxford County Community and Strategic Planning Office Re: Planning Comments on Application for Minor Variance A-19/02 Date. August 12, 2002 BACKGROUND Applicants: Agent: Location: Official Plan: Zoning By -Law: Adjacent Uses: Proposal: Requested Relief: COMMENTS Intent and Purpose of Official Plan: John, Fran and Dianna Lambert Van Lagen Homes 121 Glendale Drive Low Density Residential Residential First Density (R1) Residential (north, east, west); (south); vacant residential lots School (south); Open space The applicant is proposing to increase lot coverage to accommodate the construction of a single detached dwelling. 1) Relief from Section 6.2.1.1.4, Lot Coverage, to increase the maximum lot coverage for all buildings and structures from 30% to 31.5%. In compliance. Intent and Purpose The subject property is located in the `Residential Type 1 (R1)' of Zoning By -Law: Zone in the Town's Zoning By -Law 1994. The purpose of the lot coverage provision in a Residential Zone is to prevent overbuilding of a low -density residential lot. It also ensures the amount of open space is consistent with other properties in the immediate area and ensures adequate open space for outdoor amenity areas and drainage. Extent of Variance: The variance is minor. Desirable Use or The application indicates that the subject property is Development/Use: approximately 629.8 m (6779.1 ft2 ). The proposed one storey dwelling will have a gross floor area of 132.9 m2 (1431 ft). The subject property exceeds the minimum requirements for lot P.O. Box 397, Court House, Woodstock, Ontario N4S 7Y3 9 planning@county. oxford. on.ca A-19/02 Page 2 frontage, lot depth and lot area in the R1 Zone. The proposed single detached dwelling for the subject property will be similar in size to the other single storey dwellings in the area. It may be argued that the design of single family dwellings constructed in the area are too large for the associated lot sizes, as it allows little opportunity for any accessory structures such as sheds and covered decks to be located on these properties. It should be noted that the requested 31.5% lot coverage for the proposed main dwelling does not allow any remaining lot coverage for the future construction of accessory buildings or structures on this property. Plate 1, Location on Aerial Photograph, is an aerial photograph of the subject property showing the location of the property in relation to the abutting properties, existing zoning, and the location of buildings and structures. Plate 2, Applicant's Sketch, includes a description of the property. The applicant has requested a minor variance to increase lot coverage from 30% to 31.5% to accommodate a covered porch and attached garage. According to the application, the requested coverage variance would allow for a single detached dwelling with a covered porch and attached garage to be constructed on the property in accordance with the applicant's building plans. The proposed dwelling would comply with all other provisions of the R1 zone with respect to lot size and yard setbacks, so there should still be sufficient space to provide for outdoor amenity area, drainage and landscaping. The Committee reviewing the residential zoning provisions for the Town's new Zoning By -Law has recommended increasing the maximum lot coverage provision for the R1 zone to 33%. Although these recommendations have not yet been considered by Town Council, they do provide some guidance in considering the appropriateness of the lot coverage variance. Finally, the applicant should be aware that, if the variance is granted and the dwelling is constructed as proposed, no accessory buildings or structures will be permitted to be constructed on the property in the future unless the maximum lot coverage provision is increased. It is, therefore, the opinion of this Office that the proposed variance to increase lot coverage is appropriate in this case and can be supported. LEGEND Zoning Line FH Subject Property PLATE 1: A-19/02 (121 GELNDALE DRIVE - J LAMBERT) Location on Aerial Photograph NOTE: THIS IS NOT A PLAN OF SURVEY I iF Of 0 Plate 2: Applicant's Sketch -WE rCH PREPARED FOR A41NO4 VAIWANCE APP1.10A 77ON PART OF LOTS 8 AND 9 REGISTERED PLAN 41M-147 (PART 8. 41R-6720) TOWN OF TILLSONBURG COUNTY OF OXFORD SCAU - I 2!io METRIC KiAA HUSTED SURVE'rING, LID, 2002 CAUTION NOTES I 'AYE y - . �W "fW'- -17 tJ _6,.2002 A-19102 Page 3 Recommendation: That the Tillsonburg Committee of Adjustment approves application A-19/02 for 121 Glendale Drive on the condition: Authored By: 0L.-x:7�- ff Christine O'Malley Student Planner 1. That a building permit be issued within one year of the date of the Committee's decision. Approved By: Ja Hill, MCIP, RPP MdDzfger of Community and Strategic Planning MILL POND ESTATES TILLSONBURG TRAFFIC IMPACT STUDY F.R. Berry & Associates July, 2002 Ifi MILL POND ESTATES, TILLSONBURG TRAFFIC IMPACT STUDY 1. 2. INTRODUCTION AND BACKGROUND Aspden Developments Inc. has proposed the development of 25 single family homes and a 40-unit condominium apartment building on John Pound Road (County Road 51) at the south end of Tillsonburg. The development will have a single access to John Pound Road approximately 60 metres west of the intersection of John Pound Road with Bidwell Street. In a report to Town Council on June 3, 2002, the Director of Operations discussed the issues of closing the south end of Bidwell Street to vehicular traffic and of pedestrian movements in the area. It was recommended in this report that the Town conduct a Municipal Class Environmental Assessment - Schedule B to close Bidwell Street. The purpose of this report is to provide the traffic analysis required for the class EA process and to review pedestrian circulation in the area. In addition, the report will also consider the impact of traffic generated by the proposed development on the operation and safety of John Pound Road. EXISTING CONDITIONS John Pound Road (County Road 51) is a two-lane rural arterial which provides access between Provincial Highway 3 and downtown Tillsonburg. Average daily traffic is about 3 800 vehicles. The posted speed limit in the vicinity of the proposed development is 50 km/h. Immediately east of the proposed development, John Pound Road is intersected by Bidwell Street and Bloomer Street. John Pound Road then rises on a steep (6 to 8 percent) grade and makes a tight turn to intersect Broadway in downtown Tillsonburg. Figure 1 shows a general plan of the area. Because of the horizontal and vertical curve constraints, sight distances to and from the west at the intersections of Bidwell Street and Bloomer Street are restricted. In addition, because of the sharp angle at the intersection of Bloomer Street and John Pound Road, right turns from Bloomer Street are prohibited. fil -2- While Bidwell Street intersects John Pound Road at right angles, it's narrow width combined with the sight distance restriction has resulted in its designation as a one-way street southbound from about 90 metres south of Prospect Street. Traffic is prohibited from entering Bidwell Street from John Pound Road. It is estimated that the traffic volume on this section of Bidwell Street is less than 300 vehicles per day. There is a narrow sidewalk on the north side of John Pound Road east of Bidwell Street. Other than that, there are no pedestrian facilities in the area. 3. PROPOSED DEVELOPMENT The site of the proposed development is shown in Figure I. The development will consist of 25 single family homes and 40 apartment condominium units. The estimated vehicle trip generation is as follows: in out total in out total 25 S.F. 288 6 18 24 20 11 31 40 apt. 242 6 17 23 17 10 27 530 12 35 47 37 21 58 viven the location of the development related to employment, shopping and business opportunities in the community, it is estimated that 80 percent of the trips generated would be oriented towards the north. Figure 2 shows the projected vehicle trip assignment for the morning and afternoon peak hour. 4. ANALYSIS 4.1 Level of Service Using an estimated peak hour flow on John Pound Road derived from the average daily traffic volume, a level of service analysis was made for each of the morning and afternoon peak hours. Level of service is a measure of how well an intersection operates and is expressed in terms of average delay to all vehicles passing though the intersection. Level of service is represented on a scale of A to F where A is the highest level of service and F reflects unacceptable congestion and delay. The level of service analysis indicates that, in both peak hours, though traffic on John Pound Road would operate at level of service A with virtually no delay to vehicles turning left into the development. Traffic entering John Pound Road from the development would -3- operate at level of service B with average delays of 5.7 seconds in both morning and afternoon peak hours. Level of service worksheets are contained in Appendix A. In summary, the access to the development will operate at a high level of service. No turning lanes would be required on John Pound Road. 4.2 Widening of John Pound Road It is understood that the County of Oxford has requested that the developer construct the driveway access to allow for a future widening of John Pound Road to four lanes. The current average daily traffic on John Pound Road is about 3 800 vehicles. The capacity of a two-lane arterial such as John Pound Road is about 12 000 to 15 000 vehicles per day. It will be many years before traffic demand reaches these levels. In addition, it would be a very costly proposition to widen John Pound Road to four lanes on the existing alignment between Bidwell Street and Prospect Street. It may be preferable to evaluate other linkages between Highway 3 and downtown Tillsonburg before committing to this degree of reconstruction. In summary, it does not appear reasonable for the developer to incur additional expense to allow for a widening which may not take place for many years or may not even occur at all. 4.3 Sight Distance At the proposed access, sight distance to the west is greater than 300 metres. To the east, sight distance is constrained by the horizontal curve on John Pound Road. The sight distance in this direction was measured at 116 metres. Ministry of Transportation guidelines for a 60 km/h design speed (equivalent to a 50 km/h posted speed limit) require a minimum stopping sight distance of 85 metres. For the proposed access location, sight distance criteria are met. 4.4 Bidwell Street Due to site constraints, the rear wall of the apartment building encroaches within the minimum set -back distance from the property line at Bidwell Street. The suggestion has been made that this problem can be overcome by closing Bidwell Street to vehicular traffic. It should be noted that this suggestion has been made before because of the perceived hazard at the intersection of Bidwell Street and John Pound Road. Sight distance measurements made at the intersection indicate that over 350 metres sight distance is available to the west. However, the sight distance to the east is limited to 56 metres. Moreover, John Pound Road at this point is on a downgrade approaching Bidwell -4- Street. As noted above, MTO criteria call for a minimum stopping sight distance of 85 metres. This distance is not available. If this section of Bidwell Street is closed traffic would be diverted to London Street to access John Pound Road. Traffic on Bidwell Street is estimated to be less than 300 vehicles a day. The addition of this volume of traffic to London Street would not noticeably affect traffic operation. The stop controlled intersection of London Street and Broadway has adequate capacity to handle this additional traffic, since most of it would likely be turning right to go south. South of Prospect Street, there is one residence with access to Bidwell Street. Two-way travel should be maintained on Bidwell Street to serve this residence. Since the southern section of Bidwell Street can continue to serve as a pedestrian walkway, the existing pavement can be retained. Metal or concrete ballads at either end of the closed section will be sufficient to prevent vehicular traffic while still permitting pedestrians and cyclists. 4.5 Pedestrian Circulation It is understood that the developer of Mill Pond Estates will be required to build a sidewalk on John Pound Road along the frontage of the development. This sidewalk can form part of a pedestrian walkway system connecting Coronation Park and Otter Creek to the downtown area. A critical portion of this walkway system will be the crossing of John Pound Road. Any crossing between the access to Mill Pond Estates and Prospect Street should be avoided since the lack of sight distance would make any crossing in this area highly dangerous. It is understood that the City is considering a new pedestrian footbridge on the alignment of Van Street with a new walkway directly up the hill to the east of John Pound Road. An alternative route could cross Otter Creek west of the old mill where a footbridge was previously located and cross John Pound Road either at George Street or the access to Mill Pond Estates. The new sidewalk on the north side of John Pound Road and the closed section of Bidwell Street would form the rest of the pedestrian linkage to downtown. If Bidwell Street is used as a pedestrian walkway, signing should be placed to warn southbound pedestrians and cyclists of the danger of entering John Pound Road. Ifi -5- 5. CONCLUSIONS The development of Mill Pond Estates will have no adverse affect on traffic safety and operation on John Pound Road. It would not be practical to construct the access from Mill Pond Estates to allow for a four - lane cross-section on John Pound Road since such widening is not likely to occur for many years if at all. Bidwell Street should be closed to pedestrian traffic from 90 metres south of Prospect Street to John Pound Road. Any new pedestrian walkway system in the area should avoid crossing John Pound Road between Prospect Street and the access to Mill Pond Estates. P14 10 C W J C) Q cr, a z DURHAM �' moo �� EL IN ST. � 7 V p`- tiG 8ROCK ST �'' c^ NARRtS ca LAE] FY-MA.4 STREET Mill Pond Estates Ot�,O V "I 4 S=E1� Figure 1 Area Plan Mill Pond Estates 7 28 John Pound Road b &-10 (County Road 51 2 -" AM Peak Hour Mill Pond Estates 4 17 i John Pound Road ,1 L z- 30 Coun Road 51 7 -�' PM Peak Hour Figure 2 Development Traffic I j APPENDIX A LEVEL OF SERVICE ANALYSIS t CS+ Ur isign_. zed lii t et a?c 1tt ic.r._ ;7E?1..?aS.