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021028 Regular Council AgendaAgenda: Meeting for the Committee "Open Council' Review Access: • Public O Private AGENDA Town of Tillsonburg Meeting for the Committee "Open Council" on Monday October 28, 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 Quarterly Reports Community Services Operations Corporate Services Information Items Resolutions 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 Page 1 Agenda: Meeting for the Committee "Open Council" MINUTES & BUSINESS ARISING OUT OF THE MINUTES > PROPOSED RESOLUTION: RESOLVED THAT the Minutes of Council under date of October 7th and 15th, 2002 be adopted. ADOPTION OF AGENDA PUBLIC MEETINGS 1. Committee of Adiustment Application - Mr. Gord Richards (A-37/02) [rj Presented By: Mr. Paul Michiels, Planner, County of Oxford Notice of Public Hearing... Report from County Planning... n A37-02-TIL.pdt Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment approve application for 19 Windemere Avenue, subject to the following conditions: 1) The applicant submit a revised OLS survey for the subject property showing the location of the proposed deck. 2) No portion of the deck which encroaches into the required rear yard more than 1.5m (5ft) shall be covered or enclosed. 2. Committee of Adiustment Application - Mr. Archie Verhoeve D Presented By: Mr. Paul Michiels, Planner, County of Oxford Notice of Public Hearing... Report from County Planning to follow. n A38-02-TIL.pol Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Tillsonburg Committee of Adjustment approve application A-38/02 for 54 Demeyere Avenue on the condition: 1) That a building permit be issued within one year of the date of the Committee's decision. DELEGATIONS Page 2 Agenda: Meeting for the Committee "Open Council" QUARTERLY REPORTS 3. Community Services Third Quarter Report D Resolution > PROPOSED RESOLUTION: RESOLVED THAT the staff report regarding Community Services 2002 Third Quarter Report for the period ending September 30th, 2002 be received for information. 4. 'Third Quarter' Quarterly Report for Corporate Services D Presented By: Director of Corporate Services Report to follow. Resolution > PROPOSED RESOLUTION: RESOLVED THAT the staff report regarding Corporate Services 2002 Third Quarter Report for the period ending September 30th, 2002 be received for information. 5. 'Third Quarter' Quarterly Report for Operations E) Presented By: Director of Operations September 2002 Operations Quarterly Repor Third quarter report good copy.d 020406 700 3rd qtr report.dc 91 91 91 3rd quarter report 2002.dc 3rd. Quarter Fleet Report 2002.c 3rd. Quarter Report 2002 Firex Third Quarter 2002 Report.dc Resolution > PROPOSED RESOLUTION: RESOLVED THAT the staff report regarding Operations 2002 Third Quarter Report for the period ending September 30th, 2002 be received for information. COMMUNITY SERVICES > 6. Reconsideration of the Caboose Relocation For Reference Purposes: Resolution No. 22, Council Meeting August 12, 2002... Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT the caboose be relocated to a location agreeable to the Station Arts Centre and that adjacent neighbours be consulted, AND THAT the costs of moving, repairing, and maintaining the caboose be passed on to the Station Arts Centre; Page 3 Agenda: Meeting for the Committee "Open Council" AND FURTHER THAT, should the location arrangement not be made by September 30, 2002, the caboose be relocated to the works yard, until a further permanent location can be arranged. "Carried" Resolution No. 18, Council Meeting October 15, 2002... Moved by Councillor Beres Seconded by Councillor Molnar AND RESOLVED THAT a motion be introduced to reconsider Resolution 22 of the Council Meeting of August 12th, 2002, pertaining to the relocation of the Caboose, and that this reconsideration take place at the next Council Meeting. "Carried" OPERATIONS 7. Tender Results for Downtown Parking Lot and Airport Snow Plowing Presented By: Director of Operations Resolution > PROPOSED RESOLUTION: RESOLVED THAT the Staff Report from the Director of Operations dated October 22, 2002 be received, and Tender T-2002-013 be awarded to Fuller Trucking Limited (Section 1 - Parking Lots only) and Horvath Holdings (Section 2 - Airport plowing only). CORPORATE SERVICES INFORMATION ITEMS RESOLUTION > PROPOSED RESOLUTION: RESOLVED THAT the Regular Council Meeting scheduled for Monday, November 11th, 2002 be re -scheduled for Tuesday, November 12th, 2002, in recognition of Remembrance Day. ITEMS OF PUBLIC INTEREST BY-LAWS > By -Law 3036 - To establish the number of Elected Members of Council W a By -Law Sale to David Leigh and Lori Graves Offer.tif By -Law 3037 - To authorize the sale of certain lands on Broadway to David Leigh and Lori Graves 91 By -Law Council number and composition Page 4 Agenda: Meeting for the Committee "Open Council" PROPOSED RESOLUTIONS: RESOLVED THAT By -Law 3036 to establish the number of Elected Members of Council; and By -Law 3037 to authorzie the sale of certain lands on Broadway to David Leigh and Lori Graves 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 3036 and 3037. RESOLVED THAT Committee do now rise and report on By -Law numbers 3036 and 3037 as passed in Committee without amendment. RESOLVED THAT By -Law 3036 to establish the number of Elected Members of Council; and By -Law 3037 to authorzie the sale of certain lands on Broadway to David Leigh and Lori Graves 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 EMPLOYEE RECOGNITION AWARDS Town of Tillsonburg Page 5 File: A-37/02 Date: October 15, 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, October 28, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Mall, 2nd Floor OWNERS/APPLICANTS: AGENT: Mr. Gord Richards 19 Windemere Avenue Tillsonburg ON N4G 5M8 LOCATION: Lot 46, Plan M-137, municipally known as 19 Windemere Avenue, 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 allow construction of an open deck. The Applicant has requested the following minor variance from the `Residential First Density (R 1)' zone: 1. "Permission for relief from Section 5.25.3.2., `Rear Yard', to increase the permitted projection into the required rear yard from the minimum of 8.3 m to 7.19 m to allow for the construction of an open deck on 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. IS Davi rris, AMCT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2nd Floor Tillsonburg ON N4G 5A7 VA t R1 Plate map Gord Richards,19 Windemere Ave. Application A-37/02 NOTE: THIS IS NOT A PLAN OF SURVEY TILLBCNBURG.MBLAKE LOT 47 .`r 731 P.I.N. 00028 - 0726 N67'10'40'W i`1; L4 T L LL N a s 41 c0 ll U 4 u o. U) ry n O `n g I m 1v IT S w LL .DN i 0 u 91i w 71 7.10 N 2 u � a ul Y Y \0y0ti1 L 1.8 HIQI BOARD L,_1 I LLI L U1 lD L1-1 34.00 (P1 @ GARAGE ��J1TT i < a IS L--_ Q / z W / Z� U N 33.37 (P1 h FENCE ON ME P.I.N. 00026 - 0726 LOT 6 LEGEND / zoning Una Municipal Limits MSubject Property LAND A ELATED NI ION 6VBVCM h I 0 s p D. I qK� 0 gtil o "' i u c d c Ad S w W IN Q tl v Q N Z 2 ,e ASSOCIAMON OF d LAND SURVEYOR Pl.4V svfiulzscW m 1258291 -6- THIS PIAN IS NOT VIA IW MS IT IS M FLBP The Corporation of the COUNTY OF OXFORD Phone: (519) 539-9800 OFFICE OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-37/02 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-37102 Date: October 28th, 2002 BACKGROUND Applicant: Gord Richards Location: 19 Windemere Ave. Official Plan: Low Density Residential Zoning By-law: Residential First Density (R1) Adjacent Uses: Residential (north, south and east), ravine open space (west) Proposal: The applicants increase the permitted encroachment into a rear yard to allow for the construction of an uncovered deck to the rear of an existing single detached dwelling. Requested Relief: Relief from Section 5.25.3, 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 3.7 m (12.14 ft) to 4.8 m (15.7 ft) to allow for the construction of an uncovered deck to the rear of a single detached dwelling. 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. The permitted rear yard encroachments for uncovered porches, decks and balconies recognizes that such features do not have the same massing effect as enclosed structures and, therefore, may project further into the required rear yard. The application indicates that the subject property is approximately 808.5 m2 (8,702.9 ft) in area and contains a single detached residential dwelling constructed in 1999. In this case, the proposed 10.97 m (36 ft) x 4.9 m (16 ft) deck extends along the entire rear wall of the dwelling, comprising approximately half the width of the rear yard. The requested P.O. Box 397, Court House, Woodstock, Ontario N4S 7Y3 9 planning@county. oxford. on.ca `. LEGEND ��• / Zoning Line MunlciF aI Limits . rr N Subject Property AlF t � TILLS03LIRG Plate 1 -Location Map Gord Richards, 19 Windemere Avenue (Tillsonburg) 2oNNT. ® 2DM Application A-37/02 ANN PFI AiFA IN NMAT, FNFYN9iOM NOTE: THIS IS NOT A PLAN OF SURVEY wF TRLSONSURG - MICHIELS CREATED ON: 23-OCT-2002 c /�✓i rrj —R r PLAN 4J—!� IOC1 P.I.N. 00026 — 0892 5 `ram �? — -- F—� N 2119' 40" E 24.01 (PI do M) 0.05 LOT 46 Rrr1 rr r m o a N P.I.N. 00026 — 0727 LT 75538 O �C��J z z L a, O `4 0 O N 0) I CONCRETE FOUNDATION CD m O I GARAGE i R. v 0 N�z 0 o LeLg F� 24.00 (P1 do S) N 22- 49' 20- E (P1 do S) F—C N 22' P.I.N. 00026 — 0760 (20.12 WDE REGISTERED PLAN 41M-12 e2_ N I 0 49 ul ca12 gigue g.. File # A-37/02, 2002 Page 2 variance would result in the closest point of the proposed deck being setback 7.19 m (23.6 ft) from the rear lot line. It should be noted that the southerly third of the deck is stepped up approximately 0.23 (0.75 ft) from the main deck. A recent discussion with the Town's Chief Building Official has indicated that a permit has been issued for the main portion of the deck, which complies with the requirements of the By -Law. However, the requested variance is required to allow for the construction of an approximately 2.8 m2 (30 ft2) projection from the lower portion of the deck to reflect the projection of the bay window at the rear of the dwelling. It is our understanding that the remainder of the deck would comply with the rear yard requirements. Given the slope to the rear of the subject property, the proposed deck will likely serve as the primary outdoor amenity area for the dwelling. The rear of the property slopes down into a small ravine, which provides natural separation from the neighbouring properties to west. A wooden privacy fence is located along the southerly lot line which provides some visual screening for the abutting southerly property. The projecting portion of the deck is located on the lower portion of the main deck, toward the middle of the rear yard and, therefore, should not have any additional impact on privacy for neighbouring properties. Finally, the deck is situated such that there will still be sufficient space around the structure for maintenance and drainage. Extent of Variance: The variance is minor Desirable Use or The construction of a unenclosed deck to the rear of an existing dwelling Development/Use: reflects a building form that is characteristic of residential properties throughout Tillsonburg. In this case, the requested variance to allow for a small portion of the deck to project further into the rear yard should not have any additional impact on privacy of neighbouring properties or on the planned function of the rear yard. Therefore, it is the opinion of this office that the proposed variance to recognize the construction of the deck is appropriate in this case and can be supported, subject to a number of conditions. Recommendation: That the Tillsonburg Committee of Adjustment approve application for 19 Windemere Avenue, subject to the following conditions: Authored By: Original Signed By: "Paul Michiels" Paul Michiels Planner October 23rd, 2002 1) The applicant submit a revised OLS survey for the subject property showing the location of the proposed deck. 2) No portion of the deck which encroaches into the required rear yard more than 1.5 m (5 ft) shall be covered or enclosed. Approved By: "James Hill" James Hill, MCIP, RPP Director of Community & Strategic Planning R1 -17 'I 4y �Rl Aerial of the Subject Property NOTE: THIS IS NOT A PLAN OF SURVEY TJLLSONBURG - MICHIELS N LEGEND /Zoning Line Municipal Limits TILLS0BURG 0 20W 1 AND RF1 ATFD INFORMATION SYSTFN rOUNTY OF CREATED ON: 21-OCT-2002 File: A-38/02 Date: ° October 15, 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, October 28, 2002 Time: 7:00 pm Location: Town Council Chambers Tillsonburg Corporate Offices, Town Centre Mall, 2"d Floor OWNERS/APPLICANTS: AGENT: Mr. Archie Verhoeve 50 Van Norman Drive Tillsonburg ON N4G 4T 1 LOCATION: Lot 23, Plan M-74, municipally known as 54 Demeyere Avenue, in the Town of Tillsonburg, County of Oxford. PURPOSE OF APPLICATION: The applicants are applying for relief from exterior side yard requirements of the R1 zone to allow for the construction of a single family dwelling on a corner lot. The Applicant has requested the following minor variance from the `Residential First Density (R1)' zone: 1. "Permission for relief from Section 6.2.1.1.9., `Exterior Side Yard', to reduce exterior side yard from the required minimum width of depth of 7.5m (24.6 ft.) to 6.0 m (19.6 ft.) to allow for the construction of a single family dwelling on a corner lot. " 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. � eery truly, David C. Morris, AMCT Secretary -Treasurer Tillsonburg Committee of Adjustment Tillsonburg Corporate Office 200 Broadway, 2"d Floor Tillsonburg ON N4G 5A7 T EAST IN ST RED A.Verhoeve, 54 Demeyere Ave. Application A-38/02 NOTE: THIS IS NOT A PLAN OF SURVEY TILL I INIBUMO. MSLARL CONCESSION BLOCK H .�— BLOCK STREET BLOCK 25 'I1.N• N 10' 34- OO' E LOT 30.SD 22 R1-5 L V M 1— 1. V Zoning Line Municipal Limlls ® Subject Property a :I vv nWWNOWD or AraRo CREATED Oh:10.ORAN1 SKETCH PREPARED FOR MINOR VARIANCE APPLICATON EAST SCALE - 1:250 (METRIC) KIM HUSTED SURVEYING LTD. 2002 -e.DD A . E.AE G • D.4D CS. NSD•20'oo'N CAUTION MIS IS NOT A PLAN M SURVEY AND SHALL NOT SE USED FOR TRANSACnON OR MORTGAGE PURPOSES. tv1 z NOTE > LOT NMa14ONS ARE AS SNOW ON RECISTERED PLAN M-14 Q AND NAVE NOT DEEM MIRED BY nELD SURVEY. 1.rR t $ - LOT GOMAOE 199 A •nru ,: NOT AN QWCNRL COPY = LJ aeos ios1s11m �i WC© COPYRIGHT 2002 KIM RUSTED SURVEYING LT). THE RVROpUO11011,AL1ERAnON,p1 USE OF MIS AVANT IN WDUC 0 IN C tL1 PART WITHOUT THE WITTEN PERUHMON W RIM HU= DMRATIND I.M. IS STRIDn.Y PRONINRLD q KIM HUSTED SURVEYING LTD. ONTARIO LAND SURVEYOR 00 FOX ALLEY, TILL40NDURO, ONTARIO, N40 3P4 PHONE: $12-542-3638 . FAX 519-808-254e The Coryoration of the COUNTY OF OXFORD Phone: (519) 539-9800 DEPARTMENT OF COMMUNITY AND STRATEGIC PLANNING Fax: (519) 537-5513 owu �.