% yrj r..•.F HI- _ =n - =r F:_:r Mit_ r_ _r s- t_ Cif :j _ l-1:_ + EMS - ► T _ : 1:•a.ittr- treet EC-ir at_tion. • .. Ei: _ ,_ r• l l L ri Y ,_, �. , . Lt_t ! 1 rTl _ r-r I-i � � t V z e rjj '•.:TI i n .' �h� r ? _I tt t t � ;•� f , =� 'r �T! it 1 . r•� . . . . . . . . . Pr :_ ' c c, J, e t't rs e c, it � r � _ L► r Ttri'- "t'i L� + t-tJ Wit} 1 t• i' t . 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AdJUStmazerit -t . t_l t_f CIL i C •= 1 i, PRI Chi L I Q i1 ! � v e nn n t= = fit E2 i I 1 :.a ' .L . - PC L - �) ) ---- ---------.._- ___.-_ _---____---------------------- _--»----- -_-� 1 4 I n •t e; lei= i i Girl F'er f c ,r man i= a Si_ir',ma r :j Avg. 'Ove Shared Total '315 DUeL r 1+' + Cap Cap Delay h1------- te Length LOS Appr Oac h De I _~. �1►_� ;•P3C13 ph` `==,= /,/p:. (,y :) ay is=i='_ /veh:) Sr F, ~ i l l )4 0 0B 5.7 - - t. Eb - - I! c t (, y i_in r e f HUD LinssiQnal ized Int_r_ei= icin=_ C: c= r1 t r r i=! ; !' ; != r,=i != OM p _t : e I n T r- n _• p i r t. i c. n c 1 •. !- I F: 1 1 .-•• 7 r ( -: f y.-. a.? !_1r S t r eet E) i t el= t i lr r .... E.J L1_rri h t,f Tinnem i n;a1 y zeid... 6 C) :min ; Analyst............... • ... f•r"b Other Informa�ticn..... I. ...F'r o.jecte?d PM sWrE:: OL Tw,,-way Lt11p-!=!=!ntr-!_il led Inter c-ct i! on E.=t bf 1!_4nl� ir1,!•=t �i!_1i inGa �+ it ti r�ls lLtt i+'i_!UthC,: 1Urr04 L T F' L T r". L T F' L T r. _1 n e2 1 Stor)/Yi C21d ; N 14 G Ee MC as SU/Rk," .+ f.J. ;1 , 1 0 ij F 4+ 0 i:idjt_tstFmEmt Factors vehrii=1c_ isril:i=a1 Follow -,gip P1ia n?l..i'1 ar -------------------------------------------------------------------- Ij•=cp is i- :j Time (t f L _ f t TL I.- ri i` aJ � !r �'!(_ ad 5. ;_){_� 2.10 Right TU: n 1 li�:1-ir�cia � J. ri_) i. GCj Tt•�r-;�:' rI I rzif t3!= Minor I'Iinor Ri=i=•td ,_.. t;fj 3 3'. L = + t T -, 1 r. !-•,iD a'J S ■ Ct % 3.40 E,i- S= r _ _-'n�iana I ized n1.arsa=_t lr.;'.� ,'r:EIei!�: 0233PC rH-- r. -, r_r i=. _• i-i e t f :_' r 1 W I_• I rl ter se I_ t i =' f St S i : P 1 r _:.Ti i � ` i ! 1 1_� i _ l• i ' !:e E't (_i �! I_• I_11. 1 * 1 1 I_ t 1 I I Li .^ .Ir _' w -s : i• J Ij.•.f J 1 •t _ �� •-► Movement Capacity: _•• p 1_ p h .- 10612 ;' r ob , of i C)Lte _te "Fr e State: 1 f )0 Step 2: LT fry rl�i Ma..ir_rr Strc_t_t wJL`� E Conflicting Flows: '.vph 24 F'=,rtent ia? Caa.a1_ it,, : (p1_ph:) 1313 F!c r ement CaGar_ i t y : t: pr_ ph i 312 Prob. Of QUet_te--Free State: C). 1319 TH Satt_trat ic-n Flow rate: (:cr=_phpl :) 170 C) 1-: T S .a } =_t r a t i on F? ow F: a t e. ( pc p .-I p l Ma.i _rr LT Shared Lane Prob. =)f QUe .te-Free State: • 1 J Step 4: LT frc)m Plinr_Ir Street ,{ : - -_ SFi Conflicting Flows.- (`,,' I:_I h :' 423 F' o ,_ e n t i .----t j i_: a p .a :_ i t ,r : !. p r_ p h :} 602 Ma.i I_Ir LT, Minor TH Impedance S IT:pedan:_ e Fact::,,- : C) . 91 Ad.j uste-4 iiiljJeuanI. e :-_'ir= t'_'r CaPacity Adjustment .J . .L_ e _ �I-;r_ : II1I�I,�� i��'I �'i_I`r►=f11=:i F-= (y ��j ir►ter-e1_tio n F'_rformanr_e St_tmnmary Avg . '-1Cl. F1 r_ iw l iI:=e •`i I Shared Total .t_teu a -I- ,L� ,ppr� ra1_: i R �. a t re cap :_::a G 1) e 1:, r Length LOS Ll c. 1 � , ti `+ M I•'+'e:iier.t tpr_ph•} (r3cpFi rp.:FIh ._=.cdveii eh? (:xai= r\1eh 1 J 5.3.. L 15_}%,i C D' 31 - - - _ A It E- Ir' S I_ t• i i I � ; r} r_• i . a r` -- `D.3 = = I. % `i la h The Canadian National Institute for the Blind Ontario Division L'Institut national canadien pour les aveugles Division de I'Orrtario June 17, 2002 ATTENTION: MUNICIPAL CLERK RECEIVED flit , Sudbury/Manitoulin District Office Honorary Patron: 303 York Street The Honourable Hilary M. Weston Sudbury, Ontario P3E 2A5 Lieutenant Governor of Ontario (705) 675-2468 Patron d'honneur: Fax (705) 675-6635 Lhonorable Hilary M. Weston Lieutenant-gouverneure de I'Ontario sudbury@east.cnib.ca www.cnib.ca Re: The Selling of the CNIB 2003 Cash Calendar in your municipality The Canadian National Institute for the Blind, Ontario Division recently obtained a licence from the Ministry of Consumer and Commercial Relations for a Lottery Calendar. We have been instructed by the rules of the Ontario Gaming Commission to notify you that sales may occur in your municipality. As required by the Commission rules, we enclose a copy of the provincial licence issued, as well as a copy of the original application submitted. The pertinent details are as follows: Description: The CNIB 2003 Cash Calendar is a full colour wall calendar. Each day, week and month purchasers are eligible to win cash prizes. To enter the draw a purchaser must send a draw ticket, attached to the back of the calendar, to their CNIB district office where it is forwarded to the CNIB district office in Sudbury. Applicant: The Canadian National Institute for the Blind, Sudbury Office, on behalf of CNIB, Ontario Division. Type of Lottery: Raffle Provincial Lottery Licence Number: P021233 Location of Draws: CNIB, Sudbury District Office (705) 675-2468 303 York Street, Sudbury, ON P3E 2A5 Specific dates of the lottery events: January 1, 2003 to December 31, 2003 Prize Board Breakdown: 1,100 Daily Draws Totaling @ $50 55,000 104 Twice Weekly Draws @ $100 10,400 48 Monthly Draws @ $200 91600 1 Special Draw @ $5,000 5,000 Total Value of All Prizes $80,000 Price per calendar: $20 Sale Dates: June 2002 - February 2003 If you need further information regarding this matter, please contact the Sudbury District Office at (705) 675-2468, Ext. 241 and ask for Irene Melanson. Yours truly, Wesley Marsaw CNIB Cash, Calendar J/ OBJECTIVES: To ameliorate the condition of the blind in Canada, to prevent blindness, and to promote sight enhancement services -��\- OBJECTIFS: AmNore, les conditions de vie des aveugles au Canada, pn5venir la c6cit4 01 promouvoir les services de soins de la vue. AN 17 2002 13:24 FR AGM 41G 326 555-5 To 917056756635 P.02/W A`�' � �1o, ��n. desLotter LicenceGwlng aboole et desim y of On� de rOntado P 2 Licence de loterie � "I233 upe A' 'mod~ dress= Ic1 • 7Ni[��.�� #�/ ~'• yam••! �•t•. � �.�... e:ar.;�.tf?4,. 1 = ,r � •�.•• •'ti ti � CANADIAN NATIONAL INSTITUTE FOR THE BLIND - SUDBURY BRANCH GIN #: CN CO074 303 YORK STREET SUDBURY, ONTARIO P3E 2A5 Ion It 43 - Ew .LUi�lt��Jl�elg • • • • •r - _ • •� � .11 ' tlE616(681l�tjrOun1d 3p itd ; • :• . 8 . 303 Y RK SMit, • •: .. S�CiftOAf d1!Vin{SJ: •', ;: ' _ SPa�l� rte+'>}'' . February 10, 2003 - December 311 2003 48 Draw (s ) 12;00 N%A Total value of all prizes In arty lottery conducted under this La valour totale des prix. Brune loteda organfsee an vertu licence not to exceed 0 , 0 0 0 In cash, de la prdsente licenco "no -doit-pas excdder 8 0 0 • or merchandise Or articles at �egu�i6lent market value. 0 0 . $ en esp�CeS ou une valour �auivatente en nature - The licensee must observe all tetras and conditions of this Vorganisme autoded douse c onforrne*ru' tDutes !es licence as agreed to in its applk n. rnodalltds dont it a convenu dans la demande de The conduct of this lottery scheme IS MStdcted to the dates, licerce. On dolt condulre la lotede salon lea dates, hours and limits specified on this Iiconce, heures et finites qui y sont Indlqudes. SXl S and.. C4131=2 - _ LICENSEE IS REQUIRED TO AD)JEFt: TO ALL REOULATIOpS, TERMS 6 CONDITIQI .AND TO THE ATTACFtED ADDENDUM TO 7}qa WCH$CE. THERE ARE 1?.33 PRl2.FS ON Tag "CALENDAR ORJ11lV' IATTERY: WITH RRIZE.4 g$!{1tQ ALLOTTED FOR EACH DAY 4R TF{Ij YEAR �g AS INDICATED ON THd CALEMM. SEE ADaFIr1OUM FOR DErAILB. OSte•Ot lsasulate i!s d�iYrae Gls�la I'icrtoa: • •Lece F _LTUne 17, 2002 $ 2,500.00 $ Registrar Of AlwhCl and Ganung RegWSteur dss alcooW et des Wm i PETER TTA eo�slsan�l Not Transferable/Non cesslble Alcohol acid Gaming Commbsbn des alcools Gmup IderdtficatIon Number (GIN) !!Ca CommbabnofOntwb eidesjeuxderontarb Numbro d7dantIilcatlorr dorganlame (NiO) �P tlon to Manage and : �-- Gaming Fteglatretbn and Inacrlption pourfes jeicc Lotbsries etbterbs Conduct a Raffle Lottery Demands de permis pour administrer so WW= s4..t w., ra, aoa 26 nw Duress a r duo* at conduire une tombola (Umge) Taato ON MGM Tao ft ON lY 02M " - • • '- Iia•�2D-O700 1•a00d�,id70 fAf Rs� k� Oel�rb I ae» ids u► Orisb We, the undersigned, as two principal officers of record (organization) Les sousslgnAs, qui soM deux d P ncipatnc dlrtgeants de The Canadian National Institute (��me) : t for the Blind Addrm Adresse 303 York St., Sudbury, ON P3E 2A5 apply for a licence to manage and conduct a Raffle Lottery from the font une demande de permis pour administrar et condulre une premises municipally known as tombola(drage) dens lea Idcaux connus dans la munldpalltd sous : le nom de .� City of, Greater Sudbury and situated in the Munidpagty of at sltues Bans la muntdpal1t6 de .. Sudbury : between the dates specified, and for the charitable or religkws objects entre les data Indlqu6es, h ('Intention des oewres ou de and purposes, and In the manner described herein. blentbance s et de la manure d6crlte Bans l P prdsentes. : 1. The Charitable or reU foul o ads or u g bj purposes to which proceeds 1. Les profits seront rdpaft aux oeuvres religleuses ou de are to be donated are described as bterrfalsanoe •sulventes. Rehabilitation services for 'blind and visually mpa re consumers. 2. The -total value of all prizes to be awarded In the Raffle Lottery for 2. La valour totals de tous les prirc qul serord atMbuBs dens le cadre which tMs application Ismade wig be $ ..............cash de le tombola (tkege) pour laquelle cette demands est (afte sera value, or mendhandtse or articles at equlvalent market retag value. de ............................... $ on espgoes. ou une valour gqutvalente Meramix tse prizes are described as au ddtall. - Cos prix de valour au d6tall consisteront on ,sae attached prize board breakdown -• 3. .. Closing date for sale of the tickets will be F.eCb ....:.��f la 3.. 3. La date finale pour fa vents de billets sera le ..........» ................:..... .. and the draw for a winner or winners will be made at (address) at to tirsge du ou des,gagnant(s) sera faft au (adresse) 303 York St., Sudbury, ON 3E 2A5 : on (date).. Feb . 10 /0 3 at(t�he} »12 s0 N� . m . ...»..N.N.N. N.NNNNN..N...................NN....NN.N... le (date).. h (hears) ».......... NN.......»NN.................... ....»N.»N.....NNN.N. lfawdwofdmws;beglnningdaW.-Jan.„...1,....2.0A3.................. S'llyaplusleurstlrages premlbredate ........................................... `-.. endingdate..»..e..... .,.Q.Numberofdrawa....A�N....... demihredate............................. 4. A w um or wtruhers will :be determIned by (describe) 4. Le ou les gagnants seront d6terrnin6s (pr6clser) Supervised drum drawing ' and the name(e) and address(es) of the winner or winners wig be at le nom at radresse du ou des gagnant(s) ser+ont connus par published (describe) (pr6ci) : ..Local newspaper/'written notification 5. The total number of tickets to be printed W!U be ..... Zn.,.aaa.......... S. Le nombre total des bigots qui seront fmprInAs sera de.. .............. 00001 : and aU tkdaet9 Wig be numbered consecutively from ........................... et toes les billets portBn_ ont des num6ros consdcutffs alfant de .. ....... ..h.: ..PrfkcNblUdt:: ' .. ..... ........................... . • Certtflcate ! Attestation • : ..: _ We (namejJNoua sousstgn6s(ram)....... DUIA.. q;kd... ..................................................................................... of (organ") /de organlsme)N........NThe .Canadian National Institute for the Blind .....................»........................... N............................................................»................ : of (munk;ipagtyjlde (munk;[RaUt�).. Sudbur , Y ......................... ......................... ..... ........... .. ai the county of/'du ....... . mt� d l4 co a UudbU .Y ...........""•N.N....................... '. :� • jointly and 'severally, hereby certify thaUattestons oollecdivement at tndlvlduegement quo: • •:: 'a have. road, and Fiav4 In our posesslon, and 44ree to comply 1) Nous aeons to lea dispositions de' i'annexe A modalttds lnh8rente ;.:.ih, the pinvlslons of Schedule A -Terms and Conditions under 6 la ddgvranoe d'un pemtls de tombola (tirage). qua rrous les avon Which the Lottery Licence Is issued. on n re possession at quo noes acceptors de nous y conformer, : 2) We have read over thls application. 2 s ) presente formula, ' 3) Ail facts stated and information famished herein are true and 3) Tous les faits Indlquds at les'renselgnements foumis dons les j pr+dsentes sort vdrtdlques at exacts, 4) We are the holders of the offices with descrfptivo We as set out 4) Nous assumons les. foncions correspondent aux titres spedit6s and appearing' under ohir respective signatures :below. sous nos signatures respedives d-dessous. : S) K e licence is granted, we undertake to comply with all the temps 6) Si un pennls ad d6gvI6.. QgUO engageons h an observer les and conditions of such gcenoe. modalitga. - SignedISlgnature Print Name/Nomeih Derald Field Wesley Marsaw'- letb" moulees - , TgteJTttro ... Past Chair &Member Volunteer. & Committee Member Telephone No: W'..dew, ''aff, Home (705) 566j�214 Home (705) 522-2102 Date/Date, /t IL' U L z witness (slgnt Ummoln(slgnatiue) ' . ' 4 QMI 0 INOM-A . CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NO. 3029 BEING A BY-LAW TO ADOPT A PERSONNEL POLICY WHEREAS the Council of the Town of Tillsonburg recognizes the need for a clear and concise set of policies concerning personnel management; AND WHEREAS Council of the Town of Tillsonburg is desirous of collating all policies in one manual to assist Council and Staff; AND WHEREAS the Council of the Corporation of the Town of Tillsonburg deems it advisable that the Personnel Policy be amended from time to time and that the amendments be confirmed and adopted by by-law; THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. THAT the Personnel Policy attached hereto as Schedule "A" is hereby adopted as the policies and practices to be used in the management of personnel; 2. THAT said Policy is attached hereto as Schedule "A" and forms a part of this by-law; 3. THAT all by-laws and amendments thereto previously enacted by the Town of Tillsonburg are hereby repealed; 4. AND THAT this by-law shall come into force and effect upon final passing. READ A FIRST AND SECOND TIME this 8`h day of July, 2002. READ A THIRD TIME AND FINALLY PASSED this 8th day of July, 2002. MAYOR CLERK C,ilssio;burg pu Library Matthew Scholtz • Chief Librarian June 4, 2002 Tillsonburg Town Council Tillsonburg, ON. RECEIVED Muni 6 .2001 Dear Mr. Mayor and Members of Council: 2 Library Lane, Tillsonburg, Ontario. N4G 4S7 (519) 842-5571 Fax (519) 842-2941 Recently, Windsor Public Library, under the direction of the Provincial Government, conducted a survey of Ontario public libraries and their role in promoting tourism. Although public libraries are not normally seen as a tourism agency, the survey did reveal that such a role has been quietly and efficiently assumed by many libraries in our province. For the information of Council, I have attached the preliminary pages of the "Tornos Report." While the Tillsonburg Museum certainly serves as the primary source of tourism information in our community, I did want to make Council aware that your library, together with other public libraries in Ontario, does play an ancillary and valued role in promoting tourism. Thank you for your kind consideration and attention. Sincerely, Cam_..-1- ; Matthew Scholtz Chief Librarian Secretary to the Library Board I q � III. Executive Summary Between October 2001 and March 2002, the Windsor Public Library appointed the LibraryNet Tourism Research Team to conduct a groundbreaking study. The project, which was funded by Industry Canada, in conjunction with the Ontario Ministry of Tourism, Recreation, and Culture, entailed a province -wide survey regarding the relationship between tourism and the public libraries of Ontario. With 201 out of the 309 library systems taking part, an overwhelming 65% response rate was achieved. Nearly half of the respondents were from Northern Ontario, and 40% of the libraries were based in rural communities, with residential populations less than 5000. For an area that has never been studied in the past, the volume of useful information was considerable. One major discovery was the fact that libraries, through their programs, facilities, and services, are actively supporting tourism in Ontario. Proof of this is the scope of what is offered to tourists. For instance: 99% of Libraries offer tourists Information on local tourist attractions & historical sites 98% offer Internet Access, Maps/Geographical Information System Resources (GIS) 97% offer Special Collections, Genealogical Records, Temporary/Visitor Membership 89% offer Foreign Language Collections 88% offer Children's Programs & Activities 86% offer Courses & Workshops 81 % offer Video Lending 79% offer Book Lending 78% offer CD Lending In addition to these findings, other highlights include: • 62% of the libraries believe tourist traffic has increased in the last 2 years. • 75 of 201 respondents stated that there is no Tourist Information Center in their community, giving libraries an opportunity to take a more prominent role in supporting tourism. • In 95% of the libraries, Internet access is available to both residents and tourists. • In rural communities, 70% of the libraries offer the only Internet access for the public. • 78% of the libraries have developed and maintain a website, which can promote their services and facilities to potential tourists. 5 A study of this nature has the ability to identify new funding opportunities; this one was no exception. The libraries voiced the following as priority areas for attention: 1) Increased promotion of the library and its services, both in the local community and abroad as something Ontario has to offer. 2) Additional computer stations, extended business hours, and seasonal staff would allow the libraries to better handle the new influx of tourism. 3) Improved coordination between Ontario's public libraries and the tourism industry. Cooperation should include creating web links and sharing promotional material and resources, along with more community -specific initiatives. The Research Team has recommended that follow-up activities be performed in order to: 4) Maintain an up-to-date inventory of the services and facilities available in Ontario's public libraries. 5) Open the communication channels between the Ministry and Ontario's public libraries. The study was successful in identifying that further investigation is needed to: 6) Assess usage of Ontario public library programs and services from the perspective of the tourist. 7) Initiate and improve library programs and services that are in high demand by tourists, such as genealogical searches. 8) Develop a system for maintaining statistics and other information on tourism in the library environment: for instance, the creation of an "Ontario Library Passport." 31 Y IV. Background Ontario tourism remains the leader of the Canadian tourism industry. In 1999, it was responsible for 37% of national tourism revenues and 43% of total visitors, and contributed $7.2 billion to provincial GDP. Ontario is the predominant gateway into Canada, and as such, it should be the country's most welcoming community. In order to continue this trend and to encourage more people to visit the province, it is essential that tourism information is widely and readily available. Over the last few years, the Internet has developed into a prime means of gathering information on virtually any subject, tourism included. Increasingly, tourists are using it to research accommodation, transportation, and activities of various sorts, along with the historical and cultural specificities of their chosen destinations. However, the Internet is not only a tool used for pre -departure planning, it is also a practical way for tourists to stay in touch with colleagues, friends, and family back home while they are away on holiday. Ontario libraries have for generations been an excellent source for information and a honourable institution for the public. Their services, however, have been recognized mainly by and for their respective resident communities. As a result of the recent Connectedness Agenda, both the Federal and Provincial governments have contributed considerable funding support to municipalities, to allow the development of public Internet accessibility and global information resources. Libraries have benefited directly from this program, and to date, there are nearly 1100 library service points in Ontario alone providing public access to the Internet. This dependence on the access to information is a golden opportunity to bring the Library and Tourism together. It is evident that libraries not only have the ability to supply the information, resources, and communication demands of tourists, but that they have been successfully doing so for years. However, this area was largely ignored prior to the libraries' recent reorganization within the Ontario Ministry of Tourism, Culture, and Recreation, and therefore, not developed to its full potential. The recent change in Ministry has exposed an information gap regarding the role that libraries play within the tourism arena. What services are in demand by travelers? How accessible are library services to tourists, even those outside the province? How can a library's support of tourism best aid the tourism industry in their community as well as Ontario as a whole? Though none of these questions are easily answered, the need to ask them has finally been realized. 7 V. Statement of Issue Libraries house a wealth of knowledge in their resources, records, archives, and highly trained staff. They are providing tourist information in some format, but this area has never before been explored. Questions that arise from this include, what exactly are the services being offered? Which ones are most in demand by tourists? How can public libraries play a more prominent role in welcoming tourists to Ontario and offering the resources to make their holidays enjoyable? Currently there are no parameters in place for developing an environment within Ontario's public libraries, which supports tourism. Nor are there any recorded success stories or models for the libraries to emulate. The recent reorganization within the Ministry of Tourism, Culture, and Recreation has identified the need to strengthen its ties with the library network, and the desire to redefine the way that tourists perceive libraries. The purpose of this research project is to examine the services and resources that are currently offered to tourists by Ontario's public libraries. This information will then be used to evaluate the existing library usage by tourists, and to determine options, if any, that can assist in the development of Ontario tourism. Furthermore, the project will investigate how Internet access for tourists has promoted the development of connectivity in underserved areas, and the extent to which public access points, such as the libraries, are benefiting local users and tourists alike. E Ontario Provincial Police Police provinciale de I'Ontario ONTARIO PROVINCIAL POLICE (Oxford County Detachment) 90 Concession Street East Tillsonburg, Ontario N4G 4Z8 Tel. (519) 688-6541 Fax. (519) 688-5149 TO: TILLSONBURG POLICE SERVICES BOARD MEMBERS FROM: INSPECTOR JACK GOODLETT DATE: June 13, 2002 Pol�cin RE. g for Results Community:Survey' Please find attached a copy of the finalized report that has been compiled by the Operational Planning and Research Bureau of the Ontario Provincial Police from the results of the community survey that was completed earlier this year. Inspector : Goodiett Detachment Commander JFG:aec ..�u� dun �asu��uut�y �ucQi" Policing for Results Community Survey Oxford County 2001 Prepared by: Operational Planning and Research Bureau Statistical Research and Analysis Section Acknowledgements Contents The Policing for Results Message from the detachment commander ............................ 1 project appreciates the 2 support and contributions Executive Summary ......................................................................... of the following: Aboutthe PFR Survey...................................................................... 3 ■ Oxford County and Results................................................................................................ 6 area volunteers • Oxford County OPP Demographic Summary .......................................................... 6 Detachment Civilian Governance Authorities, How the People Served by the Oxford County OPP Feel and: About their Community........................................................... 6 • Oxford County OPP Community Cohesion........................................................ 6 Detachment staff. Perceptions of Violent Crime and Youth Issues in the The Policing for Results Community.......................................................................... 6 Survey would not have been possible without Community Security.......................................................... 8 these c6llaborative police and community The OPP as Part of the Community .. 10 partnerships. Awareness of Local Programmes and Responses to Local Questions................................................................ 12 Ratings of the OPP Service .................................................... 13 Contact with the OPP and Satisfaction with that Contact............................................................................. 13 General Satisfaction with How the OPP Investigates Crime and Enforces Laws ............................................... 14 Summary......................................................................................... 15 AppendixA.................................................................................... 