� P.O. Box 397, Woodstock ON, N4S 7Y3 OUR FILE: A-38/02 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-38/02 Date: October 281h, 2002 BACKGROUND Applicant: Cliff and Ilene Mauthe Agent: Archie Verhoeve Location: 54 Demeyere Avenue Official Plan: Low Density Residential Zoning By-law: Residential First Density (R1) Adjacent Uses: Residential (south, east and west), Park (North, across Concession St.) Proposal: The applicant is proposing to encroach into the required exterior side yard to allow for the construction of a two storey single detached dwelling. Requested Relief: 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 6.0 m (19.7 ft) to allow for the construction of the proposed dwelling. COMMENTS Intent and Purpose In compliance. of Official Plan: Intent and Purpose The purpose of the exterior side yard provision in a Residential Zone is of Zoning By -Law: to ensure adequate setback from the street for traffic safety, drainage and landscaping. As well, the exterior side yard provision ensures that the setback of dwellings on corner lots are consistent with the front yard setbacks of adjacent properties so that site lines are maintained. Extent of Variance: The variance 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 neighbouring buildings and structures. Plate 2, Applicant's Sketch, includes the dimensions of the lot and the location of the proposed dwelling. P.O. Box 397, Court House, Woodstock, Ontario N4S 7Y3 • planning@ county.oxford. on. ca LEGEND Municipal Limits ® -Subject Property Plate 1 - Location Map Cliff & Eileen Mouthe, 54 Demeyere Ave. (Tillsonburg) Application A-38/02 NOTE: THIS IS NOT A PLAN OF SURVEY TILLSONRV RG - MICH15LS CONCESSION STREET BLOCK H BLOCK 2 BLOCK 2 - - N 78' 34' 00' E 30.58 3 0 z J N W 4 W�� Q 0H:3 t W n.ae a 0 a .... z I GARAGE tr 140 N 78, 34' 00* E 36.58 LOT 22 SKETCH PREPARED FOR MINOR VARIANCE APPUCATION E+ A S T SCALE — 1: 250 (METRIC) KIM HUSTED SURVEYING LTD. 00 -- 2 2 R - 6.00 ,II 1 I A - 9.42 C • 8.48 1 C8 N56'28'00"W CAUTION THIS IS NOT A PLAN OF SURVEY AND SHALL NOT BE USED FOR TRANSACTION OR MORTGAGE PURPOSES. NOTE > LOT DIMENSIONS ARE AS SHOWN ON REGISTERED PLAN M-74 J: AND HAVE NOT BEEN VERIFIED BY FIELD SURVEY. 3 8 LOT COVERAGE 19% IHIS IS Nor 19 AN MOINAL COPY :. UNLESS Ltd EMBOSSED Wf T?1 z SEAL' tL1 COPYRIGHT 2002 KIM HUSTED SURVEYING LTD. Ltl THE REPRODUCTION.ALTERATION.OR USE OF THIS REPORT IN WHOLE OR IN LLj PART WITHOUT THE WRITTEN PERMISSION OF KIM RUSTED SURVEYING LTD. IS STRICTLY PROHIBITED Q KIM HUSTED SURVEYING LTD. ONTARIO LAND SURVEYOR 50 FOX AU.EY, TIU.SONBURG, ONTARIO, N40 3P4 PHONE: 519-842-3638 - FAX: 519-688-2548 PROJECT: VERHOEVE REFERENCE: FILE A-38/02 Page 2 The applicant has requested a minor variance to allow a reduction in the depth of the northerly exterior side yard of 1.5 m (4.92 ft) to allow for the construction of a two storey dwelling with attached garage on the subject property. The applicant has indicated that the requested variance is required to accommodate a dwelling design which is consistent with the style of dwellings along Demeyere Avenue. According to the applicant, the lot has a similar lot frontage to the other lots along Demeyere. However, the required exterior side yard setback of 7.5 m (24.6 ft) for a corner lot, instead of the 2 m (6.56 ft) interior side yard setback for a two storey dwelling on a standard interior lot, results in a much smaller building envelope. In this case, there is also a 0.3 m (1 ft) reserve along Concession Street which restricts access from the subject property to that street, which limits the design alternatives which may otherwise be available. The subject property complies with the minimum lot frontage requirements of the Zoning By -Law for a corner lot. However, it should be noted that it is the responsibility of the developer to consider the exterior side yard requirement for corner lots at the subdivision design stage to ensure that they can accommodate a reasonable range of dwelling types. In this case, given the existing dimensions of the corner lot, the requested variance would allow this lot to be developed for a design of dwelling which is more in keeping with the character of the existing dwellings in the area. There is a park to the north across Concession Street and the residential properties to the east and the west are primarily back lotted onto Concession Street. Therefore any established building lines along Concession Street would not be impacted. As well, given the ground floor area of the proposed dwelling, the encroachment would only impact approximately a quarter of the required exterior side yard, which should not result in any negative impact on maintenance areas, drainage and landscaping. Finally, the Town has already obtained their required road widening along the south side of Concession Street, so there should not be any future reduction in the exterior side yard in this case. However, the Towns' Manager of Engineering has indicated that the applicant should be aware that future widening of the paved portion of the Concession Street and any future sidewalk construction may be located much closer to the proposed dwelling than currently exists. It is, therefore, the opinion of this office that the proposed variance to reduce the depth of the exterior side yard is appropriate in this case and can be supported. A-38/02 Page 3 Recommendation: That the Tillsonburg Committee of Adjustment approve application A-38/02 for 54 Demeyere Ave on the condition: 1. That a building permit be issued within one year of the date of the Committee's decision. Authored By: Original Signed By: "Paul Michiels" Paul Michiels Planner Approved By: "James Hill" James Hill, MCIP, RPP Manager of Community and Strategic Planning Review Access: • Public LI/ Private Committee: Open Council Author: Cynthia Hildebrand Author's Email: Cynthia Hildebrand/Tillsonburg Subject: Community Services Third Quarter Report Details: SUBMISSION Presenter's Name: Presenter's Email: Request: Resolution Cc: ® ® 9 Community Services 3rd Quarter Reporl Tourism 3rd Quarter REPORT.c Museum - 3rd Quarter Report.c ® Q Quarterly Repor Library 3rd 2.c quarterly report 2002 Program Dept 3. 91 W Quarterly Report Airport, September 30th, 200 2002cemetery3rdquarter.d( History Wednesday October 23 2002 01:41 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 October 28, 2002" REPORT Town of Tillsonburg DATE: October 21, 2002 TO: David Morris, C.A.O. FROM: Cynthia Hildebrand RE: Quarterly Report as at September 30, 2002 — Community Services PURPOSE The purpose of this report is to update Council on the progress and activities of the Community Services Department for the period ended September 30, 2002. BACKGROUND This report consists of an overview of the activities and progress towards set objectives of the Community Services Department. COMMUNITY SERVICES OVERVIEW We had a very hot and dry summer this year, which very hard on the trees but was a boon to the Waterpark. Grass maintenance requirements dwindled as the summer progressed. July brought the much -anticipated SWAC event to the Airport. There were some organizational and promotional issues that challenged organizers and participants, however, the participants and spectators appeared to enjoy themselves. The Superbuild Committee had their initial kickoff meeting with the Architect July 41h and meetings continued throughout the quarter. The Compensation Review Committee was established and the Committee met at length with the consultant to complete the process. Regular programs commenced in September with children returning to school and Committees once again meeting after a summer recess. CHildebrand Page 1 10/24/2002 Airport Approximately 3500 people attended the July SWAC event. An overhaul of the parking tie down spots was undertaken as a risk management project. All fourteen parking spots now have cables located below the ground to which pilots secure their planes; this was completed with the assistance of utility and parks staff. The runway crack filling project was completed at a cost savings to the budget, which offset the small cost overrun on the runway project. Works was able to coordinate crack filling with the County this year and we all benefited from the purchasing power. The runway lights were hit by lightning in the summer of 2000 and it was decided to replace 20 lights in conduit. We will replace 17 lights in early November and the remainder will be reflected in the capital budget request for 2003. National Flyers Academy (flight school), which operates out of Kitchener/Waterloo Airport, located a satellite base at the Airport in September. We derive revenue from office rental, fuel sales and two planes they have tied down. They have acquired several students and offer ground school training on the premises. This now gives us two flight schools operating out of the Airport. A Fly In Breakfast and barbeque events were hosted this summer that attracted approximately 280 people. Additional events are being planned for 2003. Airport — Operating Budget 2001 2002 Actual Budget Actual YTD 9/30/02 Projection Labour 32,552 39,500 34,855 43,000 Equipment 736 800 550 500 Materials/Inv. 54,700 43,400 51,079 70,000 Purchases 14,655 16,097 16,519 19,979 Subcontractors 13,244 8,500 4,520 210 Indirect costs 206 - - - Other 3,759 15,250 8,526 22,232 Revenue (110,969) (102,509) (72,568) (139,675) 8,882 21,038 43,481 16,246 Increased activity and the resulting fuel sales increase account for the majority of increase in revenue. CHildebrand Page 2 10/24/2002 Museum The museum's 3rd quarter was very hectic starting in July with the July 1" festivities and followed quickly by the Scale Aircraft World Championships July 13 — 21. On July 1 ", Annandale NHS participated in the town -wide Canada Day celebrations by hosting the annual open house and, for this first time ever; the museum also hosted the Special Awards Presentations on the lawn in the late afternoon. A change in venue for these presentations was necessitated due to the Wife Carrying Contest being held at the Fairgrounds location. The children's summer program, which ran for 5 weeks from the end of July through August. was enjoyed by those in attendance, unfortunately numbers were down from last year. Serious review of the program is underway to address this situation. August was the month for exhibit openings. The museum's major in-house exhibit for the year, entitled "From Pollard To Polaroid" featured the museum's outstanding camera collection and highlighted the history of the Pollard Photographic Studio and the history of the camera and the photo process from its early beginnings and right up to the Polaroid process. The exhibit has proven very popular, especially with members of the Pollard family, who have made several monetary donations to show their support. Several visitors have noted that the Museums collection of cameras rivals the Eastman —Kodak collection in Rochester, New York and they are very impressed with our presentation and interpretation of the material on display. The third quarter saw a steady increase in attendance over the same period last year, with over 800 more visitors/users. It is expected that this trend will continue into the Christmas season, which is traditionally our busiest time of the year. Attendance should definitely surpass last year's low and is expected to break 9000. The museum is consistently promoted through various media (Newspapers, Cable Television, Radio and paid advertisements). This coverage is solicited by museum staff and results in many feature articles in the local newspaper. The museum is consistently noted in the London Free Press — What's Happening section, as well. In August, the museum was featured in a full -page colour spread in the Travel Section of the Kitchener -Waterloo Record which has resulted in a steady flow of visitors from that reading audience. Museum staff also submits articles to various publications such as Day tripping magazine, which are often accepted and help to promote the museum and community events. An article has been submitted to the Nov/Dec. issue of Day tripping promoting the Down Home weekend. Donations related to operations, be they monetary or artifact based, continue to come in slowly. It must be noted that these types of donations are both very subjective areas and there is no guarantee that donations will be forthcoming from one year to the next. Trust Fund donations, however, are much easier to obtain, as they support capital restoration projects in the house, something tangible people can easily identify. People are more willing to give to capital house projects than to museum operational expenses. As in past years, George Tillson, one of our most generous benefactors once again donated 116 Exxon/Mobil Shares. CHildebrand Page 3 10/24/2002 Fundraising for both operations and trust funds is a very tricky and a difficult matter, as supporters see both campaigns as very different and distinct. This year, the museum's fundraising committee insisted that funds raised through the sale of Rotary Club Trip -of -the - Month tickets be deposited in the Trust Fund and not the museum fundraising operational account. This decision was based on the fact that purchasers of these tickets do so in support of the restoration of Annandale House and not to support the daily operation of the museum. However, this decision will result in the museum not meeting the budgeted revenue projection for this area (Special Events). Museum — Operating Budget 2001 2002 Actual Budget Actual Projection Labour 109,905 115,000 85,134 102,000 Equipment 2,287 2,000 2,136 21136 Materials/Inv. - - - - Purchases 32,692 35,632 32,142 40,580 Subcontractors 4,709 13,100 2,261 7,305 Indirect costs - - - - Other 21,087 18,550 5,536 8,350 Revenue (60,847) (57,187) (27,795) (41,065) 109,833 127,095 99,413 119,306 Expenditures have been deferred wherever possible to minimize the impact of the shortfall in revenue. The unexpected roof leak and repair lead to the deferral of the carpet replacement in the additional budgeted in 2002 Capital. Tourism Museum staff is responsible for various tourism initiatives for the Town of Tillsonburg. Initiatives include both the marketing and promotion of the town, as well as, the provision of tourist information services. This year, a major project was the provision of Tourism Services at the Municipal Airport throughout the World Scale Aircraft Championships scheduled for July 12 to the 21 ". Initiatives for this event included hospitality venues, like the Mayor's Reception for participants, etc. This event had various costs related to promotion of this event which were allocated to the Tourism budget Advertising in the following publications: (paid and free) • Sentinel Review — Points of Interest publication, Lake Erie Leisure Magazine • Tillsonburg News Historical Edition CHildebrand Page 4 10/24/2002 • Spring, Summer, Fall / Winter Edition of Visitor Magazine • Full year ad subscription in Day tripping Magazine — 6 issues • Half Page colour ad in SOTO travel Digest • Listing in SOTO Travel Trade magazine (for Tour operators • Membership in Travelinx, SOTO, Ontario Tourism Marketing Partnership • A variety of free listings on web -sites promoting tourism in Ontario. Tourist Information literature is available at Annandale National Historic Site, the Station Arts Centre and the Tillsonburg Public Library. An updated database that includes tourist information contacts, a list of annual events, accommodations, restaurants, churches, recreational facilities and general services (grocery stores, gas stations, other services, i.e.) hospital, etc. for the Town of Tillsonburg and the surrounding communities has been compiled and this data base is shared with the Library, the Community Centre, the Station Arts Centre and Customer Service and Tourism Oxford. As of September 301h, the museum has serviced 709 tourism -related requests; the majority of these were in- person requests, although many phone request and email request were also processed. The County is hosting a series of Tourism related workshops commencing in October to which all Tourism stakeholders will be invited. This should be very beneficial in developing a strategy for the local Advisory Committee as well as providing a network within Oxford County. Tourism — Operating Budget Labour Equipment Materials/Inv. Purchases Subcontractors Indirect costs Other Revenue 2001 2002 Actual Budget Actual Projection 6,016 6,213 5,936 6,213 128 - 63 63 135 500 1,089 946 14,610 16,000 25,051 27,066 (8,594) (2,000) - (2,058) 12,296 20,713 32,139 32,230 CHildebrand Page 5 10/24/2002 Library After many months of decline, circulation seems to have stabilized and actually increased slightly. Much of this increase is due to the Summer Reading program, which was very successful this year, with 125 children registered. During the summer, the Library website was enhanced with a new category: a listing of new books. This has drawn a very positive response. Currently, we are looking at adding a history of the Library to the website. The database portion of the website that allows individuals to review our holdings and request books online remains popular. Increased use of the Internet for information purposes will mean a change in our purchasing. Fewer nonfiction titles will be added in the future. Fiction titles, however, will increase to meet growing demand for recreational reading Seniors continue to request Internet training. Although this is time-consuming, seniors are very appreciative of staff assistance. During the summer, Internet use has been very high, especially on the part of tourists who like to keep up with their email while on holidays. Internet use for July -September: 1,508 After years of little change to the Library interior, the Board launched a renovation to help spruce up the appearance of the public area. A new ceramic tile floor has been installed in front of the Circulation Desk, and new carpet laid. The Board is looking forward to replacing the reading room chairs with more comfortable and attractive seating. The public washroom floors will also need to be reviewed for replacement. Reaction to these changes from the public has been extremely positive Library — Operating Budget 2001 2002 Actual Budget Actual Projection Labour 129,861 132,469 90,516 130,000 Equipment - - - - Materials/Inv. - - - - Purchases 67,145 82,508 35,667 67,508 Subcontractors 8,125 7,200 11,465 15,000 Indirect costs - - - - Other 4,639 5,000 7,598 3,900 Revenue (76,955) (66,185) (38,318) (67,685) 132,816 160,992 106,929 148,723 CHildebrand Page 6 10/24/2002 Cemetery Cemetery Operations are running smoothly under the direction of community services. Further efforts to share resources both staff and equipment between parks and cemetery have seen improvements in preparation times during special events and peak periods. Concentration during the third quarter has been on grass and ground maintenance along with foundation/ marker repairs and installations. An increase internments in the third quarter over the first two - noting that almost half to date for 2002 have occurred in the third quarter. The performance measures that have been identified in the past have been reviewed and additional information is now being collected and new performance measures are being considered for the 2003 business plan. The performance measures that have been identified in the past have been reviewed and additional information is now being collected and new performance measures are being considered for the 2003 business plan. Some of the new information has been provided in this report for review. The third and fourth quarter will be spent reviewing administration of the cemetery services and budget preparation for 2003. Review of other municipally owned/operated cemeteries will also be conducted to see how our operation compares to others and investigate possible improvements to our operation. Cemetery — Operating Budget 2001 2002 Actual Budget Actual Projection Labour 115,025 120,000 811197 114,408 Equipment 44,063 52,350 3,287 53,949 Materials/Inv. - - - - Purchases 9,861 23,275 61448 15,802 Subcontractors 9,527 10,350 189 10,350 Indirect costs - - - - Other 203 1,120 425 - Revenue (90,291) (86,000) (46,839) (62,000) 88,389 121,095 44,706 132,509 At this time we are projecting a shortfall in cemetery revenue, this is a difficult number to forecast. CHildebrand Page 7 10/24/2002 Community Centre - Program We had an exceptional summer this year, our Waterpark was very popular and our Summer Camp attendance increased. Summer Camp had 1,812 day visits over the 9 week program which is an increase of 103 day visits. This summer 72 campers had a day trip to the Toronto Science Centre which was very popular. Sports Camp which is a specialty camp costing more money included rafting on the Grand River, a visit to the Air Canada Centre & Hockey Hall of Fame, beach volleyball and a day at Sports World. Summer lunches and tuck shop ( at the Waterpark) continue add to our revenue and options for the busy working parents. Listed below is a summary of YTD program revenue as well as a summary of third quarter comparisons 2001 - 2002. Revenues are up close to $100,000 ytd for the same period last year. Year to Date Revenue Comparisons 2002 2001 Variance rse Revenue Aquatics $92,360 $78,874 $13,486 Youth $127,971 $118,499 $9,472 School Lessons $8,365 $4,640 $3,725 iberships Health Club $77,225 $66,744 $10,481 Aquatics $20,680 $8,145 $12,535 Squash $5,451 $4,781 $670 s & Meeting ms $46,349 $34,943 $11,406 it of Sale 3nue fissions Indoor Pool $22,793 $20,325 $2,468 Health Club $4,072 $7,510 $3,438 Squash $6,260 $6,834 $574 Concessions $64,041 $56,081 $7,960 Public Skating $2,513 $1,954 $559 Water Park $73,954 $52,044 $21,910 WaterPark Concessions $25,557 $17,200 $8,357 Total 1 $577,5911 $478,574 $99,017 Third Quarter Revenue Comparisons - Jul 1 - Sept. 30 20021 2001 Course Revenue Aquatics $28,4371 $26,318 Youth $69,347 $79,584 Memberships Health Club $22,700 $17,080 Aquatics $5,279 $3,410 Squash $699 $1,030 Halls & Meeting Rooms $12,928 $12,227 Point of Sale Revenue Admissions Indoor Pool $4,381 $2,907 Health Club $818 $1,949 Squash $534 $1,068 Concessions $8,156 $9,299 Public Skating Water Park $69,952 $45,509 WaterPark Concessions $22,794 $15,299 Total $246,025 $215,680 CHildebrand Page 8 10/24/2002 a The Waterpark did very well this summer Admissions were 33,274 plus 3,516 in rentals with total attendance of 36,790; in 2001 our overall attendance was 31,766. The addition of the new concession and increased product selection also led to a significant increase in revenue; $22,383 this year compared to $14,116 in 2001. Tillsonburg Community Centre Third Quarter Attendance Report July, August, September 1998 1999 2000 2001 2002 Squash/Tennis 523 1,008 1,624 985 602 Aquatics 13,120 13,760 14,181 10,028 10,395 Youth 2,464 5,599 5,409 5,488 6,855 Health Club 7,067 7,653 8,113 5,686 4,919 Fitness 142 39 208 281 470 Water Park 25,099 30,456 Public Skating 0 0 0 TOTAL ATTENDANCE 23,316 28,059 29,535 47,567 53,697 -39% 4% 25% -13% 67% 21% 13% ( 111IJchnmd Page 10/24/2002 • ' Program — Operating Budget Labour Equipment Materials/Inv. Purchases Subcontractors Indirect costs Other Revenue Facilities 2001 2002 Actual Budget Actual Projection 983,380 940,356 775,263 859,505 11,331 - 7,708 15,171 76,226 73,100 54,328 90,112 80,575 91,055 64,361 94,695 135 - - - 98,837 69,450 63,001 79,959 (1,129,616) (1,227,750) (855,505) (1,202,145) 120,868 (53,789) 109,I56 (62,703) Roof Repairs to the Senior's Centre/ Squash court area were completed and to date have addressed the water leak concerns. Successful events for the Shiner's Pork BBQ and Military Tattoo event in September. With higher seasonal temperatures this fall caused some difficulty for ice installation. Staff is commended for their efforts working 24 hours a day for several days to reduce the impact of ice users as a result of the heat. Progress in our regular painting program included the Rotary wing, dressing rooms and squash court area. A review of utilities cost allocation for water and hydro completed and readjusted to better reflect changes in use throughout the centre. Extensive work completed on one of the Senior's Centre HVAC units completed due to an unanticipated breakdown. A review of operations and capital budgets in preparation for 2004 budgets and 5 year capital for the centre completed and quotes being gathered for budget submission. Summer Place: Review of condition of summer place and report prepared for council's consideration to address leaking roof (complete replacement required) as well as clean up of the site CHildebrand Page 10 10/24/2002 Other town facilities: Museum: Museum roof leak concerns have been addressed Chimney repairs have been investigated and will be completed in the fourth quarters. Fire Hall: Apparatus/ Garage floor has been relamped with all new fluorescent bulbs. Police Station: New Carpet Protectors have been added to some of the office areas to reduce the wear on the carpets. Parks Services maintained yard and flower/shrub gardens. PCO contract established to address pest control in building. Customer Service Centre: All Carpets have been cleaned as well as the chairs in the conference/meeting room. A plan to clean the carpets on a scheduled basis to help extend the life of the carpet is being reviewed. Pi hhn Wnrkc- Emergency lighting/Exit lighting is being reviewed and addressed in the fourth quarter or early in 2003. Library Doors throughout the library have received several coats of paint to update the colors from the outdated orange. Airport: Investigation and pricing for new tie down pads has been initiated through parks/engineering. CHildebrand Page 11 10/24/2002 0 IN Parks & Facilities — Operating Budget 2001 2002 Actual Budget Actual Projection Labour Equipment Materials/Inv. Purchases Subcontractors Indirect costs Other Revenue 490,762 670,050 432,053 669,933 42,772 55,000 942 50,834 428,821 529,647 302,964 486,966 17,188 54,500 24,274 33,831 10,445 24,900 16,882 24,360 (3,380) (5,000) - (1,500) 986,609 1,329,097 777,115 1,2641424 CHildebrand Page 12 10/24/2002 .aw=Til U"bur ,g REPORT Town of Tillsonburg DATE: October 18, 2002 TO: Cynthia Hildebrand FROM: Rita Corner RE: Quarterly Report as at September 30, 2002 — Tourism Annandale National Historic Site PURPOSE To provide a quarterly report for the period ending September 30, 2002. BACKGROUND TOTTRIRM Museum staff is responsible for various tourism initiatives for the Town of Tillsonburg. Initiatives include both the marketing and promotion of the town, as well as, the provision of tourist information services. This year, a major project was the provision of Tourism Services at the Municipal Airport throughout the World Scale Aircraft Championships scheduled for July 12 to the 21 ". Initiatives for this event included hospitality venues, like the Mayor's Reception for participants, etc. This event had implications on finances, as various costs related to promotion of this event have been allocated to the Tourism budget. (ie)Cost of a banner across Broadway, cost of a tent for the Tourism booth and mileage for summer staff attending the booth) A comprehensive Review of the SAWC event is attached at the end of this report. Marketing and Promotional initiatives completed as of September 30th, 2002: 1. Advertising in the following publications: (paid and free) - Sentinel Review — Points of Interest publication, Lake Erie Leisure Magazine - Tillsonburg News Historical Edition - Spring, Summer, Fall / Winter Edition of Visitor Magazine - Full year ad subscription in Daytripping Magazine — 6 issues - Half Page colour ad in SOTO travel Digest - Listing in SOTO Travel Trade magazine ( for Tour operators 2. Membership in Travelinx, SOTO, Ontario Tourism Marketing Partnership 3. A variety of free listings on web -sites promoting tourism in Ontario. Tourist Information Services: Tourist Information literature is available at Annandale National Historic Site, the Station Arts Centre and the Tillsonburg Public Library. An updated database that includes tourist information contacts, a list of annual events, accommodations, restaurants, churches, recreational facilities and general services (grocery stores, gas stations, other services, i.e.) hospital, etc. for the Town of Tillsonburg and the surrounding communities has been compiled and this data base is shared with the Library, the Community Centre, the Station Arts Centre and Customer Service and Tourism Oxford. As of September 301h, the museum has serviced 709 tourism -related requests; the majority of these were in- person requests, although many phone request and email request were also processed. Job Name Budget Year To Date Variance Tourism - Miscellaneous 20,713 30,196 (9,483) Tourism - Building Maintenance - 143 (143) 203,713 301,339 (9,626) *** Please note that approximately $1000 was spent on items related to the SAWC event which had not been budgeted for the year 2002. There were also additional items allocated to the Tourism account including souvenirs, etc.????? and will result in Tourism ending the year in a deficit position. SCALE AIRCRAFT WORLD CHAMPIONSHIP, 2002 - REVIEW PROBLEMS CONCERNING THE TOWN OF TILLSONBURG 1. Location The location of the Tourism Information and Hospitality tent at the airport was not in an area of high traffic. The SAWC committee had not pre -planned the location of the various vendors before they came, and since the Town tent was the first to be assembled on -site, it was put by the SAWC committee registration building which was expected to be a busy area. However, after the initial few days of registration, our tent was nowhere near the entrance to the spectator area or the other vendors. Consequently, both competitors and visitors bypassed the Town of Tillsonburg tent. Since we were providing a service, we should have been placed in a location exposed to the highest level of traffic. Although staff made every attempt to make visitors aware of what we were offering, few volunteers were aware and could therefore not promote our service. After registration, the Tourism and Hospitality tent could have been moved to a new location closer to the number of brochures and information on display that would have had to be moved. 2. Mayor's Reception Although the Mayor's reception did not experience any problems on the night of the event, there was a major communication error made by the SAWC committee. Despite the fact that the town committee was repeated told that the mayor's event was on the official agenda, it was never included. Not one agenda, or calendar, either printed or on the web site included this event. Invitations were given to the teams during the registration process at the Town tent, but not all teams understood that they were to come to the town tent after registering for the event with the SAWC Committee. Concerned that many of the competitors were therefore unaware of the mayor's event, an additional reminder memo was circulated on the day of the reception. Thus, time and energy was spent, by town staff, on an organizational detail that should never have needed to be done. The Mayor's Reception was THE major civic event of the competition and should have been recognized as such by the organizing committee considering the level of sponsorship provided by the municipality. ($$$$ in kind and service) PROBLEMS NOT CONCERNING THE TOWN OF TILLSONBURG — but reported to town employees by several competitors, spectators and volunteers. As the hospitality tent and the only location where there was constant staffing, the Town tent became the location where people voiced their complaints. 