16 Policing for Results Oxford County A Message from the Detachment Commander This survey of the residents of Tillsonburg, Zorra and Southwest Oxford was conducted as an evaluation tool with the support and input of the community we police. The issues of public concern, both positive and negative, will be analyzed with the assistance of our Police Services Board and our Community Policing Committees. I assure you the results of this survey will be thoroughly evaluated and acted upon where practical. I look forward to the continued support of our municipalities and working closely with community representatives. In my view 2001 was a successful year for the Oxford OPP and the residents of Southwest Oxford, Zorra and Tillsonburg. Thank you for your continuing assistance. J.F. (Jack) Goodlett, Inspector Detachment Commander Oxford County OPP Policing for Results 1 Oxford County Executive Summary The Policing for Results Survey (PFR) is a tool for gathering public opinion on policing issues and ratings of OPP service delivery. Local volunteers gathered data for the Oxford County PFR by telephoning a representative sample of Oxford County residents and asking them a series of questions of the three following types: ■ questions dealing with the respondents' perceptions of their community. ■ questions dealing with awareness of the OPP as part of the community. • questions asking about how well the OPP investigates crime. Results showed that: ■ respondents felt very good about their community and how the people get along. • perceptions of selected violent crimes ranged from about eight percent of the respondents believing that elder abuse was a problem to about 21 per cent believing that domestic abuse was a problem perceptions of youth issues ranged from about 12 per cent of the respondents believing that youth gangs were a problem to about half of the respondents believing that drugs were a problem in schools. ■ the respondents felt safe in the community with all of the community security measures rated positively. ■ All ratings of the OPP in the community were at the satisfactory level. • Ratings of OPP service are good with all ratings of OPP enforcement of laws and investigation of crime being at the satisfied or better level. Respondents from Tillsonburg were more likely to rate domestic violence, child abuse, sexual abuse, elder abuse, youth gathering on the streets, and drugs in schools as problems than respondents from either Southwest Oxford or Zorra; Tillsonburg respondents also rated violent crime, nuisance activities, alcohol abuse, and drug/substance abuse as more of a problem than did respondents from the other two municipalities. Respondents from Tillsonburg, however, were the most likely to profess knowing the name of an OPP officer working in their neighbourhood, and they rated OPP involvement in the community more highly than respondents from the other two municipalities. Respondents from Zorra rated property crime as more serious than respondents from the other two municipalities, and they also were less satisfied with how well the OPP works with local communities to solve problems, and with how the OPP deals with traffic accidents. Policing for Results 2 Oxford County About the Policing for Results Survey The Policing for Results Survey (PFR) is a tool for gathering public opinion on policing issues and ratings of OPP service delivery. It can serve as a report card detailing how the people served by the OPP rate that service, as a gauge of public concern about crime and policing issues, as a means to measure public awareness of policing matters, and as an indicator for making improvements to police services. The PFR was introduced in 1999. Changes have been made in the present version of the PFR to correct technical and practical problems found in the 1999 version, and to make the survey questions more consistent. For example, we have changed all of the rating scales from a five -point scale to a four -point scale, eliminating the "neutral" point, labelling each of the four points, and orienting all of the scales such that a larger value always signals a more favourable result. Further, in the 1999 PFR we attempted to collect detailed victimization data from the respondents and found that our results were far smaller than the results obtained by Statistics Canada in their victimization studies. For this reason, plus the possibility that local volunteers asking their neighbours detailed questions about victimization may compromise the survey participants' rights to anonymity, we will not be gathering detailed victimization information directly with the PFR. We will provide victimization data from other sources as a future addition to the data presented here from members of the Oxford County community. Method How we Collected the Data Volunteers who live in the community serviced by the Oxford County OPP, and who were not employees of the OPP, collected the PFR ratings. Surveying was done from the Oxford County OPP offices using commercially available telephone survey software. The volunteers were trained in the use of the telephone survey software and in effective survey techniques. Surveying of the Oxford County community took place from December 3, 2001 to March 9, 2002. Respondents' telephone numbers were chosen from a database of residential telephone numbers. All municipalities within the detachment boundaries were sampled proportionate to their population; within each municipality the telephone numbers were selected randomly. To give all eligible members of any household an opportunity to take part in the survey, calling times were set at times when people are likely to be at home: 6 to 9 pm, Monday to Friday; 9 am to 9 pm on Saturdays; and noon to 9 pm on Sundays. To be eligible to complete the survey, respondents had to live within the detachment boundaries, they had to be 16 years of age or older, and neither they, nor any member of their household, could be an employee of the OPP. Respondents were free to refuse participation in the survey at any time, for any reason. If the respondent decided not to complete the survey, all of their responses were eliminated and another respondent was chosen. All respondents are anonymous, and all responses are held in strict confidence. The Questions we Asked The questions we asked were basically of the three following types: Questions dealing with the respondents' perceptions of their community, including neighbourhood social cohesion, how safe they felt in their community, and their perception of the seriousness of violent crime, property crime, alcohol, drug or substance abuse and youth issues in the community. ■ Questions dealing with awareness of the OPP as part of the community, including the importance of having the same officers in the community; Policing for Results 3 Oxford County About the Policing for Results Survey satisfaction with the OPP's ability to work with the community to solve problems; satisfaction with the ease of contacting the OPP; satisfaction with the OPP's visibility in the community and on the highways; and generally how involved the OPP are in the community. This section also includes items of specific interest to residents of the Oxford County detachment area, such as awareness of local OPP programmes, and local questions dealing with issues considered to be important by the local policing committee or the detachment personnel. Questions rating how well the OPP enforces crime. In this section we measured reported rates for OPP follow-up for reported crimes. We also asked the respondents if they had had contact with the OPP in the post year as a victim, witness, or accused/charged person for three crime enforcement situations: Traffic Crime, Property Crime, and Violent Crime. If the respondent had contact with the OPP in any of these situations, they were asked how satisfied they were with this contact. Finally, all respondents were asked how satisfied they were with OPP enforcement of crime such as, for example, enforcing drunk driving laws, investigating property crimes, investigating violent c(me, or handling nuisance activity. With the exception of the identifying questions (age, respondent home location, etc.), all responses were either on a four -point scale or were a two -alternative choice. For the four -point scale, a larger value was always associated with a more positive result. For example, for "satisfaction," ranging from lowest rating to most positive rating, the four points are: 1) "very dissatisfied," 2) "dissatisfied," 3) "satisfied," and 4) "very satisfied." The two -alternative choices always took the form "yes/no," or "agree/disagree." Policing for Results 4 Oxford County About the Policing for Results Survey Sample Size, the Reliability of Our Results, and Differences Among Municipality Groupings In earlier times, they had no statistics, and so they had to fall back on lies. - STEPHEN LEACOCK You live in an OPP- policed area with a fairly large population. If we wanted to know exactly how the people in your area rated OPP service and related policing issues, we could just ask every eligible person your PFR questions (a census). This, however, would take for too long and be far too expensive to carry out. Instead, we have "sampled" the population of people in your area by asking enough eligible people to answer our questions so that, according to the rules of probability and statistics, the results for samples of that size should be within five per cent of the population result, 95 times out of 100. This is not a perfect way of getting the information we need, but it is the best possible way to estimate how the entire population would rate OPP service and related policing issues within a reasonable length of time, with a limited budget. Common sense would tell us that as the sample size gets smaller, the results become less reliable. In the case of the PFR, if we break the analyses down to smaller groupings than the host detachment level, such as municipality groupings, the results become less reliable. Sometimes, what appear to be actual differences among groupings may be due more to the variability of scores within a grouping than to true differences between the groupings — particularly with small samples. To illustrate, if we asked a group of five 10- year-olds and a group of five I I -year-olds to rate the same movie on a scale of 1 to 10, the results could look like this: 10 11 Year -Olds Year -Olds 2 2 2 3 2 2 10 2 The average for the 10- year-olds is 3.6 while the average for the 11-year- olds is just 2.2. Do you believe that the two groups actually differ, or is it just (for example) the influence of the "10" in the first group that makes the averages look different? Although this "10" may be a legitimate rating of the movie, it may also be chance fluctuation, or "error." There may be a lot of reasons for error within a sample or grouping. One way to deal with this error is to use much larger samples so that the influence of error is lessened. However, in the case of the PFR, this would mean more work for your neighbours who volunteered their time to make the calls to get the responses for this survey. An alternative to this is to use "tests of significance," in which the difference between the groups is compared to the amount of error within the groups so we can judge, using the rules of statistics and probability, how likely the difference is to be not just due to chance variation. This is where the term "statistically significant difference" comes into play, and this is what we will do in the analyses of the PFR. For all of the PFR items reported here, we will report the overall result for each item as representing the host detachment. Only if there is a "statistically significant difference" among the municipality groupings for the same Item, using the 95 times out of 100 convention, will we discuss that difference. Policing for Results 5 Oxford County Results Demographic Summary We obtained responses from 381 people ("respondents") from your community. (For more information on statistics, please see the sidebar on page 5) The characteristics of these people —where they lived, their age, and gender —are as follows: • There were 101 respondents from the Southwest Oxford Area of the Oxford County OPP detachment, • There were 173 respondents from the Tillsonburg Area of the Oxford County OPP detachment. • There were 106 respondents from the Zorra Area of the Oxford County OPP detachment. • The average (median) age of the respondents was 49.8 years of age, with more people from the older age groups represented. 31.4% (119/379)ofthe respondents told us that they lived 'but in the country," with 20.1% (76/379) saying they lived "in a small village," 46.7%(1771379) living "in a small town," and only 1.8% (7/379) living .,in a city." • Female respondents made up 52.6% (200/380) of the sample. How the People Served by the Oxford County OPP Feel about their Community Community Cohesion We asked four questions concerning how well the respondents felt the people in their community related to each other: • 98.1 % (368/375) agreed that people in their community "are willing to help their neighbours." • 84.6% (303/358) agreed that their "community was close-knit." • 97.3% (357/367) agreed that "the people in their neighbourhood can generally be trusted." • 97.6% (366/375) agreed that people in their neighbourhood "generally get along." Perceptions of Violent Crime and Youth Issues in the Community We asked ten questions in this section. The first four questions asked the respondents about their perception of violent crime as a problem in the community: • 20.8% (66/317) believe that domestic violence is a problem in the community, with respondents from the Tillsonburg Area more likely to rate this as a problem (31.3%), than those in the Southwest Where Respondents Live Age of Resg6p Vents Gender of Respondents 1% In a aty 21 to 29 2% out in the 7% Country Over 60 30 to 39 31 % 30% 21 /• Able In aTow n Ferale 47% 47% (11 53% In a Smell 50 to 59 40 to 49 village 19% 22% 20% Policing for Results 6 Oxford County Results Oxford Area (12.6%), and those in the Zorra Area (11.6%) . 15.8% (48/304) believe that child abuse is a problem in the community with respondents from the Tillsonburg Area more likely to rate this as a problem (23.7%), than those in the Southwest Oxford Area (8.5%), and those in the Zorra Area (10.3%) . 