1. Lack of Organization One of the two largest problems with the planning and running of the SAWC event was the lack of organization displayed by the SAWC committee members, themselves. This problem was visible first thing in the morning on the first day of registration. The website for the event stated that registration was to start at 8:00 am , however no one from that committee showed up at the airport until almost 10:00 am and even then, those in charge of registration were not prepared to do the job. The badges that the committee, managers, pilots, supporters, volunteers, security, and media where to wear, were not put together before the start of the event, and therefore needed to be put together during the time that was set aside for registration. In addition, the committee ran out of volunteer badges, and volunteers were given whichever badges were extra. This caused some problems, since some volunteers wore badges recognizing them as being responsible for areas they were not familiar with, adding to the overall confusion. 2. No communication The second of the two largest problems with the organization of the event was the consistent lack of communication between all involved: the committee members; competitors; volunteers; workers; sponsors; and the general public. The competitors involved in the competition were not aware of any of the arrangements and plans the committee had made. Many of the volunteers and SAWC committee members themselves were not given any information from the few incharge, and therefore did not know what was happening until it happened or shortly before it happened. This caused several problems and much confusion because these people were unable to answer many questions they should have known the answers to. 3. Inadequate and/or improper advertising and information There was a great deal of confusion expressed by everyone involved in the competition and by the spectators who came to the event about information provided through the various media Radio, newspaper, posters, etc.) 1. The times of the full size air show were incorrectly advertised. The newspaper advertisements had a 4:OOpm start time for the air show, the radio was advertising a 3:00 pm start time while the schedule at the airport had a 2:OOpm start time, which was the correct start time. The general public was misinformed, and many people showed up for 4:00, when everything was done. This resulted in many spectators being angry and upset. Also, the schedule printed in the newspaper was not very clear. Visitors reported that the schedule was confusing and hard to read. For the most part this confusion was mis-information provided by the SAWC committee and not the error of the media. 2. Posters and advertisements throughout the town and area had SAWC July 12- 21. The full size air show was July 13, but the competition itself was only July 15-20. People showed -up July 12, 13, and 21 to watch scale models, and no scales were flying on any of these days. 3. There was a breakfast that was offered daily that was incorrectly advertised. The breakfast was advertised to the pilots and managers through information provided in their registration bags and to the general public on the internet and in the Tillsonburg News as a "Pancake Breakfast". The breakfast actually included eggs, bacon, sausage, toast, fruit, and much more than just pancakes. Advertising stated only that it was a "Pancake Breakfast", therefore not attractting as many people as it should have, had it just been called "Breakfast". 4. There was no signs that noted the cost of admission. This information should have been displayed for the public to see in order to determine if they would enter the gate or not. Also, visitors were not charged admission after a certain time in the day, unfortunately, the time was different every day. A definite time should have been pre -determined and used for the entire week. 5. The schedule had time set aside for hot air balloon rides on the Friday and the Saturday. There were many questions asked about the balloon rides during the week, and no-one had any information about them. The balloons never went up as scheduled. 6. Campers were not informed about where dump stations in the area were located. One pilot was forced to drive to London to find one. The committee members should have been aware of the campers needs and should have informed these people of these details and services. 4. Agenda The schedule of events were not well organized and communicated to the public. Problems with the schedule are listed below. 1. Registration on the first day was delayed a couple of hours because the committee was not prepared to begin registration on time. This delay caused the teams that were ready to register in the morning to be very angry since there was no justification for the late start. 2. There was no list of names and approximate times when the teams would be flying. There were several inquiries about when a certain pilot would be flying and it was not listed anywhere. It would have been very helpful had the committee made a daily schedule and shared this information with the town tent so it could be posted with a list of the pilots and approximate flying times for each day. By not posting the days and times of when the control line would be flying was a problem since some spectators came to see only the control line, and they did not fly every day. 3. The scheduled timing of events was not the same as that advertised. Flying times were advertised as taking place daily from 8:00 a.m. to 5:00 p.m. However, the flying times were done on average between 3:30 and 4:00 daily. This was a problem because spectators would come to watch the last hour of flying and it was completed for the day and there was nothing else to see or do.. 4. All other events (other than flying) scheduled for the week were also not posted. Events that happened during the day and at night were only posted in the schedule, so unless you purchased a schedule, you did not know at what time anything was taking place. 5. SAWC Committee was not readily available Since the SAWC committee had no information booth, or sign identifying where they were located, competitors and the public were often unable to contact them to voice their complaints and/or concerns, or to request information they would like to have known about the show. A few days into the event, the committee roped off the area where they were located as out of bounds to the public, so even if the public did know where to locate them, they may have felt they could not get to them. 6. Registration The registration process was clearly not organized and did not run nearly as smooth as it should have. Several things were wrong with the SAWC committee's registration process, and they are listed below. 1. The Town of Tillsonburg handed out registration bags for the managers and pilots of each team. Once the teams registered with the committee, they were supposed to be sent to the Tillsonburg tent to pick up their packages. Town of Tillsonburg employees did not receive a list of participants until the morning of registration. Since the people preparing the registration bags did not know how many competitors there would be, they had to guess on the number of bags to make. With just a little bit of communication from the SAWC committee, this uncertainty could easily have been avoided. 2. Not all participants were sent to the Town of Tillsonburg tent to pick up their registration packages. 3. The committee did not inform the Town of Tillsonburg that each team would be bringing with them people known as "supporters" until the morning of registration day. Each team had several supporters, and had the Town known, registration packages would have been put together for these people as well. Again, a lack of communication may have caused some supporters to feel left out. This could have been easily avoided. 4. Competitors were given the option to go on day trips and attend banquets for which they needed to purchase tickets in advance. The tickets for these events should have been given to the competitors in a package at the time of registration, but some competitors did not receive their tickets when they registered. Packages should have been put together before the event even started as most competitors had registered in advance for each ticketed event. Along with the tickets to each event, there should have been directions to the event locations or at least addresses. Competitors kept asking committee members and Town of Tillsonburg employees for directions to the locations of these events. 6. Programs Programs were not available at the start of the competition. The programs should have been ready to give to the competitors, and to sell to the public on the first day of the event. When the programs were made available, they did not provide the amount of detail that people were looking to find. Also, the public and even the volunteer workers at the air show did not know where the programs were available. 8. Consistency The competition stopped for lunch every day in order for pilots and spectators to get something to eat. The length for lunch and the time it began varied from day to day. There was no consistency throughout the entire week. This caused some spectators to miss some flights, while other spectators were waiting for flights to begin. 9. Angry and upset competitors, public and volunteers The disorganization of the event caused everyone involved to be upset or angry at some time during the competition. 1. Competitors Competitors were upset with the organization of this event compared to how this event was run at other locations in the past. Competitors often did not know what was going on, where they should be, or aware of events occurring during the week outside of the competition. The evaluation of the event by these competitors is probably most valuable because they have been to other competitions of the same type for comparison. 2. Public / Spectators Not all of the vendors were set-up everyday. If someone wanted to buy a shirt on Thursday or Friday, they were unable to as the shirt vendor was not there on these two days. This upset some of the spectators who were only at the event for one day and did not have access to all the vendors. Also, as mentioned above, visitors came July 12, 13, and 21 to see scale models fly, and there was no flying of any sort by the models on these days. 3. Volunteers Local people volunteering were not told in advance the timing of events, the number of spectators expected, etc. This made their scheduling very difficult. Volunteers were also upset because they were not told what was occurring during the competition and they were not able to help answer visitors questions. REPORT Town of Tillsonburg DATE: October 16, 2002 TO: Cynthia Hildebrand FROM: Rita Corner RE: Quarterly Report as at September 30, 2002 — Annandale National Historic Site PURPOSE: To provide a quarterly report for the period ending September 30, 2002. BACKGROUND: The museum's 3"d quarter was very hectic starting in July with the July 1 S' festivities and followed quickly by the Scale Aircraft World Championships July 13 — 21. On July I", Annandale NHS participated in the town -wide Canada Day celebrations by hosting our annual open -house and, for this first time ever, the museum also hosted the Special Awards Presentations on the lawn in the late afternoon. A change in venue for these presentations was necessitated due to the Wife Carrying Contest being held at the Fairgrounds location. With regard to the SAWC event, a comprehensive report is included under the Tourism Report, however, it must be noted in this report that museum staff were very involved with the event. Not only did museum staff assist the Tourism student with the set-up and staffing of a Town Information & Hospitality booth for the duration of the 10 day event, but they also helped to prepare judges' gift baskets and participant's registration packages. Museum staff was also responsible for organizing and hosting the Mayor's Reception as part of this event, held on the Tuesday evening. Adding to the month's activities, was the start of the children's summer program which ran for 5 consecutive weeks from the end of July through August. This year's theme was Medieval Times and was enjoyed by those in attendance, unfortunately numbers were down from last year. Serious review of the program is underway to address this situation. August was the month for exhibit openings. The museum's major in-house exhibit for the year, entitled "From Pollard To Polaroid" featured the museum's outstanding camera collection and highlighted the history of the Pollard Photographic Studio and the history of the camera and the photo process from its early beginnings and right up to the Polaroid process, hence the title of the exhibit. The exhibit has proven very popular, especially with members of the Pollard family, who have made several monetary donations to show their support. In 1972, when the Historical Society was just starting to collect artifacts for the museum, the Pollard Estate donated a substantial number of antique cameras and other family ephemera making up the basis of the museum's extensive camera collection. Several visitors have noted that our collection of cameras rivals the Eastman —Kodak collection in Rochester, New York and they are very impressed with our presentation and interpretation of the material on display. To compliment this exhibit, the local camera club members were invited to display their photographs and for the month of September, their works were featured as "Through the Camera's Eye". The end of August marked the exodus of our five summer students and a return to the regular work week schedule 6 days from 7. September, as always, was a very busy month with the tidying up of loose ends from summer projects and organizational planning for the busy fall -winter season ahead. Regularly scheduled meetings and room rentals started up again and an increase in group and school bookings has been noticed. 1) Performance Measures: Measure 2001 2002 2002 3rd Quarter 3rd Quarter Year -End Projection Output Measures — quantity General Attendance 4075 4904 9000 Volunteers 105 104 104 Volunteer Hours 835 971 1700 Staff Volunteer/Overtime hours (2 staff) 352 398 600 Artifact Donations 140 66 100 Fundraised Dollars - Individuals $2081 $2507 $3000 - Special Events $21,000 $8440 $12,000 Trust Fund Donations $1,000 $10,393 $13,000 Shares (Exxon/Mobil 116 shares) N/A $4790 US $4790 US Comments: a) General Attendance: The third quarter saw a steady increase in attendance over the same period last year, with over 800 more visitors/users. It is expected that this trend will continue into the Christmas season, which is traditionally our busiest time of the year. Attendance should definitely surpass last year's low and is expected to break 9000. b) Volunteers and Volunteer Hours: The commitment of volunteers is essential to the museum's ability to complete its full schedule of activities. Fortunately, we have been able to continually replenish our volunteer base and maintain over 100 volunteers at all times. Many of our youth volunteers are high school students trying to meet their curriculum required volunteer hours commitment. Over the summer, seven such students assisted with the Children's Summer Program for this reason. Their participation in this program over the past few years has become essential in order for the museum to provide a quality program. Volunteer gardeners, Bill Pratt and Chuck Rogers, spent endless hours tending to the many flower beds. But, this summer proved even more time consuming for them than past years, when watering of the beds had to be done manually by watering can. We received a great many compliments on how beautiful the gardens looked despite the draught conditions. However, as both these volunteers age and their ability to carry on the work becomes more difficult, and with no new volunteers indicating an interest in taking on this role, the issue of garden maintenance may have to be readdressed as a volunteer activity. c) Staff Overtime: With only two permanent staff, overtime continues to be a requirement due to the demand of room rentals, assorted community involvements and special activities (Canada Day, SAWC event, etc.) beyond the regularly scheduled open hours. d) Donations: Donations related to operations, be they monetary or artifact based, continue to come in slowly. It must be noted that these types of donations are both very subjective areas and there is no guarantee that donations will be forthcoming from one year to the next. Trust Fund donations, however, are much easier to obtain, as they support capital restoration projects in the house, something tangible people can easily identify. People are more willing to give to capital house projects than to museum operational expenses. As in past years, George Tillson, one of our most generous benefactors once again donated 116 Exxon/Mobil Shares valued at $4790.00. At the present time, due to the unfavourable position of the Canadian dollar, the shares have not been cashed in. e) Fundraising: Likewise, fundraising for both operations and trust funds is also a very tricky and a difficult matter, as supporters see both campaigns as very different and distinct. This year, the museum's fundraising committee insisted that funds raised through the sale of Rotary Club Trip -of - the -Month tickets be deposited in the Trust Fund and not the museum fundraising operational account. This decision was based on the fact that purchasers of these tickets do so in support of the restoration of Annandale House and not to support the daily operation of the museum. However, this decision will result in the museum not meeting the budgeted revenue projection for this area (Special Events). 2) Current Directions: 2002 Objectives: To continue to collect and preserve the history of the community A great deal of research was managed during the summer adding greatly to our history files. One of these tasks completed by a summer student, who was sponsored by the Historical Society, was to compile a business index for the Town from 1825 to the present. This Research Assistant managed to index over 1500 businesses with hundreds more to be added to the database. Other research projects were also completed based on exhibit themes, such as the history of the Tillsonburg Pottery Works (What A Crock exhibit) and the history of the camera and Tillsonburg's early photographers (for the exhibit - From Pollard To Polaroid). Research is underway on the quilts and coverlets in the collection, which will be featured in the next exhibit, "A Warm and Cozy Christmas". To convert to a computerized collections records management system: This project has been postponed until an part-time employee is hired, which will allow the time commitment needed to convert the existing records to computer. Maintain active calendar of events, exhibits and programs: Museum staff have managed to complete a full slate of activities and events throughout the year and are busy gearing up for the busiest quarter, the fall and Christmas season. Plans are underway for the Annual Harvest Pie Social and Scarecrow Contest, the Christmas exhibit and school program, the decorating of Annandale House, the Down Home Country Christmas weekend and the Christmas Teas and Tours program. This active schedule has definitely resulted the increase in attendance. To expand public awareness of the museum through various marketing and advertising initiatives, thereby increasing attendance: Within the constraints of a small advertising budget, the museum has managed to increase its profile through a variety of initiatives including promotions through news articles in various newspapers (ie: full page colour spread in The Kitchener -Waterloo Record); free listings on a variety of tourism -related web - sites and numerous spots on the local cable channel (Rogers). Improved in -town way -finding signage is the next priority and should be completed before next year's busy tourist season. To continue fundraising initiatives, both existing and new: Donations towards the annual Penny Sale of Door Decorations is underway and usually nets the museum $1000 towards operational revenue. As well, museum staff are busy with a new fundraiser for the Annandale House Trust Fund — Just in time for Christmas shoppers. Ross Logan, a local artist, has painted two interior views of Annandale House from which numbered prints are being produced for sale. A launch party for the two prints is planned for November 1 ". Unfortunately, revenue generated from the prints will go to the Trust. Maintain relationships with other community organizations, business and industry: The museum is very involved in a variety of community events and organizations. The role played by the museum, however is often two -fold in nature. As a town operated facility, museum staff represents both Town interests and museum interests. For example, during Down Home Country Christmas, museum staff organize the downtown Tree Lighting ceremony on the Friday evening on behalf of the Town but they also organize and host a variety of activities at the museum throughout that three day event. This dual role has already been mentioned above regarding the SAWC event hosted in July. Staff strive to present a balanced and harmonious approach when involved in this manner on the various committees and organizations. This same principle is applied by Museum staff when assigned Tourism related duties. Involvement with the business/industrial community is always on -going through various initiatives, be they fundraising or promotional in nature. Effectiveness/Customer Service Measures 1998 1999 2000 2001 2002 to date School/Youth Program Evaluations 55 81 42 74 23 Letters of Appreciation 28 36 32 25 15 Number of Complaints (Verbal) 8 10 9 10 22 Ratio of visitors to population 70% 62% 63% 59% 35% Number of awards and recognitions 6 5 4 2 7 Media coverage (publications, articles, TV) 30 30 46 58 43 (free and unsolicited) School/Youth Program Evaluations: School and youth evaluation forms were provided with each program, either to individual participants in the case of the summer program or to teachers/group leaders for classes/groups attending. Return on these is about 50%. The information gathered from these evaluations are used to improve existing programs and also to develop new programs. Copies of the evaluation forms are available upon request for review. Letters of Appreciation: Letters of thanks are received often, especially for services provided related to genealogical and research requests. Many of these will include small monetary donations. Many positive comments are received daily from the visiting public and they are noted in our visitor register. Complaints: Complaints, on the other hand, are most often verbal and are usually related to poor directional signage. This past summer saw an increase in these complaints, particularly with regard to finding our facility once they come in off the major highways, where we are noted by the TOD's signs. More in -town directional signage is required to alleviate this situation. Ratio to Population: When comparing our visitor ratio to the population of Tillsonburg, our site exceeds the Provincial average which ranges from 25-35% dependent on the year. Number of awards and recognitions: Although not a direct recognition for the museum, several of our volunteers were recognized with years of service pins by the Ministry of Citizenship at a ceremony in London for their volunteer commitment with our organization ( Bill Pratt — 30 yr; Marion Pratt — 20yr; George Beard, Audrey Leaman & Wes Parker — 10 yr; Harriett Berenz — 5yr) It must also be noted that volunteers, Bill Pratt and Gayle Leachman, were also recognized with the Queen's Jubilee Medal for their contribution as community volunteers and their affiliation with the museum was one of the areas in which they committed a great deal of their time. Media Coverage. The museum is consistently promoted through various media (Newspapers, Cable Television, Radio and paid advertisements). This coverage is solicited by museum staff and results in many feature articles in the local newspaper. The museum is consistently noted in the London Free Press — What's Happening section, as well. In August, the museum was featured in a full -page colour spread in the Travel Section of the Kitchener -Waterloo Record which has resulted in a steady flow of visitors from that reading audience. Museum staff also submit articles to various publications such as Daytripping magazine which are often accepted and help to promote the museum and community events. An article has been submitted to the Nov/Dec. issue of Daytripping promoting the Down Home weekend. 3) Key Goals/Objectives of Program by Year 2002 Goals/Objectives Additional Costs Completion (Savings) if Update Applicable Additional part-time Staff 29,000 Not completed Increase public programming ($2278) Not completed contingent on additional staffing Initiate new Donor Patron Program ($5000) deferred Acquire Collections Management Software Not completed contingent Program and start conversion of records on additional staffing Complete permanent Exhibits Ongoing Expand Research/Library Services ,$2000 deferred Need to repair Microfilm reader Increase Image Profile Ongoing Replace carpeting in addition 20,000 Deferred to 2003 Financial Statement details REVENUE 2002 Budget YTD Year End Projections Admissions 8000 4899 8000 Memberships/Annual Passes 100 16 16 Rentals 4000 2575 3000 Summer Programs 1250 795 795 Merchandise 4000 874 1200 Concession Sales 1000 165 1 250 Programs 4000 103 1500 Special/FundraisingSpecial/Fundraising 20,000 8440 12,000 Donations 5000 2507 3000 Fed. Grants 4258 5873 5873 Prov. Grants 3445 0 3445 Other Grants 6034 1643 1800 TOTALS 61,087 279890 40,879 EXPENDITURES Labour - FT 85,000 63,524 85,000 Labour - PT 30,000 16,408 18,000 Rentals 2000 2136 2136 Supplies 6100 3905 6100 Equip. supplies/repairs 2260 671 1500 Program supplies 700 330 700 Books & Publications 250 124 250 Bldg Repair/Equi .Maintenance 14,500 10,467 14,500 Utilities 17,000 13,192 17,000 Insurance 2822 2822 2822 Telephone 1500 1099 1500 Subcontractors - Janitorial 3600 2513 3600 Adv/Promo 5000 3877 5000 Training & Workshops 1500 236 900 Special Events 5500 1208 2000 Special Projects/Capital 34,000 150 4150 TOTAL 1 212,282 122,662 1 165,158 FINANCIAL ANALYSIS -SUMMARY Job Name Budget Year To Date Variance Museum - Miscellaneous 89,739 66,469 23,270 Museum - Exhibits & Artifacts 1,000 1,364 (364) Museum - Building Maintenance 36,356 27,192 9,164 Repairs to all 4 Chimneys 4,000 - 4,000 Replace Carpet in Addition 20,000 - 20,000 151,095 95,425 56,070 Chimney repairs should be completed before year end and should come in under budget. An unexpected resurfacing of the flat roof on the addition has resulted in the replacement of the carpeting in the addition being deferred to 2003. SUMMARY — YEAR-END PROJECTIONS: Year end projections indicate that the museum will end up requiring $124,279 from taxation, compared to the budgeted amount of $151,095 (before use of reserves). This situation is due to the fact that the museum knowing it could not meet the targeted budget revenue goals, held back spending in many areas therefore coming in under budget. Please note that the projects not commenced this year will still need to be completed. This was the museum's attempt at being fiscally responsible to the corporation and we hope that we will not be penalized for our very conservative approach in the next budget year. REPORT Town of Tillsonburg DATE: 2002 Oct 5 TO: Cynthia Hildebrand NO: FROM: Matthew Scholtz RE: Quarterly Report as at September 30, 2002 — Public Library PURPOSE To provide a quarterly report for the period ending September 30, 2002. BACKGROUND Performance Measures 2002 Projections Y-T-D Circulation 115,000 80,024 69% Internet 4,500 3,591 80% Donations $2,000 $6,396 290% Memberships 5,000 5,986 119% Added Items 2,700 1,400 50% Interloan 1,000 476 47% After many months of decline, circulation seems to have stabilized and actually increased slightly. Much of this increase is due to the Summer Reading program, which was very successful this year, with 125 children registered. Because of the success of the summer reading program, staff intended to develop a fall reading program to build on the summer program. Some sponsors have already been lined up : Broadway Cinema and Coles Bookstore. This program will have to wait until the usual staff complement has returned. ... / 2 Quarterly Report - 2 - For the Period Ending September 30, 2002 To our surprise, the 16mm film projectors have seen a sudden resurgence of use by groups. Fortunately, we did retain some 16mm films, so we were able to provide materials for these projectors. It is difficult to imagine a new generation unfamiliar with 16mm film; to them, it is a novelty and hence its newfound appeal. During the summer, the Library website was enhanced with a new category: a listing of new books. This has drawn a very positive response. Currently, we are looking at adding a history of the Library to the website. The database portion of the website that allows individuals to review our holdings and request books online remains popular. Website hits for July, August and September: 1,172 Database searches : 294 Current Direction With the illness of a key staff member, the regular work schedule of our staff has been considerably affected. Responsibilities have been re -assigned to other staff. We are looking forward to a return to normal in the new year. Due to changes in technology, we have decided to curtail the purchase of books on tape in favour of books on cd. The former is too susceptible to damage. If one cassette in multicassette "book" is damaged, the entire title has to be discarded, since single replacement tapes are not available. Nevertheless there will continue to be users of cassettes. For these people, we have made arrangements with Oxford County Library to provide a rotating deposit collection of books on cassette. Increased use of the Internet for information purposes will mean a change in our purchasing. Fewer nonfiction titles will be added in the future. Fiction titles, however, will increase to meet growing demand for recreational reading. Key Goals/Objective Landscaping. With the removal of the lion statue, we are considering options for reconfiguring the library front lawn. Horticultural Solutions will be making a design proposal to the Library Board. The Horticultural Society, after suffering a dearth of volunteers, has reformed and more 2 Quarterly Report - 3 - For the Period Ending September 30, 2002 workers are now available to look after the library grounds. The current drought has been very hard on the lawn, especially at the rear of the Library. It has now been reseeded. However, if summers continue to decimate the lawn, an alternative may need to be considered. Internet Training: Seniors continue to request Internet training. Although this is time- consuming, seniors are very appreciative of staff assistance. During the summer, Internet use has been very high, especially on the part of tourists who like to keep up with their email while on holidays. Internet use for July -September: 1,508 Co-operation with Oxford and Woodstock Libraries: Co-operation among the libraries in Oxford County continues, with most of our co-operation extended to the County library itself, through the continuance of the county book deposit in our library. Two selections of books were made at the County headquarters in Ingersoll. Library Interior Refurbishing: after years of little change to the Library interior, the Board launched a renovation to help spruce up the appearance of the public area. A new ceramic tile floor has been installed in front of the Circulation Desk, and new carpet laid throughout. Unfortunately, it wasn't very long before the new carpet became "old", because of dirt stains and chewing gum. We are looking forward to replacing the reading room chairs with more comfortable and attractive seating. The public washroom floors will also need to be reviewed for replacement. Reaction to these changes from the public has been extremely positive. Library Automation: with changes in the status of our vendor, the future of our operational software, MultiLis, is in doubt. Although Sirius has indicated that they will continue to support it, the company obviously would like its MultiLis customers to purchase their own software. Should Sirius at some time in the future announce that they will no longer support MultiLis, we will need to (a) accept their software (Unicorn) or (b) migrate to a new system. In preparation for this possibility, I attended a library software demonstration near Brockville in August. None of the systems displayed were as good as our present software. Hopefully, a better selection of systems will become available if and when we must abandon MultiLis. 