11.3% (34/301) believe that sexual assault is a problem in the community with respondents from the Tillsonburg Area more likely to rate this as a problem (16.4%), than those in the Southwest Oxford Area (9.6%), and those in the Zorra Area (5.6%) . ■ 8.2% (12/286) believe that elder abuse is a problem in the community with respondents from the Tillsonburg Area more likely to rate this as a problem (15.1 %), than those in the Southwest Oxford Area (0), and those in the Zorra Area (5.8%) . The last six questions asked respondents whether they thought selected youth issues were a problem in their neighbourhood: ■ 21.1 % (76/381) believe that youth gathering on the streets was a problem, with respondents from the Tillsonburg Area more likely to rate this as a problem (26.8%), than those in the Southwest Oxford Area (19.4%), and those in the Zorra Area (13.1%). ■ 16.2% (60/370) believe that skateboarding on the sidewalks/streets is a problem • 48.3% (139/246) believe that drugs in schools are a problem, with respondents from the Tillsonburg Area more likely to rate this as a problem (63.3%), than those in the Southwest Oxford Area (39.1 %), and those in the Zorra Area (37.1 %) . • 37.3% (106/284) believe that violence in schools is a problem. ■ 12.2% (38/311) of the respondents believe that youth gangs are a problem. • 38.9% (123/316) of the respondents believe that lack of youth activities/programmes is a problem. Policing for Results 7 Oxford County Results Community Security We asked six questions in this section, all based on a four -point scale. The average (mean) response for each question is displayed in the chart below. For all ratings using the four -point scale, the longer the bar (i.e., the larger the value), the better, or more positive the result. On average, the respondents rated all of these items on the positive side of the four -point scale: ■ The respondents rated their feelings of safety in the community as between "safe" and "very safe" (3.30/4) . ■ They rated violent crime as almost being "not a problem" (3.69/4) with respondents from the Tillsonburg Area more likely to rate this as a problem (3.59/4), than those in the Southwest Do you feel very unsafe, unsafe, safe or very safe in your community Feelings of Safety Oxford Area (3.76/4), and those in the Zorra Area (3.80/4) . Very Unsafe Unsafe Safe Very Safe (1) (2) (3) (4) Are the following a very serious problem, serious problem, slight problem, not a problem in your community? Drug/Substance Abuse Alcohol Abuse Nuisance Activities Property Crime Violent Crime Very Serious Serious Slight Problem Not a Problem (1) (2) (3) (4) Mean Rating Policing for Results 8 Oxford County Results ■ They rated alcohol problem," with problem" or better abuse (3.49/4) as mid- respondents from the level, however. way between "slight Tillsonburg Area more Respondents from the problem" and "not a likely to rate this as a Zorra Area rated problem," with problem (3.20/4), than property crime as more respondents from the those in the Southwest of a problem (2.93/4) Tillsonburg Area more Oxford Area (3.56/4), than the Tillsonburg likely to rate this as a and those in the Zorra Area (3.18/4) and the problem (3.32/4), than Area (3.49/4). Southwest Oxford Area those in the Southwest The two least positive (3.24/4). Respondents Oxford Area (3.7/4), problem ratings were from the Tillsonburg Area rated nuisance and those in the Zorra Area (3.57/4) . for how much of a activity as more of a problem the people problem (3.21/4) than • They rated saw property crime the Zorra Area (3.31 /4) substance/drug abuse (3.12/4) and nuisance and the Southwest (3.37/4) as mid -way activity (3.31 /4) to be. Oxford Area (3.46/4). between "slight Both of these ratings are problem" and "not a still at the "slight Policing for Results 9 Oxford County Results The OPP as Part of the Community In this section we asked seven questions about how the respondents rated the Oxford County OPP's presence in their community. To begin, it appears that about 41.9% (158/377) of the respondents know the name of any OPP officer working in their neighbourhood. There is a difference among the municipality groupings, with the Tillsonburg Area being more likely to know an officer's name (58.5%), than the Southwest Oxford Area (31.7%), or the Zorra Area (24.8%) respondents. The remaining six items deal with how important the respondents feel it is to have the same officers working in the community, and how they rate the OPP's interaction and presence within the community. The average (mean) ratings for these six items appear in chart below. ■ The respondents feel that it is "important" to have the same officers working in the community (2.97/4). ■ They are "satisfied" both with OPP's ability to work with the community to solve local problems (3.18/4) The OPP in the Community and with the ease of contacting the OPP (3.15/4). Respondents from the Zorra Area were less satisfied with OPP's ability to work with communities to solve problems (3.05/4) than were respondents from the Tillsonburg Area (3.23/4) or the Southwest Oxford Area (3.25/4) . The satisfaction rating is at the "satisfied" level for the visibility of the OPP both in the community (3.16/4) and on the highways (2.97/4). Respondents from the Zorra Area were less satisfied with OPP visibility in the Is it not important, somewhat important, important or very important to have the same officers working in your community? Not Somewhat Important Very Important Important important (1) (2) (3) (4) Are you very dissatisfied, dissatisfied, satisfied, or very satisfied with the visibility of the OPP on the highways Are you very dissatisfied, dissatisfied, satisfied, or very satisfied with the visibility of the OPP in your community Are you very dissatisfied, dissatisfied, satisfied, or very satisfied with the ease of contacting the OPP7 Are you very dissatisfied, dissatisfied, satisfied, or very satisfied with the OPP's ability to work with corrrnunities to solve local problems? Dry Dissatisfied Satisfied (1) (2) (3) (4) Are the police not involved at all, not very involved, somewhat involved, or very involved in your community? Not involved Not Very Somewhat Very at all Involved Involved Involved (1) (2) (3) (4) Policing for Results 10 Oxford County Results community (2.97/4) than were respondents from the Tillsonburg Area (3.25/4) or the Southwest Oxford Area (3.21 /4) . The rating for OPP involvement in the community (3.23/4) is between "somewhat involved" and "very involved." Respondents from the Tillsonburg Area rated OPP involvement in the community more highly (3.37/4) than did respondents from the Southwest Oxford Area (3.09/4) or the Zorra Area (3.13/4) . Policing for Results 11 Oxford County Results Awareness of Local Programmes and Responses to Local Questions There were nine programme awareness questions and three local questions included in the Oxford County PFR. Awareness of local Programmes The responses for the programme awareness questions appear in the table to the right. Almost all of the respondents were aware of the Ride programme, and more than half of the respondents were aware of the Speed Sign Initiative and the School VIP Programme. Less than half of the respondents, however, were aware of the Community Policing Committee, the Beat Patrol Initiative, Storefront Policing Offices, and the Adopt -A -School programme. Respondents from the Tillsonburg Area were more likely to be aware of the Community Policing Committee (48.6%) than were respondents from Southwest Oxford (40.6%) or Zorra (31.1 %) . Respondents from the Tillsonburg Area were more likely to be aware of the Beat Patrol Initiative (48.6%) than were respondents from Southwest Oxford (37.6%) or Zorra (31.1 %) . Respondents from the Zorra Area were more likely to be aware of the Storefront Policing Offices (57.5%) than were respondents from Southwest Oxford (32.7%) or Tillsonburg (32.2%) . Responses to local Questions The responses to the three local questions were as follows: 97.2% (317/326) of the respondents said that the officers In their community were approachable and friendly. 56.5% (113/200) of the respondents said they were aware of these offices, with more respondents from Zorra (73.3%) being aware of this than respondents from Southwest Oxford (37.9%) . Awareness of Local Programmes Programme Per Cent Aware RIDE 97.4 % (370/380) Speed Sign Initiative 55.9 % (212/379) School VIP Programme 52.1 % (198/381) Community Policing Committee 41.6 % (158/380) Beat Patrol Initiative 40.8 % (155/380) Storefront Policing Offices 39.4 % (149/378) Adopt -A -School Programme 38.4 % (146/380) 47.7% (179/375) of the respondents said they were aware that the OPP could be contacted for assistance at 1-888-310- 1122, 24 hours a day. Respondents from Southwest Oxford and Zorra only were asked if they were aware of the Storefront Policing Offices in Thamesford, Embro, or Beachville. Policing for Results 12 Oxford County Results Ratings of OPP Service Contact with the OPP, and Satisfaction with that Contact In this section we asked 12 questions. The first question asked if the respondents had reported any crime to the OPP within the past year. Fifty-seven, or 15.2% (57/376), of the respondents stated that they had reported a crime within the past year. Of these 57 people, 71.9% (41 /57) said the OPP had contacted them after they made the initial report. The next nine questions asked the respondents if they had had contact with the OPP as a victim, witness, or accused/ charged person in a traffic, property crime, or violent crime situation during the past year. The response rates for these nine categories appear in the following table. Type of Contact From the nine categories in this table, 78 separate respondents said they had had contact with the OPP in the past year in a crime situation. Of the 78 respondents, 77 (207o of the entire sample) respondents rated their satisfaction with the contact they had with the OPP (the final question in this section) as slightly better than "satisfied" (3.09/4). Contact with OPP in a Crime Situation Type of Crime Traffic Property Violent Victim 5.8% 7.9% 1.6% (22/379) (30/379) (6/379) Witness 3.4% 1.6% 0.8% (13/379) (6/379) (3/379) Accused 5.0% 0% 0% /Charged (19/379) 0 0 Policing for Results 13 Oxford County Results General Satisfaction with How the OPP Investigates Crime and Enforces laws There are ten questions in this section. The average (mean) ratings for all ten questions appear in the figure below. The first three questions ask the respondents how satisfied they are with OPP traffic law enforcement initiatives. The average satisfaction ratings for enforcement of drunk driving laws (3.21 /4) and dealing with traffic accidents (3.22/4) are at slightly better than the "satisfied" level. Satisfaction with enforcing aggressive driving laws (2.98/4) falls slightly below "satisfied." Respondents from Zorra rated their satisfaction with the OPP's dealing with traffic accidents slightly lower (3.10/4) than did respondents from Southwest Oxford (3.20/4) or Tillsonburg (3.26/4) . Two items deal with satisfaction with OPP enforcement of property crime laws. The respondents were "satisfied" with OPP Investigation of property crimes (3.06/4), and the OPP's charging of people who committed property crimes (3.04/4) . Four questions asked how satisfied respondents were with OPP investigation of violent crime. Respondents were "satisfied" with the OPP charging people who had committed a violent crime (3.10/4), the OPP's sensitivity to victims of violent crime (3.15/4), the OPP's investigation of violent crime (3.10/4), and the OPP's response time to violent crimes (3.08/4). The final question in this section asked how satisfied respondents were with OPP handling of nuisance activity. The average rating was slightly better than "satisfied" (3.15/4). General Satisfaction with OPP Crime Investigation OPP Traffic Erdcr`rng AMessi a DrMng Laws Enforcement Activities / Enforung Du* Ong Lars Initiatives Dearing with Traffic Mdderts OPP Handling of Property trvest4gation d Ply Crimes Crimes Charging people who have con in ned a Property Crime OPP Handling ChargM tie ` t* have commtted of Violent a Viderrt crime. Crimes SensiNty d the OPP towards v4ctims of Vident Crimes Ponce response time to Violent Crimes Investigation d Violent Crime Dealing with'nuisance activities' in Your comnwrk- Very Dissatisfied Dissatisfied Satisfied Very Satisfied (1) (2) (3) (4) Average Rating Policing for Results 14 Oxford County Results summary On the whole the Oxford County respondents felt very good about their community, with no fewer than 84% of the respondents endorsing any of the community cohesion measures. The Oxford County respondents' perceptions of violent crime in the community varied from only 8.2% believing that elder abuse was a problem to 20.8% believing that domestic abuse was a problem. Oxford County respondents' perceptions of youth issues were somewhat higher, ranging from 12.2% of the respondents believing that youth gangs were a problem to about half of the respondents believing that drugs were a problem in schools. The respondents felt safe in their community with all of the community security responses being at the positive end of the scale, with average values of at least 3 out of a possible 4. Respondent ratings of the OPP in the community were satisfactory, with none of the areas slipping below the positive end of the scale (less than 3 out of 4). Ratings of OPP service are good. Respondents who actually had contact with the OPP in a crime situation rated their satisfaction with the contact as slightly better than satisfied. General satisfaction with how the OPP enforces crime was at the satisfied or better level for all measures. There may be some areas of concern defined by differences among the municipality groupings. In the case of Oxford County, it appears that the three municipalities differ in two main ways. First, the respondents from Tillsonburg were the most likely to rate domestic violence, child abuse, sexual abuse, elder abuse, youth gathering on the streets, and drugs in schools as problems than respondents from either Southwest Oxford or Zorra. Tillsonburg respondents also rated violent crime, nuisance activities, alcohol abuse, and drug/substance abuse as more of a problem than did respondents from the other two municipalities. Respondents from Tillsonburg, however, also rated OPP involvement in the community more highly, and they professed knowing the name of an officer working in the community more often than did respondents from the other two municipalities. Second, respondents from Zorra rated property crime