3 Quarterly Report - 4 - For the Period Ending September 30, 2002 1. Financial Analysis. Preliminary Year to Date financial figures indicate that expenses and revenue are appropriate. Job Name Budget Year To Date Variance Library - Miscellaneous Library - Building Maintenance Renovation of Lobby 140,814 101,715 399099 201,178 8,638 11,540 15,000 13,309 1,691 175,992 123,662 52,330 Job Name Budget Year To Date Variance Library - Miscellaneous 140,814 78,964 61,850 Library - Building Maintenance 20,178 5,766 141P412 Renovation of Lobby 15,000 13,309 1,691 175,992 98,039 77,953 RECOMMENDATION That the contents or excerpts from this report be brought forward to Council for information purposes. Respectfully Submitted, Matthew Scholtz Chief Librarian 4 1 /•ir !! 1, i/ �/ It REPORT Town of Tillsonburg DATE: OCTOBER,2002 TO: CYNTHIA HILDEBRAND FROM: JANET MCCURDY/LARRY FISHER RE: Quarterly Report September 301",02 — Community Services — Program & Parks /Facilities Department Performance Measures Program Attendance Adult -Water Park Adult -Water Park -Half Price Child 2-5 yrs-Water Park Child 2-5 yrs-Water Park -Half Price Child 6-16 yrs-Water Park Child 6-16 yrs-Water Park -Half Price Family -Additional Members -Water Park Family -Water Park Family -Water Park -Half Price Land Lovers -Water Park Land Lovers -Water Park -Half Price Promo-Free-W P Under 2 yrs-Water Park Water Park Pass -Adult Water Park Pass -Child 2-5 yrs Water Park Pass -Child 6-16 yrs Water Park Pass -Land Lovers Youth/Sport Camps -Water Park Rentals- Schools,Companies, 2002 Attendance 2001 Attendance Net Sales % of Net Sa % of Sales Sales 3,227 19.62% $14,257.51 2,427 19.59% $9,792 930 2.98% $2,169.18 1,032 4.29% $2,146 2,516 6.21 % $4,514.00 2,054 5.75% $2,875 574 0.79% $572.00 838 1.25% $627 8,369 29.29% $21,288.00 6,672 29.51 % $14,747 1,641 3.36% $2,442.00 1,961 4.86% $2,428 920 1.90% $1,380.00 607 1.82% $910 6,335 22.58% $16,416.00 3,328 20.22% $10,108 855 1.82% $1,320.00 800 2.65% $1,323 1,623 5.98% $4,345.60 1,228 5.71 % $2,852 448 0.86% $627.20 408 0.95% $476 678 0.00% $0.00 175 0.00% $0 937 0.00% $0.00 863 0.00% $0 7 0.41 % $294.42 4 0.29% $143 27 0.59% $432.00 19 0.46% $228 100 3.30% $2,400.00 66 2.64% $1,320 9 0.31 % $227.07 not offered in 2001 4,078 0.00% $0.00 5,009 0.00% $0 33,274 $72,686.72 27,491 $49,979 3,516 4,275 1 Total 36,790 2002 Net Net 2001 Net Sales Net Units Sold Group Name Sales Units Sold Popsicles-WP $3,561.11 4,984 $3 5,844 Juice/Other Bev-WP $4,291.46 4,2861 $1,139.49 1,095 Pop-WP $1,641.60 1,940 $1,814,90 ,071 Candy - WP $5,271.53 15,330 $3,085.43 3,395 Chips -Water Park $3,376.47 3,881 $4,370.01 5 0 Snacks - W P $4,241.19 2,170 $0.00 0 $22,383.36 $14,116.39 31,766 New Slushie drinks were 14% of waterpark Water park ki consur 8,340 Hot dogs an nachos & cheese wer( offered as snacks in 2002. Snac cArlitinn tia,or I Tillsonburg Community Centre Third Quarter Attendance Report July, August, September 1998 1999 2000 Squash/Tennis 523 1008 1624 Aquatics 13120 13760 14181 Youth 2464 5599 5409 Health Club 7067 7653 8113 Fitness 142 39 208 Water Park Public Skatina 0 2001 2002 985 602 10028 10395 5488 6855 5686 4919 281 470 25099 30456 0 0 -39% 4% 25% -13% 67% 21% 13% Overall Increase of 13% in Programs from 2001 third quarter. Waterpark had a 21% increase in daily attendance. Average daily attendance based on 80 swims per season was 460 in 2002 in comparison to 397 in 2001. Health Club attendance is down largely due to pay as you go programs. 3 Aquatic Advanced Courses are stronger during this season and the Tiny Tot program attendance increase this summer. September got off to a good start for both Before and After School programs. Transportation service is very busy with the service being used by all programs at the Centre — Swim Lessons, Sychronized Swimming and children who do not have bus privileges. Computer Lab with 11 networked computers have been popular with the school program and additional evening programs will be offered in January 2003 for youth. Summer Day Camps — Increase of 103 campers in 2002 2002 —1812 2001 - ' 1709 The junior and immediate camps (children ages 5 —10) experienced the largest gowth this summer with average weekly attendance for juniors at 160/week and intermediates at 141/week. Camp Hi- lites Annual Summer Trip — Toronto Science Centre- 72 campers and staff Sports Camp travelled to Air Canada Centre, Hockey Hall of Fame, Beach Volleyball in London and Water Rafting on the Grand Camp Lunches — Averaged 39 Lunches per day PARKS & FACILITIES ACTIVITY REPORT FOR THIRD QUARTER REPORT Facilities -- Water Park: Water park operations were successful. Maintenance operations throughout the summer provided families with a fun safe place to enjoy the dry hot weather. 4 Water park closing after labor day weekend with the training of the water and dismantling of tents, picnic tables and garbage containers and winterizing of the building will flow into the fourth quarter. Community Centre: Roof Repairs to the Senior's Centre/ Squash court area were completed and to date have addressed the water leak concerns. Successful events for the Shriner's Pork BBQ and Military Tattoo event in September. With higher seasonal temperatures this fall caused some difficulty for ice installation. Staff is commended for their efforts working 24 hours a day for several days to reduce the impact of ice users as a result of the heat. Progress in our regular painting program included the Rotary wing, dressing rooms and squash court area. A review of utilities cost allocation for water and hydro completed and readjusted to better reflect changes in use throughout the centre. Extensive work completed on one of the Senior's Centre HVAC units completed due to an unanticipated breakdown. A review of operations and capital budgets in preparation for 2004 budget and 5 year capital for the centre completed and quotes being gathered for budget submission. Summer Place: Review of condition of summer place and report prepared for council's consideration to address leaking roof (complete replacement required) as well as clean up of the site of the old museum. Other town facilities: Museum: Museum roof leak concerns have been addressed Chimney repairs have been investigated and will be completed in the fourth quarters. Fire Hall: Apparatus/ Garage floor has been relamped with all new fluorescent bulbs. 5 Police Station: New Carpet Protectors have been added to some of the office areas to reduce the wear on the carpets. Parks Services maintained yard and flower/shrub gardens. PCO contract established to address pest control in building. Customer Service Centre: All Carpets have been cleaned as well as the chairs in the conference/meeting room. A plan to clean the carpets on a scheduled basis to help extend the life of the carpet is being reviewed. Public Works: Emergency lighting/Exit lighting is being reviewed and addressed in the fourth quarter or early in 2003. Library: Doors throughout the library have received several coats of paint to update the colors from the outdated orange. Airport: Investigation and pricing for new tie down pads has been initiated through parks/engineering. Financial Analysis Job Name Budget Year To Date Variance Community Admin -Miscellaneous 88,600 50,734 37,866 6 Job Name Budget Year To Date Variance Recreation - Miscellaneous 544,277 1831609 360,668 Arenas (334,876) (152,833) (182,043) Parks & Playgrounds 1,318 (1,608) 2,926 Sports Fields (13,500) (10,381) (3,119) Aquatics (57,033) 42,956 (99,989) Water Park (6,300) (8,619) 2,319 Health Club (60,550) 51773 (66,323) Tennis (4,500) - (4,500) Seniors (18,997) (9,823) (9,174) Halls & Meeting Rooms (64,000) (33,309) (30,691) Summer Place 280 280 0 Concessions (29,738) (4,914) (24,824) Youth Programs 18,830 33,115 (14,285) Squash Courts (25,000) (10,531) (14,469) Recreation-Misc Facility Main. 362,833 171,102 191,731 Arena - Building Maintenance 328,100 138,827 189,273 Aquatics - Building Maint 87,350 42,560 44,790 Water Park - Building Maint 421577 11,188 31,389 Health Club - Building Maint. 41,200 15,829 25,371 Senior Centre- Building Maint. 45,226 20,418 241,808 Hall & Rooms - Building Maint 114,900 65,195 49,705 Summer Place - Building Maint 15,600 1,083 14,517 Concessions - Building Maint 10,300 81165 2,135 Youth Programs - Building Mtce - - - Squash Courts - Building Maint 15,300 3,628 11,672 Recreation - ABM (4,000) (1,295) (2,706) Parks/Playgrounds 208,361 61,381 146,980 Sports Fields 57,350 21,418 35,932 Playground Structures - (12,060) 12,060 Climbing Wall - Squash Courts 25,000 11,849 13,151 Stairmaster- Health Club 9,000 - 9,000 Windracer - Health Club 9,000 - 9,000 Tot Dock - Indoor Pool 5,000 - 5,000 Deck Chairs - Water Park 5,200 2,736 2,464 Parks Shop Relocation 85,000 - 85,000 Top Dresser - Turf Maintenance 12,000 - 12,000 Water Park Maint/Upgrade 45,000 35,620 9,380 Summer Place Renovations 25,000 - 25,000 Superbuild Project - 2,928 (2,928) 1,495,508 6341,287 861,221 RECOMMENDATION 7 Respectfully Submitted, Janet McCurdy r pill!! DATE: Oct 7, 2002 TO: Cynthia Hildebrand, Director of Community Services NO: 010630 250 airport FROM: Annette Murray, Airport Manager RE: Quarterly Report as at Oct 7, 2002 — Municipal Airport PURPOSE To provide a quarterly report for the period ending September 30, 2002. BACKGROUND This is a quarterly report covering the period of January 1" to September 30th, 2002 for the Tillsonburg Municipal Airport. Performance Measures Measure 2001 2002 YTD 2002 Projection Output Measures — quantity Air Traffic - local 6492 5170 5800 Aircraft Parking 16 14 14 Hanger Rentals 5 5 5 Land Rental — acres 356 356 356 Efficiency Measures (Cost per Unit) Airport costs/Air Traffic — local $8.14 Hanger Land Rental Effectiveness/Customer Service Measures Parking - # of aircraft parked mthly avg 4.3 7 8 Fuel sales — litres 64,298.95 81105.6 93000 Requests for Hanger Rental 8 14 18 ... / 2 Airport Quarterly Report - 2 - For the Period Ending Sep 301", 2002 Weather info requests 1947 1142 1350 Number of tours 4 2 2 Number of special events 1 4 4 Avg attendance at sp.events 300 3800 3800 Articles — newspaper 3 16 18 - other 3 1 1 Explanation of Performance Measures Weather info requests are down because we have spent a lot more time cutting grass and attending to the premises than has been done in the past years. When we are outside we are not able to give weather info. Attendance at special events is up significantly because we hosted the 2002 Small Scale World Championship Event, which according to organizers attracted over 3500 people. Current Directions Direction Completion/Estimated Completion Quarter Renew tie -down area for parked aircraft Attract Corporate Aircraft Runway light conduit replacement Attendance at AMCO conference and relevant seminars Secure transportation arrangements from airport to downtown Improve public awareness of airport Ongoing Ongoing 4`h Year Round Ongoing Ongoing 2 Airport Quarterly Report - 3 - For the Period Ending Sep 301h, 2002 Competitive pricing review of fuel and other services Construct facility to host events, storage of trackless etc Key Goals/Objectives 2002 Goals/Objectives Taxiwa tigers — west side Crack filling of main runway Budgeted Costs (Savings) if Applicable $59,000 $15,000 Ongoing 4t' Quarter of Expected Completion 2 3rd Runway lights west of apron — in conduit $7,500 4th 40 x 40 foot Facility Maintenance Building $20,000 4th Highlights 2002 ➢ Completion of new 125m x 7 in taxi way. ➢ New tie -down cables for 14 tie -down spaces were installed to replace the existing ones. Because of an incident that occurred in the spring, it was decided to do a complete overhaul of the tie -down area to make them safer and more practical to work with. ➢ Portable added to Harvard building (added by Canadian Harvard Aircraft Association) ➢ Opening of grass runway 01 /19, bringing the total number of runways to three. ➢ Crack filling of main runway. 3 Airport Quarterly Report -4 - For the Period Ending Sep 30'n, 2002 ➢New floor and paint in the terminal building to update the interior of the building. The floor used to be carpet and was in bad shape. We installed tile floor in the building except for the offices, which have carpet. ➢ We acquired a new flight school National Flyers Academy which operates out of Kitchener/Waterloo Airport but made Tillsonburg their satellite base. Our revenue comes from office rental, fuel sales and two planes they have tied down at our Airport. They already have acquired several students and offer ground school right here on the premises. This gives us two flight schools operating out of our Airport at this time. ➢ We hosted a Breakfast Fly Inn and two B-B-Q's in the summer. We had approximately 280 people come out for these events. ➢ Hosted Poker run in August. This event is organized by women pilots called the `99's'. The event consists of 5 Airports selling hands of cards to both pilots and general public. We coordinated this event with a B-B-Q. ➢ Installed new handrail on front step to accommodate some of our tenants. ➢ Portion of runway lights replaced, in conduit. Our runway lights were hit by lightning in the summer of 2000 and at this time it was decided to replace 20 lights in conduit. We will replace 17 lights this year and the remainder could be done in 2004. This is a capital budget item. ➢ Hosted meeting for Airport Steering Committee. This committee consists of 11 Municipal Airports in South Western Ontario and meets 4 times a year. Guest speakers include delegates from Transport Canada and Customs Canada. 4 Airport Quarterly Report - 5 - For the Period Ending Sep 30'n, 2002 Financial Analysis Job Name Budget Year To Date Variance Airport - Miscellaneous 47,596 44,950 2,646 Airport - Land Rentals (35,009) (17,929) (17,080) Airport - Building Maintenance 8,451 8,012 439 Pole Barn 20,000 - 20,000 Taxiway 59,000 62,687 (3,687) Tranformer Installation 4,000 - 4,000 Main Runway Restoration 15,000 7,038 7,962 Runway Lgt Conduit Replacement 7,500 - 7,500 126,538 1049759 21,779 u Notes to financial information 1. Land rentals are collected in the fall of the year when crops are harvested 2. Approx 17 runway lights will be replaced (in conduit) in the fall of this year. 3. At this time there is no need for the Transformer Installation. 5 Airport Quarterly Report - 6 - For the Period Ending Sep 301h, 2002 RECOMMENDATION For information purposes. Respectfully Submitted, Annette Murray, Airport Manager REPORT Town of Tillsonburg DATE: October 17, 2002 TO: Cynthia Hildebrand, Director of Community Services NO: FROM: Larry Fisher, Facilities and Parks Manager RE: Third Quarter Final Report for the year 2002 — Cemetery PURPOSE To provide details on cemetery operations for the third quarter, period ending September 30, 2002. BACKGROUND Cemetery Operations are running smoothly under the direction of community services. Further efforts to share resources both staff and equipment between parks and cemetery have seen improvements in preparation times during special events and peak periods. Concentration during the third quarter has been on grass and ground maintenance along with foundation/ marker repairs and installations. An increase internments in the third quarter over the first two - noting that almost half to date for 2002 have occurred in the third quarter. The performance measures that have been identified in the past have been reviewed and additional information is now being collected and new performance measures are being considered for the 2003 business plan. Some of the new information has been provided in this report for review. .../ 2 b Second Quarter Report - 2 - For the Period Ending June 30, 2002 3) Performance Measures: Cemetery Open - From 1881— to date Measure 2000 2001 2002 Output Measures — quantity YTD Total No. Acres of Cemetery 30 30 30 Developed: 10 10 Undeveloped: Total No. of Monuments 41,158 47219 4254 YTD Markers 16 YTD Foundations -Monuments 19 Total No. of km of roads 8 8 8 Total No. of plots 361)905 36,905 36,905 Total No. of plot sales N/A 40 Old Section 0 New Section 34 Cremation Plot 4 Columbarium 4 Total No. of columbarium N/A 14 N/A sales Total No. of interments to 81P772 8874 date Total No. of interments for 123 120 102 year Old Section - Traditional 40 - Cremations 20 New Section - Traditional 31 10 - Cremations 0 Cremation Plots Columbarium 1 Total No. Available for sale Old Section 0 New Section 2,353 Columbarium 6 Cremation 64 Ij Second Quarter Report - 3 - For the Period Ending June 30, 2002 Current Directions The following is a brief summary of the work that has been completed at the Tillsonburg Cemetery for the year 2002. Regular maintenance activities include but are not limited to: Maintenance Activities - Cemetery In Progress Completion Month Tree maintenance Grounds maintenance Horticultural maintenance Plot and Monument maintenance Columbarium II Purchase Operational Review (Grass Cutting) Roof Repairs Financial Analysis - Cemetery Job Name Cemetery - Miscellaneous Cemetery -Building Maintenance Cemetery - Internment Maint. Cemetery - Plot Leveling Cemetery - Memorial Repairs Cemetery - Foundation Maint. Cemetery - Waterline Maint. Cemetery-Monument/Columbarium Cemetery - Landscaping Cemetery - Grass Cutting Cemetery - Leaf Removal Cemetery - Trees Cemetery- Road Maintenance Cemetery - Debris & Litter Cemetery - Grounds Maintenance Cemetery - Snow Removal Columbarium New Road Paving Re -roof Utility Shed Office Renovations 50% 90% 95% 75% 0% 90% 0% Budget Year To Date Variance (70,120) (45,055) (25,065) 16,645 11,712 4,933 23,700 14,197 9,503 5,900 1,836 4,064 1,650 479 1,171 13,500 7,045 6,455 1,600 549 1,051 6,620 1,263 5,357 1,700 32 1,668 29,400 11,693 17,707 8,850 - 8,850 12,000 639 11,361 7,100 575 6,525 29450 2,934 (484) 53,100 30,796 22,304 7,000 1,838 5,162 7,500 - 7,500 5,000 - 5,000 5,000 - 5,000 138,595 409534 98,061 Note: Financial information for equipment cost has not been included in the above financial analysis. This information will be available in the next quarter. 3 c Second Quarter Report - 4 - For the Period Ending June 30, 2002 FINANCIAL ANAYLSIS In the second quarter report it was noted that all wages for Cemetery operations were included in the miscellaneous line during the budget process and were being charged back to actual job cost for proper allocation explaining the discrepancies and over runs on internment maintenance, and ground maintenance. For this report the allocation for wages have been reallocated to the various job costs for easier review. SUMMARY Cemetery Operations are running smoothly under the direction of community services. Further efforts to share resources both staff and equipment between parks and cemetery have seen improvements in preparation times during special events and peak periods. Concentration during the third quarter has been on grass and ground maintenance along with foundation/ marker repairs and installations. An increase internments in the third quarter over the first two - noting that almost half to date for 2002 have occurred in the third quarter. The performance measures that have been identified in the past have been reviewed and additional information is now being collected and new performance measures are being considered for the 2003 business plan. Some of the new information has been provided in this report for review. Transition from operation to community services has been on going during the second quarter. Effort during this time has been in ensuring parks services and cemetery operation resources are better utilized for both services. The third and fourth quarter will be spent reviewing administration of the cemetery services and budget preparation for 2003. Review of other municipally owned/operated cemeteries will also be conducted to see how our operation compares to others and investigate possible improvements to our operation. Respectfully Submitted, Larry Fisher Facilities and Parks Manager 4 0 r / kir j! /I i/ REPORT Town of Tillsonburg DATE: October 23, 2002 TO: D.C.Morris, A.M.C.T., C.A.O./Clerk REPORT NUMBER: 02002-27 FROM: S.T.Lund, Director of Operations RE: Operations 2002- Third Quarter Report PURPOSE Update council on the summary of Tillsonburg Operations for the third quarter of the year 2002. GENERAL PROSPECTUS Generally, Operations Services was very busy implementing the 2002- business plan and budget with continued success. Construction activity continued on a variety of capital projects in all service areas. This third 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 different maintenance accounts. This will show variances within the labour LI Report - 2 - October 23, 2002 02002-27 component of all maintenance accounts. Next years budget will estimate labour components by maintenance activity. The next quarter will consist of continued construction, planning, survey, design and tendering of capital/reconstruction, operations maintenance continuing along with finalizing of budgets and business plans for 2003 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 3rd quarter saw continued implementation of the summer maintenance program, which include line painting, sweeping, storm sewer flushing and cleaning, asphalt resurfacing and patching, shouldering, bridge inspections, street sign replacement, guide rail construction and catch -basin cleaning. Completion of Municipal Parking lot 5A (Sears) and resurfacing with curbing of lot 4B (Tillsonburg Tire) were also completed. The year round operation of the transfer station and sewage pump station was successful. Significant activity scheduled for next quarter includes sewer flushing, leaf collection, 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 the annual curb and sidewalk tender and the asphalt resurfacing and sod tenders. Peer review and redesign of Highway 19 including traffic signals was extremely busy to make way for the pending Sobeys and adjacent development lands. Peer reviews of all types of development remain very heavy. Report - 3 - October 23, 2002 02002-27 Next quarter projects include resurfacing of Bayham Drive, Clearview drive to the RR tracks, Kings Highway Connecting Link North Broadway repairs, miscellaneous water projects 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 are complete with the exception of the hydro digger derrick truck. 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. Buildinq 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 $62,370.00 and the Tillsonburg levy to date is $88,682.30. We have a total of 226 new building permits valued at $10,246,545 for ]an. to September 2002. We do not anticipate any major budget variances at this time. Report - 4 - October 23, 2002 02002-27 Subdivision Administration Developments continued to proceed in Phase 2A of Oak Park Estates, Baldwin Place Phase 1 was completed to base asphalt including the Storm water management pond and approval of Phase 2. The last phase of Georgian Heights Subdivision was approved and started. Fire Services During the second quarter there were 57 emergency responses. The nature of the responses was due primarily to alarm systems with a few vehicle and structure related problems. Average response attendance was 15 firefighters compared with 14 last year. There were no significant losses this past quarter. Firefighter training continued with 6 training sessions attended by an average of 23 firefighters, which included practical fire suppression using apparatus and equipment. Career staff and certified trainer facilitators coordinate training. Apparatus and equipment is in satisfactory condition. 17 inspections were carried out, fire safety plan review and providing assistance with building owners to bring buildings into compliance with the Ontario Fire Code. Two public education seminars/tours were conducted for approximately 35 people. 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 Report - 5 - October 23, 2002 02002-27 involves reconstructing Hydro lines on Bloomer Street. The next year will involve constructing high voltage lines into the industrial park to remove the substation and lower operating costs. Staff received the Electrical and Underground Utilities Association Presidents Award for a remarkable 500,000 hours without a compensable injury, which spans a period from 1981 to 2002. This is an enviable health and safety service record that all departments can strive to achieve. Staff continues to work to ensure a safe and reliable distribution system the town has enjoyed over the past number of years. Water and Sanitary Sewer Main flushing was carried out on a systematic basis. 5Hydrants were maintained and/or flushed. 251 hydrants were painted and greased. Locates (82) 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. 14 Sanitary sewer lateral inspections and monitoring have 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. 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. Report October 23, 2002 02002-27 -6- We do not anticipate any major budget variances at this time. 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 October 23, 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 C � � REPORT Town of Tillsonburg DATE: October 7, 2002 TO: Steve Lund, Director of Operations FROM: Al McGilligan, Works Foreman RE: 3rd Quarterly Report — Operations Roads PU" To provide the third quarterly report for the period to October 7, 2002 BACKGROUND This is the third 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 October 7, 2002 Performance Measures Measures — Roads 2000 2001 K01, Output Measures — quantity Population 14,000 14,500 14,500 No. of km. of roads 106 108 108 No. of km. of sidewalks 160 160 160 Km. road resurfaced per year 2 4 2.1 No. of signs replaced per year 195 286 398 No. of Storm Water Management Ponds 4 6 7 Efficiency Measures (Cost per Unit) Cost per km. of road (actuals) N/A $51,582.63 N/A Cost per km. of road winter maintenance (actuals) $974.82 $1,368.51 N/A Effectiveness/Customer Service Measures 2000 2001 2 No. of litres of traffic paint placed 25420 3,120 3,045 No. of complaints/concerns per year 450 267 165 No. of complaints per km. 4.25 2.47 1.53 No. of Boulevard trees maintained per year 70 149 4 No. of encroachment permits per year 20 18 24 No. of tonnes of cold patch placed per year 45 44.16 34.20 Tonnes Tonnes Tonnes Appreciation letters/Phone calls 10 12 12 2 0 Quarterly Report - 3 - For the Period October 7, 2002 Curr'.erit 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 75% October 2002 Line painting 100% September 2002 Tree trimming, cabling and removals 1 % November 2002 Sanitary and storm sewer flushing 50% October 2002 Asphalt patching 75% December 2002 Shouldering 75% November 2002 Waste transfer station operation 75% December 2002 Sewage pumping station 75% December 2002 Inspection of roads and bridges 75% December 2002 Guide rail replacement 100% December 2002 Changing worn street name signs 75% December 2002 Maintenance Activities — Roads (continued) In Progress Estimated Completion Date Assisting all other Tillsonburg Services as needed 75% Ongoing Along with the Director of Operations and the 75% 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 75% Ongoing future Roads Projects. Follow-up on other Risk Management areas in 75% Ongoing Town. 3 Quarterly Report - 4 - For the Period October 7, 2002 Key Goals/Objectives 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. 1 st Storm & Sanitary Sewer flushing program 4th Job Name Budget Year To Date Variance Roads - Miscellaneous 114,671 101,578 13,093 Roads-County-Misc Maintenance - 258 (258) Roads- Building Maintenance 41,649 19,327 22,322 Roads -Miscellaneous Equipment 2,000 613 1,387 Roads - Bridges 21,000 - 21,000 Pedestrian Bridges 2,450 2,083 367 Surface Maintenance - Loosetop 46,500 30,994 15,506 Surface Maintenance - Patching 74,800 39,395 35,405 Roads -County -Surface Patching - - - Safety - Guiderails 22,500 11,917 10,583 Safety - Railway Maintenance 30,550 17,367 13,183 Safety - Town Traffic Devices 27,600 5,906 21,694 Safety - Zone Painting 41,000 31,866 9,134 Safety - Signs & Markings 46,350 28,466 17,885 Safety -Street Lighting&Signals 133,350 11,069 122,281 4 Quarterly Report For the Period October 7, 2002 - 5 - Roads -County -Traffic Lights - 8,031 (8,031) Roads-County-Signs&Markings - 803 (803) Street Maint.-Sweeping/Flush 78,000 32,132 45,868 Street Maint - Debris & Litter 50,950 27,196 23,754 Street Maint. -Storm Flooding 14,000 5,146 8,854 Roads-County-Sweeping/Flushing - 351 (351) Roads -County -Debris & Litter - 215 (215) Winter Maint - Snow Plowing 68,000 28,146 39,854 Winter Maint - Sanding & Salt 136,100 58,570 77,530 Winter Maint- Snow Removal 56,800 72,799 (15,999) Winter Maint.