as more serious than respondents from the other two municipalities, and they also were less satisfied with how well the OPP works with local communities to solve problems, and with how the OPP deals with traffic accidents. Policing for Results 15 Oxford County Appendix A Statistically Significant Comparisons among Municipality Groupings Perceptions of Violent Crime and Youth Issues "domestic violence" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "child abuse" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "sexual assault" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "elder abuse" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "youth gathering on streets" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "drugs in schools" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra Community Security "problem rating violent crime" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "problem rating property crime" overall: Zorra v Southwest Oxford & Tillsonburg Southwest Oxford v Tillsonburg "problem rating nuisance activity" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "seriousness of alcohol abuse" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra "problem rating substance/drug abuse" overall: Tillsonburg v Southwest Oxford & Zorra Southwest Oxford v Zorra L2 = 17.592, 2df, p<.05 L2 = 17.550, 1 df, p<.05 L2 = 0.042, 1 df, p>.05 NS L2 = 11.616, 2df, p<.05 L2 = 11.454, 1 df, p<.05 L2 = 0.162, 1 df, p>.05 NS L2 = 6.779, 2df, p<.05 L2 = 5.738, 1 df, 2<.05 L2 = 1.041, 1 df, p>.05 NS L2=20.887, 2df, p<.05 L2 = 14.166, 1 df, p<.05 Expected < 5 L2 = 7.441, 2df, p<.05 L2 = 6.017, 1 df, p<.05 L2 = 1.424, 1 df, p>.05 NS L2 = 16.805, 2df, p<.05 L2 = 16.235, 1 df, p<.05 L2 = 0.0694, 1 df, p>.05 NS F (2, 354) = 4.472, p < .05 t (354) = 2.927, p <.05 t (354) < 1 F (2, 359) = 4.574, p <.05 t (359) = 3.019, p <.05 t (359) < 1 F (2, 359) = 4.137, p < .05 t (359) = 2.41, p <.05 t (359) < 1 F (2, 330) = 7.563, p < .05 t (330) = 3.701, p <.05 t (330) = 1.166, p > .05 F (2, 317) = 5.725, p < .05 t (317) = 3.354, p <.05 t (317) < 1 Policing for Results 16 Oxford County Appendix A OPP as Part of the Community "Do you know the name of any OPP officer working in your neighbourhood?" overall: L2 = 36.927, 2df, p<.05 Tillsonburg v Southwest Oxford & Zorra L2 = 35.706, 1 df, p<.05 Southwest Oxford v Zorra L2 = 1.222, 1 df, p>.05 NS "Satisfaction with the OPP working with the community to solve problems" overall: F (2, 334) = 5.059, p < .05 Zorra v Southwest Oxford & Tillsonburg t (334)=3.178, p <.05 Southwest Oxford v Tillsonburg t(334) < 1 "Satisfaction with OPP visibility in the community." overall: F (2, 364) = 6.155, p < .05 Zorra v Southwest Oxford & Tillsonburg t (364) = 3.380, p <.05 Southwest Oxford v Tillsonburg t (364) < 1 "Are the OPP very involved ... not involved at all in your community?" overall: F (2, 338) = 6.603, p < .05 Tillsonburg v Southwest Oxford & Zorra t (338) = 3.621, p <.05 Southwest Oxford v Zorra t (338) < 1 Local Items Local Programmes Community Policing Committees overall: L2 = 8.384, 2df, p<.05 Tillsonburg v Southwest Oxford & Zorra L2 = 6.366, 1 df, p<.05 Southwest Oxford v Zorra L2 = 2.018, 1 df, p>.05 NS Beat Patrol overall: L2 = 8.903, 2df, p<.05 Tillsonburg v Southwest Oxford & Zorra L2 = 7.936, 1 df, 2<.05 Southwest Oxford v Zorra L2 = 0.968, 1 df, p>.05 NS Storefront Policing Offices overall: L2 = 19.995, 2df, p<.05 Zorra v Southwest Oxford & Tillsonburg L2 = 19.987, 1 df, p<.05 Southwest Oxford v Tillsonburg L2 = 0.008, 1 df, p>.05 NS Local Questions "Are you aware that there are Storefront Policing Offices..." overall: L2 = 26.013, 1 df, p < .05 General Satisfaction with How the OPP Enforces laws "Satisfaction with the OPP dealing with traffic accidents." overall: F (2, 333) = 4.432, p < .05 Zorra v Southwest Oxford & Tillsonburg t (333) = 2.975, p <.05 Southwest Oxford v Tillsonburg t(333) < 1 All other comparisons among municipality groupings were not significant statistically. Policing for Results 17 Oxford County BAYHAM TRAIL MAINTENANCE COMMITTEE JIM FULLER 866-3085 WAYNE PARKER 866-5088 MIKE SUTO 866-5700 ROGER SEGHERS 866-3405 We as a committee & lifelong residents of Elgin county & Bayham twp offer our free voluntary maintenance of the Bayham trail. We offer to have the trail inspected on a weekly basis. We will provide our own equipment which will include weed trimmers, hedge trimmers, chain saws, handsaws, shovels, rakes and trailers etc. The vehicles used would consist of two Polaris quads and one Yamaha quad plus a Polaris utility vehicle. All machines are licenced, insured & very user friendly. (quiet) Respect to walkers, bicycle riders etc. will always be shown & we can also assist them if a problem arises. We will be strictly a maintenance crew not a construction crew. We will only maintain the trail as it is & keep it passable. We will not be responsible to police it, the OPP will have that responsibilty. We will offer this service because we want this trail to remain in usable condition and as residents of Bayham we think that this trail is the best thing that has happened to Bayham twp for recreation in years and hopefully for years to come ! We also offer our time and fuel for free, plus we will sign a waiver if needed that we will at no time hold the Bayham trail responsible if an accident occurs. We will treat the trail as if it was our own. Sometimes we think of a garden and it's beauty, but the real enjoyment is the maintenance of it. This is how we feel about the trail. The only assistance from the township is that we would like to have identification cards to show passerbys our qualifications. At times we will also need gravel which we will pick up at the township barn to repair washouts on the trail. We will see that fallen trees, growing vines, washouts etc. will be taken care of. We will also pick up litter that shows up on the trail. We are also looking into a pull behind trimmer to keep the trail wide enough for safe passage, this too we will pay for! The town council said to come up with a game plan ! This is a good one, because it can be controlled by council at all times. You know all of us personally. We can also be reached 24 hours a day/7 days a week. We also live within a quarter mile of each other and will work together as a team. The area that we would maintain would be from Carson line to Port Burwell or wherever council permits. We will cooperate 100 % with council and we welcome the opportunity to display our equipment to council members at their conveniance . We look forward to serving our community in this way, because to us and many more who really use the trail and enjoy it, it is a big concern ! Jim Fuller Wayne Parker Mike Suto Roger Seghers RECEIVED LONG POINT REGION CONSERVATION AUTHORITY JUN I �Q 20 FULL AUTHORITY - MINUTES May 1, 2002 The Full Authority meeting was held in the authority boardroom at 7:30 p.m. All members were present except C. Ashbaugh and B. Moerschfelder. Staff present were J. Oliver, P. Bravener, D. Holmes, B. Baskerville and J. Robertson. The Chairman called the meeting to order and welcomed everyone. The calendar of events was reviewed for May. J. Robertson was called upon to speak on the "National Historic Site Plaque Unveiling Ceremony" designating the 1798 Backhouse Mill. This special event will be held on June 2, 2002 at the Backus Heritage C.A. She encouraged everyone to attend. J. Robertson also reminded members that the next full authority meeting will be held at Backus Education Centre on June 5, 2002 and is the annual meeting where staff, members and volunteers are recognized for service. The Chairman asked if there were any additional agenda items. One correspondence item was added and D. Wynia asked to speak on the CLTIP. A. Arthur requested an update on the Watershed Ecologist position. Mr. Evanitski called for any disclosures of interest and received none. Minutes of Previous Meeting: MOTION*A - 23 moved by F. Sanderson, seconded by P. Black and carried that the minutes of the previous meeting of the Full Authority held April 3, 2002 be adopted as circulated. Business Arising: The General Manager reported that interviews for the Watershed Ecologist position had been conducted today. He stated that D. Holmes and himself feel they have an excellent candidate out of the individuals interviewed. Mr. Oliver gave a brief description of the skills, work history and qualifications of the individual, and cost for the bird and plant inventories, to be done as services rendered contracts. Financial The Chairman called upon P. Bravener, Supervisor of Finance to give the list Quarter Financial Report. Mrs. Bravener reported that the first quarter does not show anything out of line at this time other than the ice storm damage costs and the fact that interest projections are lower than budgeted. The report was reviewed and known budget revisions have been noted. Mrs. Bravener stated that the deductions budgeted for OMERS for half a year will not be required this fiscal year and should be considered to be brought forward for the year 2003. She reported that OMERS deductions will begin in January 2003 at a rate of 2.1 %. (The holiday is over). Questions were posed and answered. P. Bravener was thanked for the report. FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Dolf Wynia -1- Correspondence S. Hazen re: - resignation from the Backus Management Board, effective immediately. Members requested the General Manager send a letter to S. Hazen thanking her for all of her work and contributions. E. Hardeman, M.P. P. re: - thanking LPRCA for a copy of letter sent to the Minister of Natural Resources regarding Aquanorth Forest Industries and the St. Williams Tree Nursery and the board's concern for the availability of bareroot seedlings for planting in southwestern Ontario. Conservation Halton re: - regarding the "Biennial Conservation Tour - September 8-11, 2002. Requesting that authorities select delegates and complete the registration forms asap. County of Elgin re: - support of the LPRCA's request to the Ministry of Natural Resources to develop a provincial water policy for Ontario. OMERS re: - confirming that contributions to OMERS will resume with the first, full pay period of 2003; phasing in contributions gradually over three year to their full amount. Toby Barrett, M.P. P. re: - announcement that the province is giving Norfolk County $365,500 for the study to protect groundwater. The study will help map well -head protection areas for municipal wells as well as identify other sensitive groundwater areas and catalogue potential risks. Mr. Barrett also pointed out that he asked the former Minister of the Environment, E. - Witmer, for a special designation for farms located on Kent and Patterson Creeks. Correspondence also included a report on intensive farming, clean water and nutrient management. MOTION A - 24 moved by R. Orth, seconded by D. Wynia and carried that the following items of correspondence be accepted as information: a) S. Hazen re: BMB resignation b) E. Hardeman re: Aquanorth and St. Williams Nursery c) Conservation Halton re: Biennial Tour d) County of Elgin re: support for LPRCA position on provincial water policy e) OMERS re: premium holiday extension f) T. Barrett re nutrient Management Fill Construction Applications: As per memorandum dated April 24, 2002 from planning department. Four applications to alter a watercourse and one to place fill. New Business: B. Baskerville presented the revised draft strategies document dated April 24, 2002. He FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger orth, Floyd Sanderson, Dolf Wynia -2- stated that the sub committee completed an analysis of the current document and evaluated the terms, goals, mandate, objectives and strategies. The draft will conform with the overall Conservation Ontario mandate and objectives. New strategies have been identified in line with water/nutrient management. and and the committee is recommending the document be circulated and posted for public review. A review of the document followed. MOTION A - 25 moved by L. Chanda and seconded by S. Lamb and carried that the draft LPRCA Strategies document be circulated for partner, stakeholder and public review and comment. The Field Superintendent D. Holmes reported that he received three tenders for a new pick up for the field operations. He recommended that the lowest tender be accepted. MOTION A - 26 moved by S. Lamb, seconded by L. Chanda and carried that the tender submitted by Stauffer Motors Ltd. for a 2002 pick-up truck at a total price of $21,209.45 including all taxes, be approved. The General Manager, J. Oliver reviewed the memorandum dated April 12, 2002 regarding the request from the sub -committee on the Lower Big Creek (Temmer) Conservation Area. The planning sub -committee is proposing to construct a low-level berm on the west, south and east sides of the main floodplain field north of Big Creek in order to provide temporary water storage for spring waterfowl staging and rest area, and for slow release back into Big Creek. Mr. Oliver reported that DU has agreed to design and oversee construction of the project, but will wish to cost -share with us on construction costs. Estimated cost is $10,000 + or - . Discussion followed and A. Arthur expressed concern that the proposal was being shown as a restoration project. He stated he was opposed to the project as described and wanted more information and detail. He would like to see a holistic plan for the area. B. Baskerville was asked for his opinion from a planning perspective. Mr. Baskerville expressed some concern and noted that Fisheries and Oceans would have to review the proposal. A recommendation was made to table the motion being put forth by D. Wynia and P. Black and was defeated. J. Oliver suggested that A. Arthur and B. Baskerville attend the next meeting of the sub -committee for input. MOTION A - 27 moved by S. Lamb, seconded by L. Chanda and carried that the Authority approve in principle the construction of a low-level berm and control structure on the northerly floodplain field at the Lower Big Creek (Temmer) Conservation Area, as proposed by the restoration planning committee, subject to authority final approval of the design and cost - sharing formula. FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Dolf Wynia J. Oliver reviewed the memorandum to members dated April 4, 2002 requesting the office be closed for Christmas for the period December 25, 2002 to January 1, 2003. He noted that this is the usual time this request is made in order for staff to plan and save vacation days. MOTION A - 28 moved by F. Sanderson, seconded by P. Black and carried that the Authority close operations from December 25/02 - January 1/03 inclusive, AND FURTHER that staff working at that time be granted one complimentary day off during the closure period, and be required to use two vacation days during the closure period, or time off without pay. The memorandum dated April 12, 2002 regarding "Years of Service recognition policy for members and staff was reviewed by J. Oliver. Mr. Oliver pointed out that senior staff are recommending that staff and members achieving 10 and 15 years of service be included in the authority recognition policy with a gift. MOTION A - 29 moved by R. Orth, seconded by D. Wynia and carried that the LPRCA policy for recognition of members' and staffs' years of service be amended to allow for an appropriate gift of appreciation for 10 and 15 years of service milestones, as well as for 20, 25, and 30 years. D. Wynia questioned what impact if any would the authority experience as a result of MNR's descriptions/criteria for eligibility under the "Conservation- Land Tax Incentive Programs. Mr. Oliver reported that we currently have essentially all eligible property identified as MFTIP or CLTIP and any other property would not qualify at this time. The meeting adjourned7�C v. . C. Evanitski P. Bravener Chairman Supervisor of Finance and Administration FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfeider, Roger Orth, Floyd Sanderson, Dolf Wynia -4- LONG POINT REGION CONSERVATION AUTHORITY RECEIVED FULL AUTHORITY - MINUTES it l ! 0 200Z June 5, 2002 The Full Authority met at 7:00 p.m. in the Education Centre Auditorium with all members present except C. Ashbaugh and B. Moerschfelder. Staff present were J. Oliver, P. Bravener, J_ Robertson, B. Baskerville, D. Holmes, and P. Gagnon. Other staff present for the volunteer recognition ceremony were C. Poff, A. Pegg, T. Barnes, G_ Van Louwe, E. Runions and R_ Matthews. A number of guests and volunteers were present for the recognition of members, staff and volunteers. Chairman, C. Evanitski extended a warm welcome to everyone and acknowledged that he was pleased to be able to recognize staff, members, and volunteers for their service. He called upon C. Poff, Director for Backus C.A_ to explain the art work that was presently accenting the auditorium. Mr. Poff explained that the art work on display was on loan to Backus for six months and was mill related as a result of the national historic site designation of the mill held on June 2, 2002. Mr. Evanitski introduced A. Pegg, Curator for Backus and asked him to speak. Mr. Pegg thanked him for the introduction and went on to thank the volunteers and recognize their participation. A. Pegg stated that volunteers from the community are a crucial link for the development of the site and for funding programs. He stated that local museums can't survive without them. Mr. Evanitski reported that five staff and one member were to be recognized along with the numerous volunteers. The Chairman called upon F. Sanderson, representative for South-West Oxford (Township) and the Town of Tillsonburg to receive recognition for twenty years service as a member. The General Manager presented him with a Vic Gibbon painting. F. Sanderson stated that it didn't seem that long. He noted that he was Chairman for the authority when the education centre was constructed and was chairman when the agreement for the Backus Woods was signed between LPRCA and the Province. He expressed that it has been a pleasure and he has enjoyed his appointment. He extended a thank you to everyone. J. Oliver called upon D. Holmes and presented him with a gift certificate for fifteen years of dedicated service as an employee. Mr. Holmes who is the Field Superintendent thanked everyone and stated that the years have been a learning experience and he has met a lot of interesting staff and members along the way. P. Bravener, Supervisor of Finance and Administration called upon G. Van Louwe, Accounting Clerk and presented her with a gift certificate for fifteen years of service. Mrs. Bravener stated that G. Van Louwe was a conscientious and dedicated employee and thanked her for her contributions. G. Van Louwe thanked everyone. D. Holmes, Field Superintendent called upon R. Matthews, LPRCA's Carpenter who has been employed with the authority for thirty years. Both Mr. Holmes and Mr. Oliver praised Mr. Matthews for his contributions and presented him with a gift certificate and a painting by Vic Gibbons. FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Dolf Wynia -1- The Chairman recognized the two remaining staff who were absent: B. Bravener 10 years Resource Technician S. Balcomb 5 years Assistant Park Supervisor Backus The Chairman called upon Wanda Backus -Kelly, member of the Backus Management Board to assist him with the recognition of the volunteers for all the hours of service that they performed in 2001. Certificates of appreciation were handed out to those in attendance. The Chairman thanked everyone for attending and extended a welcome for staff, members and volunteers to join him for refreshments prior to the full authority meeting. FULL AUTHORITY MEETING: The full authority meeting was called to order at 8:00 p.m. The calendar of events for June were noted. The Chairman extended a thank you to J. Robertson and other staff who assisted her with the national historic site recognition ceremony of the mill on June 2, 2002. The day was a success and was well attended. The Chairman called for any additional items for the agenda.One item was added to business arising, and two items under new business. Mr. Evanitski called for any disclosures of interest and received none. MINUTES OF PREVIOUS MEETING: MOTION A - 30 moved by F. Sanderson, seconded by R. Orth and carried that the minutes of the previous meeting of the Full Authority held May 1, 2002 be adopted as circulated. BUSINESS ARISING: The General Manager reported that the Biennial Tour 2002 is being held September 81h to the 11 and full payment and registration is due June 14, 2002. Mr. Oliver requested permission to attend the event along with the Chairman. Discussion followed on how many delegates to send to the event. MOTION A - 31 moved by L. Chanda, seconded by P. Black and carried that the Chairman and General Manager and one additional delegate be authorized to attend the 2002 Biennial Tour September 8 -11 with registration and expenses paid by the authority. Janice Robertson, Supervisor of Community Relations reported that the three scheduled dates for the open house schedule for the Draft Strategies Review have been set. The dates will be advertised in the local papers. Dates are June 19, at Tillsonburg, June 20 at LPRCA and June 25 at Jarvis. Hours will be 4 to 6 p.m. This will allow the public to comment. The updated document will provide a framework for the LPRCA's programs over the next five years. The Supervisor of Community Relations suggested a couple of dates for the annual watershed tour and the date of August 28"' was chosen. She noted that she plans on taking a members' photo on that date for the annual report. The tour will start in the morning and is scheduled to be completed mid afternoon. FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, tarry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Doff Wynia -2- REVIEW OF COMMITTEE MINUTES: MOTION A - 32 moved by P. Black, seconded by D. Wynia and carried that the Authority approve the action taken and accept the recommendations made as recorded in the minutes of the following meeting: Lee Brown Marsh Committee - May 2, 2002. Discussion followed on the acceptance of geese at the marsh from other sources and funding for the assistance. CORRESPONDENCE: Steve Peters, M. P. P for Elgin -Middlesex - London .regarding correspondence sent to the Minister of Natural Resources on the importance of focussing on dam safety, increasing capital costs and the downloading of dams to Conservation Authorities and other agencies. Bill Mitchell - advising LPRCA of his resignation from the Backus Management Board. J. Oliver, General Manager reported that he has already sent a letter to Mr. Mitchell thanking him for his service, based on previous direction. Ernie Hardeman, M.P.P., Oxford thanking the authority for keeping him informed of the concerns of LPRCA regarding the Authority's joint application with Catfish Creek C.A. to Healthy Futures for Irrigation Options for Farmers and the importance of the timeline. Mr. Oliver stressed the timeline is crucial and asked members if they had.any opportunity to raise this point with any of the politicians then to please do so. Steve Peters, M.P. P. Elgin, Middlesex -London regarding LPRCA's resolution- for the development of a provincial water policy for the province and the fact there is no lead agency in the province at present. Norfolk County requesting special assistance from the Minister of Municipal Affairs and Housing for the various direct costs associated with the January 31 to February 3; 2002, ice storm event in Norfolk County and costs for other agencies such as LPRCA. Toby Barrett, MPP, Haldimand-Norfolk-Brant acknowledging receipt of a copy of the letter sent by LPRCA to the Minister of Natural Resources regarding the development of a provincial water policy for Ontario. Ministry of Environment regarding LPRCA's sites and regulation 459 and the Ontario Water Resources Act. D. Holmes, Field Superintendent explained that he is still trying to confirm whether the authority falls under regulation 459. A change in staff with the ministry has resulted in confusion as to the exemption of the authority. Mr. Holmes reported prior to March 2002 it was determined that Authority water works were exempt from Regulation 459 by staff of MOE. Conservation Ontario 2001 annual report outlining significant achievements accomplished in 2001 as a result of the 36 Conservation Authorities working together for the collective good. FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Dolf Wynia MOTION A - 33 moved by P. Black, seconded by D. Wynia and carried that the following items of correspondence be received as information: a) Steve Peters, MPP re: dam safety b) B. Mitchell re: resignation from BMB c) E. Hardeman re: Big Otter/Catfish Healthy Futures Project d) Steve Peters, MPP re: provincial water policy e) Norfolk County re: ice storm damage request f) Toby Barrett re: provincial water policy g) MOE re: LPRCA parks water systems h) Conservation Ontario re: 2001 Annual Report FILL, CONSTRUCTION APPLICATIONS: As per memorandum dated May 30, 2002 from planning department. Three applications to construct a residence and one to alter a watercourse. NEW BUSINESS: The Field Superintendent presented a proposal from Norfolk County for the use of Hay Creek C. A. beginning June 1, 2002 to October 31, 2002 for a cost of $1,000. Mr. Holmes reported that senior staff had met with staff from the Norfolk County Community Services Department and discussed the proposed use of the area. Since that meeting Mr. Holmes has determined that further terms have to be worked out such as sharing hydro costs, that the tap water supply on site is not potable and that Norfolk County will be responsible for daily testing of residual chlorine levels in the tap water supply and that the 12 picnic tables be returned in good condition on October 31. He expressed the opinion that he feels we can come to an agreement. MOTION A - 34 moved by S. Lamb, seconded by L. Chanda and carried that further to Motion A-110, the Authority approve the rental of Hay Creek Conservation Area to Norfolk County in accordance with their correspondence dated May 27, 2002, subject to agreement on electrical service reconnection and monthly charges, park water supply and picnic table security. The General Manager presented a proposal to appoint P. Gagnon to permanent staff who has successfully completed his probationary period. MOTION A - 35 moved by F. Sanderson, seconded by P. Black that Paul Gagnon be appointed to permanent staff effective July 1, 2002. P. Gagnon reviewed the memorandum dated May 28, and 30, 2002 for erosion control assistance. MOTION A - 36 moved by D. Wynia seconded by R. Orth, and carried that the Authority provide financial assistance of 50% of cost to a maximum of $1,000 under the Conservation Services Erosion Control Program for the following projects: a) Norfolk County - Kent Creek - plus up to $500 for signage b) Ada & Harry Shelly - Dedick Creek (Norfolk) FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Dolf Wynia -4- Discussion followed on the authority policy regarding the total funds available for municipal erosion control assistance and it was pointed out that in the past municipalities have been eligible for more than the maximum $11000. D. Holmes, Field Superintendent presented the proposed 2002/2003 silvicultural operating plan, within the five year plan. Mr. Holmes reported that the Jackson and Swick-King tracts are properties on the shortlist for ecological inventory. Mr. Holmes noted that all properties listed on his report are subject to final approval once