- Sidewalks 37,250 19,022 18,228 Roads -County -Sanding - - - Roads -County -Winter Maint. - - - Roads -County -Winter Standby - - - Roads - Landscaping 19,350 909 18,441 Landscaping - Mowing/Spraying 73,000 43,168 29,832 Landscaping-Brush/Tree Removal 70,950 12,042 58,908 Landscaping - Trees 10,000 2,073 7,927 Roads-County-Mowing/Spraying - - - Roads -County -Brush Cutting - - - Roads -County -Tree Trim/Removal - 128 (128) Roads - Sidewalk Maintenance 40,000 8,553 31,447 Roads - Curbs & Gutters 20,000 3,934 16,066 Storm Sewers & Drains 92,200 28,977 63,223 Roads -County -Curbs & Gutters - - - Roads -County -Storm Sewers - 890 (890) Roads -Eros Control 71 Trottier 10,000 12,124 (2,124) 5 a Quarterly Report For the Period October 7, 2002 - 6 - Roads -Eros Control 25 Ridge BI 10,000 515 9,485 Roads -Eros Control George St 10,000 (188) 10,188 Roads -Eros Contrl VanNorman Dr 10,000 9,488 512 Roads- Caboose Relocation 7,500 - 7,500 Roads -Coronation Pk Ped Bridge 83,864 341 83,523 Roads-Kamps Cr-Denrich- Sanders 16,000 8,373 7,627 Rds-Conc.St-Rolph to Charlotte - 25,248 (25,248) Roads - 4th St and CPR 14,000 8,829 5,171 Roads - Baldwin Place - - - St. Lighting&Sig -Bidwell St - 3,746 (3,746) 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 - 4,576 (4,576) Resurf-Ball St Simcoe-Neff Al. 30,000 24,391 5,609 Resurf - Fairfield Crescent 10,000 14,145 (4,145) Resur-ParkwdDr-Brock-Fairfield 40,000 41,750 (1,750) Resurf - Cardinal Court 30,000 46,326 (16,326) Resurf-Fourth St LisgarAv-King 20,000 34,441 (14,441) Resur-Concession-LisgarAv-King 25,000 19,299 5,701 Resurf-Townline-CedarSt-Vienna 25,000 - 25,000 Road Reconstruction-w Bayham - - - Roads-Brdwy-NorthSt-NorthLimit 16,000 1,153 14,847 Sidewalk-HymanS-TillsonAv-bend 28,000 117 27,883 Sidewalk - Denrich Drive 35,000 11,340 23,660 Sidewalk - Segal Drive 5,000 909 4,091 Sidewalks-26-42 Alexander St 3,500 1,966 1,534 6 a Quarterly Report - 7 - For the Period October 7, 2002 Sdwk-DerehamDr Wilson- midblock Soccer Field Repl Traffic Signl Controllers Roads - Concession St Sidewalk Simcoe St Street Lights & Sig. Potters Rd Street Lights&Sig. Bloomers St Street Lights&Sig Wellmaster - Street Lights&Sig Wren Ct Street Lights&Sig Broadway Lots -Hydro Servicing Resurfacing -Beech Blvd/OakPark Oak Park Estates -St Lgting&Sig Georgian Heights -St Lgting&Sig Sandy Court - St Lgting&Sig 7,000 22,950 25,000 14,000 2,486 20,893 8,026 1,817 326 2,871 160 2,569 338 812 4,514 2,057 25,000 5,974 (1,817) (326) (2,871) (160) (2,569) (338) (812) 1,890,834 9909994 899,840 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) 13,000 4,918 8,082 2,500 156 2,344 60,000 3,211 56,789 3,000 - 3,000 - 37 (37) 35,000 7,197 27,803 45,000 20,106 24,894 20,000 - 20,000 - 161,683 (161,683) 178,500 197,308 (18,808) rl Quarterly Report - 8 - For the Period October 7, 2002 Job Name Budget Year To Date Variance Solid Waste & Rec - Misc. 10,003 117,548 (107,545) Solid Waste - Leaf collection 511000 - 51,000 Solid Waste - Christmas Trees (5,000) - (5,000) Solid Waste - Brush & Metal (5,300) 66,477 (71,777) 509,703 184,025 (133,322) Job Name Budget Year To Date Variance Sewers - Miscellaneous - (543,270) 5431270 Sewers - Sanitary Sewer Maint. - 46,608 (46,608) Sewers - Pumping Station Maint - 3,624 (3,624) - (493,038) 4939038 SU-;AR' All Roads, Parking, Solid Waste accounts are doing well as to date. 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. 8 Quarterly Report - 9 - For the Period October 7, 2002 Quarterly Report - 10 - For the Period October 7, 2002 10 Quarterly ReportFor the Period October 7, 2002 RECOMMENDATION That the contents or excerpts from this report be brought forward to Council for information purposes. Respectfully Submitted, Al McGilligan Foreman, Operations Services - Roads 11 11 REPORT Town of Tillsonburg DATE: October 04, 2002 TO: Steve Lund, Director of Operations NO: 020406 700 water FROM: Bryan Drinkwater Operations Utility Manager RE: 3rd Quarterly report - Water PURPOSE: To provide a brief report. BACKGROUND This quarterly report covers the period from June 25, 2002 to September 26, 2002 for Water operations and capital. �er%rrrnrno Monn»>.�.• Notes to Performance Measures: Fire Hydrants /Valves, raised, repaired Scheduled Water main flushing PRIVATE WELL INSPECTIONS Miscellaneous Customer Service -water turn on/off, new meters r. _L_— _..- a % Complete Numbers S,ompienon Date 5 hydrants/2 As needed valves 4 days (I man) Dec./2002 112 As needed 40 As needed Inspections of water/storm/sanitary (new housing) 18 As needed Customer Complaints/Enquiring , dirty water, etc. 12 Continuous Water Meters Installation (retro-fit) 75% 56 Ongoing Safety training/workshops (3 FTE's) 20 Hrs. Ongoing Water heater installation 9 Ongoing Water Testing (C12 residual/turbidity) 75% 42 Ongoing Sewer camera inspections 14 Ongoing Locates (Hydro) 79 Ongoing Locates (Water) 82 Ongoing Fire hydrants (painted & greased) 100 % 251 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% 4`h Quarter trunk main 2002/ 1 S`2003 Booster Pumps Southridge Subdivision 25% Oct/Nov.2002 County has all specifications and pricing for pumps from Town of Tillsonburg. Water Study Update Ongoing - Participate in county well head protection study Ongoing Ongoing Water conservation programs (Lawn Watering) as required 2 Direction % Completed Com letion/Ex ected Quarter Soccer club (water, sanitary) 100% End June 2002 Beech Blvd. 100% End June 2002 (water,sanitary,storm) Goshen Street (tie/over) 100% Road restoration ,Completed Cat Alley water main 100% Completed 2"d quarter replacement Queen /Third Street 100% Completed 2"`� quarter Respectfully Submitted, Bryan Drinkwater Operations Utility Manager 3 1 r•ir rS Er i +ri �l If ��r� REPORT Town of Tillsonburg DATE: Sept 30, 2002 TO: Steve Lund, Director of Operations NO: 010630 550 Engineering FROM: Peter Fung, P.Eng. Manager of Engineering RE: 3rd Quarter 2002- Engineering PURPOSE To provide a quarterly report ending September 30, 2002. BACKGROUND This is a 3rd quarter report - Operations Services/ Engineering. Performance Measures Measure 2001 2002 3rd Quarter Output Measures — Quantity No. Of Contacts 10 14 No. Of Subdivisions 5 7 Development files 26 22 Minor Variances, Re -zonings, Cof A's 35 25 Municipal Consent 20 12 c Engineering 2nd Quarter Report - 2 — For the Period Ending June 30, 2002 Efficiency Measures - $ Cost 2001 2002 3rd Quarter Effectiveness/Customer Service No. Of Enquiries/yr 200 150 No. Of consultants and Contractors 35 35 No. Of Sales Representatives 35 12 No. Of Developers 12 12 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 P 30% 10% 25% Ongoing Ongoing Ongoing 3rd Quarter Ongoing 4th Quarter Ongoing 4th Quarter 10% Ongoing 3rd Quarter 10% 4th Quarter 90% 90% 50% 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) Ongoing Ongoing Ongoing Ongoing Ongoing Completed Completed Completed Ongoing Completed Completed Completed 3 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 Job Name 88,183 Budget 130,846 Year To Date (42,663) Variance Engineering - Miscellaneous 861674 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) (63,320) 523,567 (58,887) 110n Going to End Of This Yea 1. Caboose Relocation 2. Water main Tie-in ( Simcoe Street) 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), -Surveying 7. North Broadway (MTO) From North Street to Town Limited 8. Estimated cost for Capital Projects 2003 9. BUham Drive Paving 10. Ridge Blvd. Erosion. IlCompleted As Of Sept.0211 i . Construction of Soccer Field External Club House Servicing 2. Construction of the Airport Taxiway 3. Erosion projects 4. Demolition of Old Esso Building 5. Installation of Manhole on Fourth Street 6. Watermain On Cat Alley 7. Sears Parking Lot 8. Guardrail on Highway 19 and various locations 5 Engineering 2nd Quarter Report - 6— For the Period Ending June 30, 2002 9. Watermain on Queen Street and Cat Alley IO.Obtain Survey Software License (Eagle Point) 11.Sewer Video and Sod Quotation contracts were awarded. 12.Sanitary Sewer replacement ( behind Victoria Street ) Respectfully Submitted, Peter Fung, P.Eng., Manager of Engineering C: CORPORATION OF THE TOWN OF TILLSONBURG Date: October 8, 2002 To: Steve Lund, Director of Operations From: Ken Eden, Fire Chief/Fleet Manager REF: 3rd. Quarter Report 2003, - Fleet Purpose Report on Fleet Operations and Maintenance activities for the Td. Quarter of 2002. Background SHORT TERM GOALS • The continuation of doing all maintenance possible in house. • Continue to change maintenance records into an electronic format using the Crisys Maintenance Records program which we now have in place. Finalize the effect on the maintenance shop of the proposed relocation of the Parks storage facility. LONG TERM GOALS • Computerize maintenance records. • Establish an adequate equipment replacement plan and reserve fund. • Maintain shop tools and equipment inventories. • Maintain staff training. • Maintain Occupational Health and Safety standards. • Attempt to attract outside revenue from other municipal fleets, especially emergency equipment. Attempt to get a maintenance contract with Oxford County EMS for some or all of their ambulances. Evaluate pre -wetting equipment. FINANCIAL STATUS No budget difficulties foreseen. SUMMARY There were no major events or problems in the 3`d. Quarter and maintenance issues are being adequately addressed in a timely manner. Respectfully, Ken Eden, Fire Chief/Fleet Manager REPORT Town of Tillsonburg DATE: October 8, 2002 TO: Steve Lund, Director of Operations NO: FROM: Ken Eden, Fire Chief RE: 3rd. Quarter Report 2002 — Fire Services PURPOSE To provide a quarterly report for the period ending Sept.31, 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 Td Quarter of 2002. EMERGENCY RESPONSE During the quarter we responded to 57 emergency calls, up from 48 in 2001, broken down as follows: MONTH 2001 2002 July 19 25 Aug10 12 Set 19 20 Average attendance was 14 firefighters in 2001 and 15 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 39 68% Vehicles 4 7% Structure 3 6% Grass and Brush 1 2% Mutual Aid 1 2% Odour Investigation 2 3% Other 7 12% • In addition there were 3 open burning complaints, 2 carbon monoxide detector activation investigations and 2 smoke detector activation investigations. • There were no significant losses. TRAINING • During the second quarter the Tillsonburg Fire Services had 6 training sessions attended by an average of 23 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. 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 17 building inspections done, 2 public education seminars and/or tours conducted with approximately 35 people participating. 2 Quarterly Report - 3 - For the Period Ending June 30, 2001 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 Job Name Budget YTD Variance Fire —Miscellaneous 129,560 81,427 48,133 Fire — Fire Prevention 43,500 14,590 28,910 Fire — Fire Protection 372,536 296,933 75,603 Fire — Building Maintenance 6,649 1,305 5,344 552,245 394,255 157,990 • 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 with the lack of full time staff to deliver programs. 0 Inspections are being done on request or complaint as soon as possible and Public Education activities are being done on request only. 3 s Quarterly Report - 4 - For the Period Ending June 30, 2001 CURRENT DIRECTIONS • Develop an Action Plan to meet the requirements of the Fire Protection and Prevention Act • Maintain 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. • We have secured a dispatch contract for Ingersoll Fire Services and after hours for Ingersoll Works to begin late 2002 or early 2003. Respectfully submitted, Ken Eden, Fire Chief 4 Quarterly Report - S - For the Period Ending June 30, 2001 REPORT Town of Tillsonburg DATE: September, 2002 TO: Steve Lund, P.Eng, Director of Operations NO: 011231 210 building FROM: Doug Robertson, Chief Building Official RE: Report for January to September 2002 — Building PURPOSE To provide a Building activity report for Three Quarters of 2002. BACKGROUND This report covers the period from January 1, 2002 to September 30, 2002 for The Building Department. Performance Measures Measure 2000 2001 2002 2002 Projected Actual Output Measures — Quantity Residential (value) 63,980,597 51,571,503 Commercial (value) 8775950 111475715 Industrial (value) 6,498,022 11937,100 Institutional (value) 71,000,000 7,759,012 5001,000 4521433 3,500,000 1,456,400 111,194 399,500 195001,000 5781,700 Efficiency Measures - $ Cost 10,2461,545 Building permit turnaround (days) 10 5 5 5 Building Third -Quarter Report For the Year 2002 -2- Effectiveness/Customer Service 2001 2002 Increase in assessment 17,598,855 31,1071,700 # of inquiries 2000 2200 1400 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 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 Building Third -Quarter Report For the Year 2002 -3- Improve planning process and tracking systems to insure timely customer service participate electronic records management program to 100% In progress- started coordinate property files inputting older permits Key Goals/Objectives 2002 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 (53,751) 72,307 Notes to financial information: 1. Building Revenues actual to Date: Permit fees $62,370.00, Till Levy $88,682.30 RECOMMENDATION To be presented for information purposes. Respectfully Submitted, Doug Robertson 3 r REPORT Town of Tillsonburg DATE: October 22, 2002 TO: D.C.Morris, A.M.C.T., C.A.O./Clerk REPORT NUMBER: 02002-26 FROM: S.T.Lund, Director of Operations RE: Tender Results for Downtown Parking Lot and Airport Snow Plowing T-2002- 13 PURPOSE Tender Results for the Town of Tillsonburg Tender T-2002- 013 - Snow Plowing - Parking Lots and Airport. BACKGROUND A tender was called for Parking Lot Snow removal in Municipal Parking Lots and the airport runway. The downtown parking lot areas include the following Locations: 1) All lots in the Mall Area 2) All lots on the East Side of Bidwell St. from Bridge St. to London St.W. 3) All lots on the west side of Harvey St. from Oxford St. to Bridge St. 4) Lot beside Avondale Church. The tender called for hourly rates for two Loaders to clear snow from the municipal lots. A minimum 2 cu.yd. bucket was required. The tender was advertised in the Tillsonburg News. i! Report - 2 - October 22, 2002 02002-26 COMMENTS Tenders were opened on October 11, 2002 at Town Hall. Two bids were received and the results were as follows: 1) Fuller Trucking Company of Tillsonburg No Bid on the airport plowing. 2) Horvath Holdings RR6 Tillsonburg No bid on the parking lot plowing. - Loader 1 $70/hr. 2.5 cu.yd. - Loader 2 $60/hr. 2.0 cu.yd. - 12-18 foot Blade/tractor - $90/hr - Snow Blower - $80/hr - Labour rate - $40/hr - Salt/sand spreading - $45/hr Last years prices received were $ 60/hr and $65/hr for the snow plowing of parking lots. This represents an 8% increase in hourly cost for the parking lots from last year. There was an 8-9% increase from 2000 to 2001. Snow plowing rates at the airport were $85/hr and $75/hr for blowing. This represents a 6% increase from 2001. RECOMMENDATION "THAT the Staff Report from the Director of Operations dated October 22, 2002 be received" and "The Tender T-2002-013 be awarded to Fuller Trucking Limited (Sectionl - Parking lots only) and Horvath Holdings (Section 2 - airport plowing only) ". Respectfully submitted, S. T. Lund, P.Eng. Director of Operations Approved by, D. C. Morris,A.M.C.T. C.A.O./Clerk 2