ecological inventories are complete and Technical Advisory Committee reviews. He reported that a forestry information meeting is scheduled on June 11, 2002 at 6:30 at the authority office and will be advertised for the public to attend. Information packages containing maps and property descriptions for scheduled properties will be available MOTION A - 37 moved by S. Lamb, seconded by R. Orth and carried that the proposed 2002/2003 schedule of silvicultural operations for LPRCA forests be approved as presented by the Field Superintendent, subject to review by the Technical Advisory Committee and subject to public review. The excerpt from part 2 of the report of the Walkerton Inquiry prepared by the Honourable Dennis R. O'Connor was circulated to members in the mailing. Mr. Oliver reported that the actual document is viewed as an extremely important document from the viewpoint of conservation authorities. Conservation Ontario views it as a positive report. Part two of the report lists a number of recommendations. Specific recommendations point out that drinking water sources should be protected by developing watershed based source protection plans for all watersheds in Ontario. Draft source protection plans should be prepared and should be managed by conservation authorities. The report identifies that funds should be made available by the province and conservation authorities should be responsible for implementing local initiatives to educate landowners, industry, and the public about the requirements and importance of drinking water source protection are just a few of the recommendations. Several members made favourable comments on the report. R. Orth questioned the submission paper prepared by Conservation Ontario. Mr. Oliver reported that the paper circulated to members from Conservation Ontario was only a draft document. Mr. Orth and Mr. Chanda both requested that Mr. Oliver find out from Conservation Ontario what their position is regarding proposed user fees and obtain the document that will be submitted so that a sub -committee can review the data and bring it forward for discussion at the July meeting.. A sub -committee of R. Orth, L. Chanda, C. Evanitski and D. Wynia volunteered to review the information. Members requested an update on Rock's Mill. It was reported that D. Holmes and P. Gagnon are working on a plan to submit to senior staff for a recommendation prior to submitting any recommendations to the board. Mr. Oliver also noted it is not a budget item for 2002 and DFO was approached for funding but no funds are available. The General Manager reported that the Backus Management Board passed a motion to recommend that Norfolk County be approached and requested to re -appoint M. Zavaros as their appointee to the board. He also recommended it be for the tern of council. FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Dolf Wynia -5- MOTION A - 38 moved by D. Wynia, seconded by S. Lamb and carried that the Authority request the reappointment of Marg Zavaros by Norfolk County for the balance of the Council term, as recommended by the Backus Management Board. D. Wynia, Chairman for the Technical Advisory Committee circulated the minutes from the March 5' , 2002 meeting and reported that the technical advisory committee noted the good effort put forth by staff thus far on compiling information and the tasks completed. Mr. Wynia reported that W. Draper, an ecologist was hired to complete ecological studies/inventory and survey for the Natural Heritage Woodland sites,as well as Bird Studies Canada. It's anticipated that the report should be available in November. Members and staff who attended the Bird Studies Canada opening and functions on June V and 2nd reported that it was a successful conference. J. Robertson extended a thank you to her committee for the successful dedication ceremony held at Backus on June 2nd for the National Historic Site plaque. MOTION A - 39 moved by R. Orth, seconded by F. Sanderson and carried that the Board enter an "In Camera„ session. MOTION A - 40 moved by A. Arthur, seconded by P. Black and carved that the "In Camera" session be adjourned. Discussion centered on the submission of one tender for the sale of timber products at the Long Tract. MOTION A - 41 moved by F. Sanderson, seconded by R. Orth that the purchasing and tendering policy be waived and that the single tender received from George Miklavcic for sale of timber products at the Long Tract be opened and considered. MOTION A - 42 moved by L. Chanda, seconded by P. Black and carved that the tender submitted by George Miklavcic for the sale of timber at the Long Tract for a total price of $22, 350 be approved. The meeting adjourned C. Evanitski Chairman Pam Bravener Supervisor of Finance and Administration FULL AUTHORITY COMMITTEE MEMBERS Allan Arthur, Craig Ashbaugh, Peter Black, Larry Chanda, Cliff Evanitski, Sam Lamb, Brenda Moerschfelder, Roger Orth, Floyd Sanderson, Dolf Wynia COUNTY OF OXFORD COMMUNITY AND STRATEGIC PLANNING OFFICE P. O. Box 397, Court House, Woodstock Ontario N4S 7Y3 Our File: CO 9-21-230 July 19, 2002 Mr. Dave Morris Chief Administrative Officer/Clerk Town of Tillsonburg Municipal Offices 200 Broadway, 2nd Floor Tillsonburg ON N4G 5A7 Dear Mr. Morris: RE: Lifting of Part Lot Control George Gilvesy Lots 23-30 and 40-47 incl. Plan 41 M-133 Town of Tillsonburg Phone: (519)539-9800 RECEIVED Fax: (519)537-5513 JUL 2 2 2002 Please find enclosed an application received from George Gilvesy requesting that Part Lot Control be lifted from Lots 23-30 and 40-47 incl. Plan 41M-133, in the Town of Tillsonburg. The application for exemption from Part Lot Control proposes to permit the construction of link homes. It has been the practice of this Department to request a copy of a resolution from the Council of the Local Municipality indicating its support for any application for the lifting of Part Lot Control. It would be appreciated if you could bring this matter to the attention of Town Council at its meeting of August 12, 2002. The wording of the resolution by the Council of the Town of Tillsonburg, if it supports this application, should be in the form of a recommendation to Oxford County Council stating that: 'that the lands consisting of Lots 23-30 and 40-47 incl. Plan 41M-133, Town of Tillsonburg, be exempted from Part Lot Control and that the County be requested to enact the necessary exempting by- law as well as entering into a standard Part Lot Control Agreement with the applicant." We are sending a copy of the application for Part Lot Control Exemption. The Town should ensure that the proposed lots are in compliance with the appropriate Residential Zone Provisions of the Town of Tillsonburg. Council for the County of Oxford will consider the application on August 14, 2002. If you have any questions, please do not hesitate to contact our office. PM/db Encl. cc — George Gilvesy Yours truly, r Paul Michiels Planner ww .. county. oxford. on. ca 0 415 Hunter Street, Woodstock Ontario N48 4G6 • planning@county.oxford.on.ca FILE NO. DATE RECEIVED:-�- COUNTY OF OXFORD APPLICATION FOR EXEMPTION FROM PART LOT CONTROL The undersigned hereby requests the County of Oxford to consider an application for exemption from Part Lot Control pursuant to Section 50(7) of the Planning Act, R.S.O. 1990, on the lands hereinafter described. 1. Pure of Application: (Please check appropriate box) pos Minor redesign to lots or blocks in a Registered Plan of Subdivision ❑ Sale of part lots created through road widening ❑ Creation of individual lot(s) for single, semi-detached or row houses ❑ Creation of servicing easements in a Registered Plan ❑ Long-term leases for stores in a shopping centre on a Registered Plan ❑ Other - describe Z. a) Applicant: .: Name 11 HIDGUT ST. W. Telephone: ILLSONBURG, Address N4Q 208 Fax No. Postal Code b) Registered Owner: (if other than applicant) Name Telephone: Address �-� :.� "`'""'� Fax No. Postal Code c) Solicitor or Agent: (if any) Name Telephone: Address Fax No. Postal Code d) List of any mortgage, charge or encumbrance on the property Name Telephone: Address Postal Code: e) Location of Subject Land: A. Lot Numbers) . . 3 Reg. Plan No`.' /w ? Year Registered Part Number(s) Reference Plan No. Municipality °""-7-, Former Municipality Street/911 Civic Address The subject land is located on the side of the Street, lying between Street and Street. %�.� APPLICATION FOR E KEMPTION FROM PART LOT CONTROL PAGE 2 f) Specific indication of uses of land and buildings f' g) Official Plan Designation:. w 4 i z- Zoning: Z2 3. Site Information: (attach separate sheet if more than one lot) Lot Frontage fyrn Interior Side Yard ft/m Lot Depth ft/m Lot Area ft2/m2 Lot Coverage % Front Yard ft/m Rear Yard ft/m 4. Other: (specify) Exterior Side Yard (corner lot) ft/m Landscaped Open Space % No. of Parking Spaces Width of Planting Strip ft/m Driveway Width ft/m Dated this _, Zday of 20 0 SIGNATURE OF APPLICANT f The following section to be completed and signed in the presence of a commissio r. of the %�, of in the of , DO SOLEMNLY DECLA THAT: All of the statements contained in this application are true and I make this solemn declaration conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act. DECLARED before me al the of in t Of '` this 1 tt day of 200 SIGNATURE OF OWNER/APPLICANT A Commission Ftr. PART 23 PART 22 C: PART 21 '8*50'0G' E 24 PART 20 Li 7e'5'-)*rjO- E 0rj PART PART 1 C� PART 19 .-- ji 10 r; 7B*5-,*.`,) E 32 . 34 CtO A t A PART 2 cl 0 PART 18 N 78'50'0*'E 3200 lxf< N 78,50,00, E 34.0Q PART 17 PART 3 r4 0 T 3 y _ y N 78'50'00' E 34.00 A N 78.��o_ E i- 32.00 A 1 119 PART 16 --Oil 0 'n PART 4 0 LOT 25 PN 78.50'00- E 34.00 N 7e*50*0" E 32. CO A, I C 4 n y PART 15 o 10 PART 5 N 78*5 3400 N j C T 26 PART RT 14 N 78.50'0—" E 32.00 16 y c; -r y : A PART 6 y N 78'50'00- E 34.00 —41 I A a PART 13 N 75*50'0* E 32-00 Z/ A u� h LOT 27 57 E 34.00 N 785000** c� P ART 7 co A C! PART 12 v N 78*50'00" E 3400 4 y A 4- 32,00 N 78*50'0' E U, o cq PART 8 co N11� ICT 2 E3 < N 78*50'0" E 32-00 L CT r A' z PART 9 r4 t LOT 2) 9 y Z. N 78'50'0" E 32.00 PART 10 c4c y 2 c)-r 38 78*50'0" E 32.00 34-<N ul ' A L 0 1- 3 Irt., PART + L+< E > v D T 2397 _E Z SURVEYOI :1) - THIS SkIR,,ZI 'HE SURVEYS PECVLATPONS 1Z.! - lb,,_ SUR.,Ef np7E CL NOTES (1) - 9EARINGS ARE LEGEND DENOTES S!S DENOTES :8 DENOTES PIE DENOTES (,-T* I DENO—TS RECEIVED Vance Sod Farms pt 2 SIN R.R. # 3 Tillsonburg, Ontario N4G-4G8 519-842-4976 Fax: 519-688-0266 July 22, 2002 Town of Tillsonburg 200 Broadway Street Tillsonburg, Ontario. Re: Water restrictions / ban, Town of Tillsonburg Council Members Attached is a copy of my letter dated July 22, 2002, to Oxford County Council concerning the "Outside" watering ban now in effect in Tillsonburg. I respectfully request any support you can offer in respect to our current situation as explained in the attached letter. Your immediate response would be appreciated Tom Vance Vance Sod Farms Vance Sod Farms R.R. # 3 Tillsonburg, Ontario N4G-4G8 519-842-4976 Fax: 519-688-0266 July 22, 2002 Oxford County Council Court House 415 Hunter Street Woodstock, Ontario Re: Water restrictions/ban, Town of Tillsonburg Council Members The "outside" watering ban imposed in Tillsonburg on July 19, 2002 will ruin our business if allowed to continue indefinitely. While sod production is still possible on our farm, no person or company will purchase our product if they cannot water it. Oxford County Water and Waste Water Management is discriminating against people and companies which work "outside" with their "outside" watering ban. I am aware of companies who use millions of gallons of water on a daily basis, however, because they work indoors they do not have any restrictions. In extreme heat, sod installation is very difficult, and we try to reduce installations as much as possible during these conditions. Some contracts and contractors insist that sod be placed regardless, thus these installations require watering outside. We can water by tanker to establish the sod, however we would require a fleet of water tankers to maintain all sod installed for the unknown duration of the "outside" watering ban. We have worked in excess of twenty years to build up a successful " sod" business and between last year's and this year's "outside" watering ban our business will be under extreme financial stress. The Water and Waste Water Management staff cannot tell us how long the "outside" watering ban will last. What am I to tell our employees and customers? We are an environmentally friendly company; not only do we practice soil and chemical conservation on the farm, sod, when kept in a healthy condition, converts carbon dioxide to oxygen to enhance the environment. Is this not environmentally preferable to a plastic producer or metal stamping? I believe that Water and Waste Management was introduced to conserve water and the environment. How is this so when they will not allow us to grow the things that help keep the environment in balance? We contacted the Oxford County Water and Waste Water Management in March, 2002 in an attempt to avoid the current "outside" watering ban or at least make it "liveable". The only way I could get a response was to engage legal council in May, 2002. Should you be interested, I have copy of all correspondence. As a note of interest, I sold the Town of Tillsonburg their last well site , well # 13. To date it has never been developed! This fact only adds insult to injury. At this time I feel justified not to pay any taxes that go to Oxford County as you have failed to provide us with equal treatment because we work "outside". As previously noted I have sought the advise of legal council. I hope that a solution can be found to this problem promptly, before I have to resort to litigation. Tom Vance Vance Sod Farms CC: Town of Tillsonburg Township of South West Oxford Ministry of Environment Scott Campbell